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Storing smart workspace data: How to protect privacy and ensure compliance

By April 6, 2022April 13th, 2022No Comments

In our new era of hybrid work, where the number of remote and mobile employees continues to rise, organizations are increasingly challenged to reduce their square footage while offering more flexible working space.  

Workspace management solutions based on sensor technology remain the best way for organizations to gain insights into utilization and occupancy rates of their facilities so they can leverage disruption and right-size their office space. 

Specifically, they help organizations cut costs and create office layouts that provide modern employees with the kind of working space they need to thrive, collaborate and drive results for their teams.  

Since workspace management solutions rely on gathering employee data, they must also address all issues concerning employee privacy and regulatory compliance. 

What you need to know about data privacy  

The most important regulation concerning data privacy affecting today’s organizations is the EU’s General Data Protection Regulation (GDPR), which is the toughest privacy and security law in the world.  

Although it was designed and passed by the EU, GDPR has significant consequences on companies regardless of their location, as long as they affect individuals in the bloc.  

This is why organizations must put in place proper access controls that safeguard data from unauthorized parties and ensure appropriate consent is received from data subjects.  

So, what are some of today’s best practices for safeguarding personal data? Read on to find out.  

Storing data at the edge harnesses the security blanket of on-premise applications 

The most significant advantage of edge computing, which is processing and storing client data at the periphery of the network, is that the data is kept as close to its source as possible.  

Because the data is kept out of centralized servers and close to the edge, it benefits from enhanced security and more robust privacy protection.  

This is important since data vulnerability increases each time company devices are transported outside of the organization’s protected firewall perimeter.  

By the same token, the vulnerability diminishes when the devices are kept within a security solution designed to protect the network from attacks and monitor traffic while preventing unauthorized access.  

When data is being locally processed, it remains safeguarded by security support provided by the organization’s internal system.  

This means that all workspace data involving any interaction of human beings with AI-powered sensors remain in the facility that collected it.  

In turn, this helps organizations successfully resolve any challenges associated with local compliance and privacy regulations, including data sovereignty issues.  

Cloud storage delivers advanced cybersecurity capabilities 

Cloud data storage reduces security risks in several important ways. First, the data is encrypted, which provides protection by granting access only to those users with appropriate permissions, even in the case of a stolen device.  

Cloud storage also restricts access by putting in place strong credentials, auditing permissions at regular intervals and setting password lifecycles to ensure no non-authorized users gain access.  

To further tighten access to sensitive information, cloud storage provides continuous monitoring and visibility for all data interactions with cloud storage applications.  

Additionally, data centers employ sophisticated intrusion detection systems besides relying on top hardware and software-based firewalls that filter traffic coming in and out of the cloud storage.   

Lastly, storage centers run regular vulnerability and penetration tests to ensure that all existing security levels can ward off current threats.  

Has your organization adopted the best data privacy practices? 

If companies want to reduce costs, while providing modern workspaces for their employees, they need to harness sensor technology to obtain data on the utilization and occupancy of their facilities.  

This is where the issue of data privacy comes into play, compelling organizations to embrace the best course of action that safeguards employee data and achieves regulatory compliance.   

To accomplish this, they can store data at the edge, which leverages the security protection of on-premise applications, or in the cloud, which features the most robust protocols of advanced cybersecurity capabilities.  

By adopting these best practices, companies can analyze sensor data and focus on high-growth activities with the peace of mind knowing that their employee data is fully protected.

EAIGLE delivers AI-powered workspace management solutions that generate growth-driving occupancy insights, while complying with international privacy laws. Find out more by visiting eaigle.com.