Learn how digitizing internal communications with your frontline workforce can keep your employees updated on regulatory news in an instant.  

As a pillar of standard business operations, companies should already know the compliance protocols for their industry. It’s a good idea to have a well thought out plan in place to make sure the business and its employees are always on top of regulation changes.

Additionally, having the ability to quickly communicate regulation changes around health and safety to employees is a must-have for manufacturing companies operating in a post-COVID-19 world.  

Let’s take a deep dive into manufacturing compliance, including what is compliance in manufacturing, why it matters, and how to implement your own manufacturing corporate compliance plan.

What Is Compliance in Manufacturing?

Compliance is something all businesses are tasked with, but what is compliance in manufacturing exactly?

There are two types of compliance: regulatory and corporate.

“Regulatory compliance is when a business follows state, federal, and international laws and regulations relevant to its operations. The specific requirements can vary, depending largely on the industry and type of business.”

“Corporate compliance covers both internal policies and procedures, as well as federal and state laws.”

The way we see it is that regulatory compliance is following the rules and regulations set forth by the governments and industry groups in which your company operates. Corporate compliance is ensuring your company is lawfully operating within both the external regulations and the internal regulations set forth by the company itself.

For global organizations, it’s essential to be familiar and in compliance with the regulatory agencies in the countries you operate in. For example, what might be a standard health and safety procedure in the U.S. may not be permitted in your manufacturing sites in China.

The main areas of compliance in manufacturing are:

• Anti-corruption
• Data Protection
• Employment Law
• Export Controls
• Fair Competition
• Health, Safety, and Environment
• IT Safety and Security
• Product Safety

How Do You Get A Certificate of Manufacturing Compliance?

When organizing your business to comply with regulations, many companies will take the step of earning a certificate of manufacturing compliance for a particular regulatory or industry agency. The certification demonstrates the company’s commitment to upholding compliance guidelines that the agency established.

For example, a standard certificate of manufacturing compliance for the agriculture and food manufacturing industry is for Good Manufacturing Practice (GMP) requirements. According to SGS, the certification, “ensures the integrity of your food manufacturing process as well as your compliance with food safety regulations.”

Additionally, companies can earn their certifications in standards for practices set by HACCP and International Organization for Standards, such as:

• Energy Management (ISO 5001)
• Environmental Management (ISO 14000 family)
• Food Safety (ISO 22000)
• Health and Safety (ISO 45001)
• IT Safety (ISO/IEC 27001)
• Quality Management (ISO 9000 family)

Why Is Manufacturing Compliance Important?

At the heart of it, manufacturing compliance adds a layer of protection over your business. It also protects your employees, customers, communities, and other relevant stakeholder groups by enabling your company to operate in a well-regarded and safe way.

If your company isn’t in compliance, it exposes itself to several risks, including:

• Business Risks: A company or certain operations can be put on pause to correct compliance gaps, which can disrupt the normal course of doing business with customers.
• Financial Risks: Organizations could see negative financial impacts from a compliance breach, particularly if production slows or the customer cancels orders as a result.
• Legal Risks: Businesses open themselves up to unwanted legal action when operating outside of regulatory compliance guidelines, which can also ramp up those financial risks with legal fees and fines.
• Reputational Risks: Compliance breaches can cause significant damage to a company’s reputation by way of losing employees, customers, and investors’ trust.

What Are the Benefits of Manufacturing Compliance?

At first glance, being a compliant organization seems like it’s A LOT of work. This begs the question:

What’s the value that manufacturing compliance brings to a business?

Benefits of a solid manufacturing compliance program include:

• Reduced risk for the company by ensuring a safe environment for employees and quality products and procedures for customers.
• Improved organizational communication where employees have the autonomy to communicate compliance issues with upper management and vice versa when there’s a regulation change.
• Employees are better equipped to do their jobs by providing the baseline knowledge of how things should or should not be run (which can also unintendedly spur employee innovation as well).
• Reduced financial costs that may have resulted from legal fees and fines if the company operated out of compliance
• More trust with all stakeholder groups, including customers, and supports a positive reputation when things are running smoothly.

6 Steps to Implement a Manufacturing Corporate Compliance Plan

Ready to get started in putting together your manufacturing compliance plan?

