Printers also need to secure personal data

The new General Data Protection Regulation - GDPR – does not only apply to servers, telecommunications network, computers and network. They also apply to printed, scanned and photo copied material containing personal data, which makes printers and all-in-one printers another focus. Brother Nordic and One Q Technologies have therefore worked together to help solve the compliance challenges that companies face in connection with the new regulation.

One in three Danish companies does not feel ready* for the new stricter data protection rules introduced by the EU from May 25^th, 2018. And almost half * of all companies say that the new regulation challenges their way of doing business.

This new set of rules is called the General Data Protection Regulation (GDPR) and it dictates how companies, societies and public authorities can – and may – handle personal information in the future.

Many think, that the GDPR primarily affects those that handle personal data held in databases. Those who work with customer information, personal data etc.

This is very wrong. Printers do also play an important part that must not be underestimated. If you do, the authorities that handle the GDPR regulation and control compliance will let you know. Maybe even give you a heavy fine.

The printer manufacturer Brother has therefore partnered with the Danish software company One Q Technologies, which specializes in what is known as "Secure Cloud Print Management". One Q's solutions are sold all over the world.

The two partners point out that printing, scanning, photocopying and faxing are considered data processing - and are therefore covered by GDPR. Those are Brother's specialties and it is important that Brother’s professional customers are aware of the new demands.

Typical weaknesses associated with print security are e.g., that vital personal data is sent unencrypted to the printer. It may also be that personal information is stored unencrypted on servers or hard disks in the printers

In addition, there are also more low-tech problem areas. F. instance when sensitive data is printed on the wrong printer or when documents with personal content end in the wrong hands because they lie, unattended, in the printer's output tray.

These kind of things may happen on an average day, when you do not pay attention. It could be the printer at a dentist that prints a receipt with the next appointment or an invoice – with the patient's social security number. Or the printer in a builder’s merchant that prints a list of what you've just bought - including name, address, phone number, and e-mail.

Brother has selected a number of printers that are part of a special GDPR campaign. Customers receive a free three- or six-month subscription for One Q’s solution when buying one of these Brother printers. Immediately, after connecting to One Q's servers in the cloud, they will be part of the market's most secure printing systems, which of course comply to all the new EU rules.

One Q has also written a special GDPR guide in collaboration with the consulting firm Devoteam. It helps analyze the company's or organization's current level of print security, and then proposes steps that will need be taken in order to ensure that their Brother printers become GDRP-compatible.

"We have felt an increasing demand from customers in Denmark and abroad, who are not quite sure what GDPR really means. The new toughened protection rules introduced throughout the EU in May are also important for printed documents, "says Managing Director Morten Sørensen from One Q

The new agreement with Brother is the first that One Q has made directly with a printer vendor. To begin with it only applies to Brother in the Nordic countries, but it can easily be extended to many other EU countries.

Brother is including the following models into the new GDPR campaign for a 3-month subscription: DCP-L8410CDW, MFC-L8690CDW, MFC-L8900CDW, HL-L8360CDW, DCP-L5500DN, MFC-L5700DN, MFC-L6800DW, MFC-L6800DWT, HL-L6300DW and HL-L6300DWT.

These models come with a 6-month subscription: MFC-L9570CDW, MFC-L9570CDWT, HL-L9310CDW, HL-L9310CDWT, DCP-L6600DW, MFC-L6900DW, MFC-L6900DWT, HL-L6400DW, HL-L6400DWT.

"Brother largest customer base consists of small and medium-sized companies. And those are the ones to be hit the hardest by the new rules. They usually do not have their own IT departments with the ability to analyze and put together strategies for data that flows around in their networks, more or less unprotected. Therefore, we want to be on our toes when it comes to helping and assisting them in becoming GDPR compliant, "explains Henning Elkjær, Nordic Marketing Director & Sales Director (Denmark) for Brother Nordic A/S.

EU’s new "General Data Protection Regulation" (GDPR) will become effective on May 25^th, 2018, and will offer better protection of personal data and privacy. This means, for example, that anyone who wants to collect data, need to gain consent from the persons to whom the information relates. These persons are also entitled to a copy of all data related to them, that is registered in a company or organization.

Companies that are in violation of the new GDPR rules may receive fines of up to 20 million Euros or four percent of their sales in recent years.

*According to a survey conducted by the organizations IT-Branchen, IT-Forum in Aarhus and BrainsBusiness in Aalborg in February 2018.

Further information

Nordic Marketing Director & Sales Director (Denmark) Henning Elkjær, Brother Nordic A/S, phone (+45) 43 31 31 31, e-mail henning.elkjaer@brother.dk  or

Adm. Direktør Morten Sørensen, One Q Technologies A/S, phone (+45). 28 49 49 18, e-mail ms@oneq.tech