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A Data Breach Notification Procedure spells out exactly what your organization needs to do when personal data gets exposed or compromised. Under Belgian privacy laws and GDPR requirements, you must report serious breaches to the Data Protection Authority within 72 hours and inform affected individuals if the breach puts their rights at risk.

This step-by-step procedure helps your team act quickly and legally when incidents occur. It covers who to contact, what information to gather, how to document the breach, and when to notify authorities and data subjects. Having this procedure ready means you can respond effectively to security incidents while meeting your legal obligations under Belgian and EU data protection rules.

Use a Data Breach Notification Procedure immediately after discovering any unauthorized access to personal data, from stolen laptops to hacked databases. Time matters - Belgian law requires reporting serious breaches to authorities within 72 hours, so having clear steps ready helps you meet this deadline and avoid hefty GDPR fines.

Common triggers include discovering ransomware attacks, lost USB drives containing customer information, employees accidentally emailing sensitive data to wrong recipients, or finding unauthorized system access in security logs. The procedure guides your response when third-party vendors report breaches affecting your data or when employees report suspicious activity that might compromise personal information.

• Standard Internal Procedure: Outlines basic steps for all data breaches, focusing on Belgian DPA notification requirements and GDPR compliance timelines
• High-Risk Incident Protocol: Contains additional steps for severe breaches requiring urgent notification to affected individuals
• Third-Party Vendor Version: Includes specific provisions for breaches involving external data processors or contractors
• Sector-Specific Procedures: Tailored for industries like healthcare or finance, incorporating sector-specific reporting obligations
• Cross-Border Incident Protocol: Addresses breaches affecting data subjects across multiple EU countries, with coordinated notification requirements

• Data Protection Officers (DPOs): Draft and maintain the procedure, coordinate response efforts, and ensure compliance with Belgian privacy laws
• IT Security Teams: Monitor systems, detect breaches, and implement the technical aspects of the response plan
• Legal Department: Reviews procedures, advises on notification requirements, and manages communication with the Belgian DPA
• Department Managers: Train staff on procedures and report incidents within their teams
• External Data Processors: Must follow the procedure when handling company data and report any breaches immediately
• Communications Team: Handles notifications to affected individuals and manages public relations during major incidents

• Data Mapping: Document what types of personal data your organization processes and where it's stored
• Contact Chain: List key personnel, their roles, and contact details for your incident response team
• Risk Assessment: Create criteria for evaluating breach severity and impact on data subjects
• Timeline Templates: Develop standardized forms to track the 72-hour notification requirement under Belgian law
• Communication Plans: Draft template notifications for the Belgian DPA and affected individuals
• Process Testing: Run simulated breach scenarios to identify gaps in your procedure
• Documentation System: Set up a secure method to record all breach-related actions and decisions

• Breach Definition: Clear criteria for identifying personal data breaches under GDPR and Belgian law
• Response Timeline: Specific steps for meeting the 72-hour notification requirement to Belgian DPA
• Risk Assessment Matrix: Guidelines for evaluating breach severity and determining notification requirements
• Notification Templates: Standard forms for authorities and affected individuals in both French and Dutch
• Documentation Requirements: Details on recording breach circumstances, actions taken, and justifications
• Data Processor Obligations: Specific requirements for third parties handling personal data
• Contact Information: Updated lists of relevant authorities, DPO, and internal response team

While both documents deal with data breach management, a Data Breach Notification Procedure differs significantly from a Data Breach Response Plan. Let's explore their key distinctions:

• Scope and Purpose: The Notification Procedure focuses specifically on the communication requirements and deadlines for reporting breaches to authorities and affected individuals. The Response Plan covers the entire incident handling process, including technical containment and recovery steps.
• Timing of Use: Notification Procedures activate only after confirming a reportable breach, focusing on the critical 72-hour window required by Belgian law. Response Plans guide actions from the moment a potential breach is detected.
• Content Focus: Notification Procedures detail templates, contact information, and documentation requirements for proper reporting. Response Plans include broader elements like technical response protocols, forensics procedures, and business continuity measures.