Here are six steps that can help get your compliance program up and running.

1. Start With Research

The first step in starting your manufacturing corporate compliance plan and the ongoing program is to fully understand the legal and industry regulatory agencies that your company should be following. Keep in mind these agencies can change based on the industry and geographical locations you operate in.

Pro tip: Common regulatory agencies for the manufacturing industry include OSHA, HACCP, FDA, EPA, and International Standards (ISO 9001 and ISO 13845), among others.

2. Establish Oversight and Goals

Next, identify who will champion the manufacturing compliance plan. Typically, companies appoint a Chief Compliance Officer (CCO) to spearhead organizational compliance efforts, which is further supported by a broader cross-functional compliance team.

Once your team is in place, set goals for your corporate compliance program and get started with creating necessary internal documents, such as policies, procedure outlines, and a code of conduct, if not already adopted. These documents may need to be updated once you complete a full risk assessment.

3. Understand Your Risks

When starting your program from scratch, complete a risk assessment within your organization and manufacturing sites to know where your holes are.

4. Take Action

Following the risk assessment, take the appropriate actions to address any vulnerable areas that risk keeping the company from complying with their relevant agencies. Sometimes that can be a quick fix, or a full process revamp.

5. Provide Manufacturing Compliance Training to Employees

Employees are an essential factor in making sure compliance measures are consistently met, which is why providing manufacturing compliance training and integrating the importance of compliance into your company culture is crucial to the success of your compliance program.

Pro tip: Have employees go through compliance training on an annual basis. Regulations can change frequently, so regular training helps employees keep up with current standards to ensure they are always taking the right steps.

In employee training, provide the necessary documentation for each level, so employees have something to refer to if they ever find themselves needing to address something that is no longer in compliance. Employee communication technology, like Beekeeper, helps keep that documentation all in one place for employees to access no matter where they are on the factory floor.

6. Make Compliance an Ongoing Effort

The final step in implementing a manufacturing compliance plan is arguably the most important.

Creating a successful program is an ongoing effort to remain in compliance with regulatory agencies and your company’s guidelines.

These ongoing efforts should include:

• Staying up to date on changes your regulatory and industry agencies issue
• Communicating compliance changes in an effective way that reaches your employees
• Doing regular risk assessments and taking the appropriate actions
• Conducting annual employee compliance training

Manufacturing Compliance in a Post-COVID-19 Environment

In a matter of months, the global pandemic impacted nearly every single business around the world. Now, as the global manufacturing industry navigates the lasting impact of COVID-19, remaining in compliance with evolving health and safety regulations will be key for its recovery.

One way to ensure factory employees are updated on safety regulation changes and crisis communications in real-time is by implementing a mobile employee communication app that delivers information straight to the frontlines.

As the manufacturing industry continues to digitize its equipment and operations in the face of Industry 4.0, many companies are turning to Beekeeper’s employee apps to:

• Communicate important company news quickly
• Provide a centralized place for documentation and information
• Stay compliant with new health and safety protocols, like IRP Meat and Seafood Co. 
• Establish a two-way communication method between employees and managers
• Engage employees, both active and furloughed, and increase productivity
• Track their internal communication efforts with real-time data and an analytics dashboard

Are you ready to digitally transform your communications with your frontline employees? Download our white paper “Digitization of the Frontline Workforce” today!

Most Frequently Asked Questions

The post Manufacturing Compliance 101: What Every Business Needs to Know appeared first on Beekeeper.

Data privacy concerns can be a major obstacle when using WhatsApp for business purposes. With sensitive information being shared, it’s crucial to ensure that conversations and data remain secure and private. In addition, unstructured conversations can lead to confusion and miscommunication, making it difficult to streamline processes and provide efficient customer support. Limited features for large businesses can also hinder scalability and hinder the ability to fully utilize WhatsApp’s potential.

Storing and archiving chats for compliance purposes can be a challenge, especially for businesses in industries with strict regulations. The difficulty in automating certain processes can also be frustrating, as it limits efficiency and productivity. The potential for miscommunication and overwhelming message volume further adds to the challenges businesses face when using WhatsApp.

