Do your invoices meet new data protection requirements?
In May 2018, new data protection regulation came into force. In the previous article, we saw how GDPR should be applied in our company. However, it is also important to know that this data protection regulation must be extended to business documents of a business or company.
How to apply GDPR to invoices or other business documents?
We only have to explain that our company complies with all the regulations. It must be an informative text which will inform the clients their data will be stored in the company’s files and that this data will only be used for the purpose of the provision of services which the client has acquired.
An example of such a text could be:
“According to the Organic Law 15/1999, of December 13, on Protection of Personal Data, we inform you that the data you provide us with will be incorporated into the respective files. This data will be used within the files owned by (name of the responsible authority) in order to be able to provide our services, as well as to keep you informed about issues related to the company and services it offers.
By signing this document, you explicitly agree that (name of the responsible authority) uses your data for the stated purposes. (Name of the responsible authority) fully agrees to treat personal data, provided by the user, confidentially. Moreover, it not allowed to share or forward any information to the third parties.
Additionally, we inform you of the possibility of exercising the rights of access, rectification, cancellation and opposition of your personal data by writing to (name and address), enclosing a copy of the National Identity Document.”
To ensure the security while invoicing, we must place this text in all our legal documents. In STEL Order, this can be done automatically, by going to Settings -> Management Listings -> References. Click on the invoice reference and proceed.
We must place the text in the Annex section. From now on, each time a document is generated, this text will be automatically placed in all the documents. Remember to paste the text by clicking on the “Paste as plain text” button to avoid errors in the documents.
You can also add additional informative clauses, such as ARCO rights (rights of access, rectification, cancellation and objection). If you don’t know these informative clauses, we recommend you to read our previous article about the new regulation.