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A Data Breach Notification Procedure outlines the exact steps an organisation must take when personal data has been compromised or exposed. Under UK GDPR and the Data Protection Act 2018, companies need to report serious breaches to the Information Commissioner's Office (ICO) within 72 hours of discovery.

The procedure maps out who needs to be informed, when, and how - from alerting affected individuals and regulatory bodies to notifying law enforcement if criminal activity is suspected. It includes templates for breach communications, risk assessment guidelines, and specific actions for different types of data incidents, helping organisations meet their legal obligations while protecting their reputation.

Use a Data Breach Notification Procedure immediately after discovering any unauthorized access to, loss of, or compromise of personal data. This might include stolen laptops containing customer information, accidentally emailed sensitive documents, ransomware attacks, or employee misuse of data. Time is critical - UK law requires reporting serious breaches to the ICO within 72 hours.

Your organization needs this procedure when coordinating responses across teams, documenting incident details, and maintaining compliance. It guides you through essential steps like assessing breach severity, notifying affected individuals, and implementing damage control measures. Having it ready before an incident helps avoid costly delays and regulatory penalties.

• Basic ICO-Compliant Procedure: Covers essential notification steps, timeline tracking, and ICO reporting requirements. Best for small to medium businesses.
• Comprehensive Enterprise Version: Includes detailed incident classification matrices, stakeholder communication protocols, and cross-border considerations. Suited for large organizations.
• Industry-Specific Templates: Tailored for sectors like healthcare (NHS requirements), financial services (FCA obligations), or education (DfE guidelines).
• Multi-Jurisdictional Format: Addresses requirements across UK regions while maintaining ICO compliance. Useful for organizations operating throughout Britain.
• Simplified Small Business Version: Streamlined process focusing on essential notifications and basic documentation requirements.

• Data Protection Officers: Lead the development and maintenance of the procedure, coordinate responses during breaches, and ensure ICO compliance.
• IT Security Teams: Help identify breaches, assess technical impacts, and implement immediate containment measures.
• Legal Counsel: Review procedures for compliance with UK GDPR, draft notification templates, and advise on regulatory obligations.
• Senior Management: Approve procedures, make critical decisions during incidents, and take responsibility for public communications.
• Department Managers: Follow notification protocols, report incidents promptly, and ensure staff understand their roles in breach response.
• Communications Teams: Handle external messaging, manage media inquiries, and coordinate stakeholder communications during breaches.

• Data Inventory: Map out what types of personal data your organization processes and where it's stored.
• Risk Assessment: Document potential breach scenarios and their likely impact on data subjects.
• Response Team: Identify key personnel, their roles, and contact details for swift incident response.
• Notification Templates: Create draft messages for the ICO, affected individuals, and other stakeholders.
• Timeline Requirements: Detail the 72-hour ICO reporting window and steps for each stage of response.
• Documentation System: Set up breach logs and incident reporting forms that meet UK GDPR requirements.
• Testing Plan: Schedule regular drills to ensure the procedure works effectively when needed.

• Breach Definition: Clear explanation of what constitutes a data breach under UK GDPR and DPA 2018.
• Incident Classification: Risk assessment criteria and breach severity levels that trigger different responses.
• Reporting Timelines: Mandatory 72-hour ICO notification requirements and conditions for informing data subjects.
• Response Team Structure: Defined roles, responsibilities, and escalation procedures.
• Documentation Requirements: Templates and forms for recording breach details, actions taken, and outcomes.
• Communication Protocols: Standard notification templates and stakeholder communication procedures.
• Recovery Measures: Steps to contain breaches, protect affected data, and prevent future incidents.

A Data Breach Notification Procedure differs significantly from a Data Breach Response Plan in several key ways, though they work together to protect organizations. While both documents deal with data incidents, their scope and purpose are distinct.

• Focus and Timing: Notification Procedures specifically outline the communication steps after a breach, while Response Plans cover the entire incident handling process from detection to recovery.
• Legal Requirements: Notification Procedures concentrate on meeting the ICO's 72-hour reporting obligation and documenting communications, whereas Response Plans detail technical containment and operational recovery steps.
• Audience Scope: Notification Procedures primarily guide communication with regulators, affected individuals, and stakeholders. Response Plans direct internal teams on technical and operational actions.
• Document Structure: Notification Procedures include templates and specific notification workflows, while Response Plans feature broader incident management protocols and technical response procedures.