There are strategies and best practices that can help you overcome these hurdles and fully leverage WhatsApp for business success. In this article, we’ll provide you with the tools and knowledge you need to tap into the vast user base of WhatsApp, reach a wider audience, and enhance your customer relationships.

We’ll be looking at the difference between using WhatsApp Business and WhatsApp for personal use, the limitations of WhatsApp in a professional environment, and an alternative communication platform to WhatsApp: Beekeeper. 

So, if you’re ready to take your business communication to the next level and unlock the potential of WhatsApp, keep reading.

What is WhatsApp Business?

WhatsApp Business is a platform designed for businesses to connect with their customers and manage communication effectively. It offers various features and tools to enhance customer engagement, streamline processes, and build strong relationships. 

One key aspect of WhatsApp Business is the availability of the WhatsApp Business API. This API allows businesses to integrate WhatsApp into their existing systems and automate messaging processes. It enables features such as automated replies, message templates, and chatbot integration, making it easier to handle a high volume of customer inquiries.

WhatsApp Business includes a web interface that enables businesses to manage their WhatsApp conversations from their desktops. This feature provides convenience and flexibility, allowing businesses to respond to messages quickly and efficiently.

WhatsApp Business vs WhatsApp

WhatsApp Business and WhatsApp are two distinct versions of the popular messaging app, each designed to cater to different needs and use cases.

WhatsApp Business is specifically created for small and medium-sized businesses to enhance their communication with customers. It offers a range of features and tools tailored for business purposes, allowing businesses to establish a professional presence on the platform. With WhatsApp Business, businesses can create a business profile with relevant information such as their address, contact details, and website. They can also set up automated greeting messages, quick replies, and away messages for efficient customer support.

On the other hand, WhatsApp is the standard version of the app that is used by individuals for personal messaging. It allows users to chat with friends, family, and colleagues, share media files, make voice and video calls, and join group chats. WhatsApp supports end-to-end encryption, ensuring that messages and calls remain private and secure.

While WhatsApp Business is primarily focused on facilitating business communication and customer interactions, WhatsApp is more geared towards personal conversations. However, both versions can be used by businesses to connect with customers. WhatsApp Business provides additional features and functionality to streamline business communication and manage customer inquiries effectively.

5 Benefits of a WhatsApp Business Account

WhatsApp Business offers several benefits for companies, making it an excellent tool for communication and customer engagement. Here are five key advantages of using WhatsApp Business for your company:

1. Most Popular Messaging App

WhatsApp is the most popular messaging app globally, with billions of active users. By utilizing WhatsApp Business, your company can tap into this extensive user base. Chances are, most employees already know and use WhatsApp, so the transition to using WhatsApp business will be smooth.

2. Private and Personalized Communication

WhatsApp Business provides a private and personalized channel for communication with your customers. Unlike public social media platforms, messages on WhatsApp are delivered directly to users’ phones, ensuring that your company’s messages are seen and read. This allows for more focused and personalized interactions, resulting in improved customer satisfaction and loyalty.

3. GDPR-Compliant

WhatsApp Business is compliant with the General Data Protection Regulation (GDPR), ensuring that customer data is handled securely and responsibly. This is crucial for companies that collect and store customer information. By using WhatsApp Business, you can be confident that you are adhering to privacy regulations and protecting your customers’ data.

4. Efficient Customer Support

With WhatsApp Business, you can provide efficient customer support. The app allows for quick responses to customer inquiries so concerns are addressed promptly. Additionally, you can use automated replies and message templates to handle frequently asked questions, saving time and streamlining the support process.

5. Rich Media Sharing

WhatsApp Business enables you to share a variety of multimedia content, such as images, videos, and documents. This feature allows you to showcase your products or services more effectively and engage customers with visually appealing content. By leveraging rich media sharing, you can enhance your marketing efforts and create a more engaging customer experience.

By leveraging these benefits, you can enhance your communication strategy, improve customer satisfaction, and increase brand awareness. Let’s look at some more specific ways to use Whatsapp Business.

10 Ways to Use WhatsApp Business

WhatsApp has evolved from a simple messaging app for personal use to a powerful tool that businesses can leverage to connect with their customers and streamline operations. Here are ten effective ways you can utilize WhatsApp for work:

1. Update your Brand with the Business Profile

Create a professional business profile on WhatsApp to showcase important information about your company, such as the description, address, and contact details. This helps customers easily identify and connect with your brand.

2. Showcase Products with the Interactive Catalog

Utilize WhatsApp Business to create an interactive catalog that displays your products or services. Include images, descriptions, and prices to make it easier for customers to browse and make purchasing decisions.

3. Stay Responsive with Automated Greetings

Set up automated greetings to welcome customers when they message you. This ensures a prompt and personalized response, even when you’re not available. You can provide essential information or direct customers to relevant resources using this feature.

4. Quick Replies for Efficient Responses

Save time by setting up quick replies for frequently asked questions. With a simple shortcut, you can provide instant responses to common queries, creating efficient customer support and reducing response time.

5. Organize Chats with Purposeful Labels

Keep your conversations organized by using labels to categorize chats. Create labels based on the conversation’s status, such as “New Leads,” “Pending Orders,” or “Completed Support.” This helps you prioritize and manage your interactions effectively.

6. Expand Your Workspace with WhatsApp Web

Access your WhatsApp account on your computer using WhatsApp Web. This expands your workspace, making it easier to multitask and respond to messages while working on other tasks on your desktop.

7. Prioritize Security with End-to-End Encryption

WhatsApp offers end-to-end encryption, ensuring that your conversations and data remain secure and private. This is crucial for businesses that handle sensitive information and provides peace of mind to both you and your customers.

8. Engage Customers with Interactive Buttons

Utilize WhatsApp’s interactive buttons to engage customers and prompt specific actions. Include buttons like “Call Now,” “Message Us,” or “Visit Website” in your messages, making it easier for customers to take the desired action.

9. Receiving Payments on WhatsApp

In select countries like India, Brazil, and Singapore, small businesses can receive payments directly through WhatsApp Payments. This feature streamlines the payment process, making it convenient for both you and your customers.

10. Create Broadcast Lists for Mass Communication

WhatsApp Business allows you to create broadcast lists, enabling you to send messages to multiple contacts simultaneously. This is useful for announcements, promotions, or sharing important updates with your customers quickly and efficiently.

By leveraging these ten ways to use WhatsApp for work, you can effectively communicate with your customers, showcase your products or services, streamline your processes, and ultimately grow your business. The versatility and features of WhatsApp Business make it a valuable tool for businesses of all sizes.

10 Limitations of WhatsApp for Business

While WhatsApp Business was introduced in 2018, some organizations continue to use the personal use version of WhatsApp. However, using WhatsApp for business communication comes with a range of limitations and potential risks that businesses need to consider. These limitations include:

1. Limited Automation Capabilities: WhatsApp lacks robust automation capabilities, making it challenging for businesses to automate repetitive tasks and workflows efficiently. This can result in increased workloads and reduced productivity.

2. Scale Limitations: WhatsApp groups have size limitations, which can be problematic for large companies or organizations with a significant customer base. This can hinder effective communication and collaboration within the business.

3. No Multi-Agent Support: WhatsApp does not have built-in support for multiple agents or team collaboration. Consequently, businesses with multiple employees may find it difficult to manage customer inquiries and support efficiently, leading to a disjointed customer experience.

4. File Size Limit: WhatsApp imposes a file size limit of 100MB, which can be restrictive for businesses that frequently need to share large files or media with customers or team members.

5. Lack of Integration with CRM Systems: WhatsApp does not offer direct integration capabilities with customer relationship management (CRM) systems. This lack of integration makes it challenging for businesses to sync customer data and conversations across platforms, potentially leading to data management issues.

6. Data Privacy Concerns: WhatsApp’s data privacy record has faced scrutiny, raising concerns about data sharing and security. This can be particularly worrisome for businesses that handle sensitive customer information, as it may compromise data privacy and security.

7. Disjointed Communication: WhatsApp’s primary design for personal use may not provide the necessary features and user management capabilities required for efficient and organized business communication. This can result in confusion, disjointed conversations, and reduced productivity.

8. Security Issues: WhatsApp has been vulnerable to hacking, malware attacks, and scams in the past. Additionally, its lack of scalable user management makes it difficult for businesses to control access to group chats and remove users when necessary, posing potential security risks.

9. Legal and Compliance Considerations: WhatsApp’s terms of service explicitly state that the app is intended for personal use. This raises legal concerns for businesses using it for internal communication. Furthermore, different countries may have regulations and restrictions on the use of WhatsApp, particularly concerning data storage and encryption.

10. Lack of Customer Support: WhatsApp does not offer dedicated customer support for businesses. This can be challenging when businesses encounter technical issues or require assistance with the platform, potentially leading to prolonged downtime or unresolved problems.

Given these limitations, it’s important for businesses to carefully evaluate their communication needs, data privacy requirements, and scalability before relying on WhatsApp as their primary communication tool. Exploring alternative secure and enterprise-focused communication platforms may be a more suitable option to meet business needs more effectively.

Beekeeper: A Secure, Scalable Alternative to WhatsApp

Beekeeper is a secure and scalable alternative to WhatsApp for business communication. While WhatsApp may seem like an attractive option due to its popularity and ease of use, it lacks the necessary security, user management, and compliance features that businesses require. Here’s why Beekeeper is the better choice:

• Data Privacy and Security: WhatsApp has been criticized for its data privacy record and the lack of protection for users’ personal information. In contrast, Beekeeper offers banking-standard security, with data hosted in ISO 27001 certified data centers and full encryption using AES 256 and TLS 1.2 encryption. This ensures that your internal communication and employee information remain private and secure.

• Scalability: WhatsApp groups are limited in size, making it difficult to scale internal communications in larger companies. Beekeeper, on the other hand, offers multi-tenancy with multi-layer data segregation, allowing businesses to communicate company-wide without limitations.

• User Management: WhatsApp lacks robust user management capabilities, making it challenging for businesses to control access to group chats and remove users when needed. Beekeeper provides an Admin Dashboard with role-based permissions, giving businesses full control over user access and permissions.

• Compliance: With the introduction of GDPR regulations, companies need to ensure that their communication tools are compliant with data protection laws. Beekeeper is compliant with the Swiss Data Protection Act and GDPR, providing businesses with peace of mind and avoiding hefty fines associated with non-compliance.

• Disjointed Communication: WhatsApp’s design for personal communication can lead to confusion and disjointed conversations in the workplace. Beekeeper, on the other hand, is specifically built for business communication, offering organized and efficient conversations that enhance productivity.

• Work-Life Balance: WhatsApp blurs the line between personal and work life, causing employees to feel overwhelmed and resentful towards company communication. Beekeeper allows employees to adjust their notification settings and enter “Do Not Disturb Mode” outside of work hours, ensuring compliance with labor laws and allowing employees to enjoy their free time.

By choosing Beekeeper as your business communication tool, you can ensure the privacy and security of your data, easily manage users, and stay compliant with data protection regulations. With features designed specifically for business communication, Beekeeper provides a seamless and efficient experience for your employees, enhancing productivity and collaboration.

Tapping Out: Is WhatsApp the Final Answer for Your Business Messaging?

While WhatsApp may have gained popularity as a personal messaging app, it may not be the most effective for business messaging. Consider the following questions to determine if WhatsApp is the right choice for your business:

1. Does WhatsApp meet your business needs? Evaluate whether WhatsApp provides the necessary features and functionalities that align with your business requirements. Consider factors such as user management, compliance with data protection regulations, and integration capabilities with other business tools.

2. Can WhatsApp enhance productivity and collaboration? Assess whether WhatsApp’s design and features are conducive to efficient and productive communication within your organization. Consider factors such as group chat management, ease of use, and the ability to organize and streamline conversations.

Exploring alternative messaging platforms, such as Beekeeper, that prioritize security, scalability, and productivity may offer a more suitable solution for your business. Don’t settle for a messaging platform that falls short of your business requirements – make an informed decision and choose the right messaging MVP for your organization.

To learn more about why consumer-grade apps could threaten your business data, download our Security and Support checklist.

Most Frequently Asked Questions

The post Why You Should Never, Ever Use WhatsApp for Business Communication appeared first on Beekeeper.

How did this happen? Experts believe that malware was secretly downloaded onto Android devices when users attempted to download certain apps such as WhatsApp. Instead of downloading the app, the user was actually downloading dangerous malware, leaving their mobile device completely exposed.

This latest malware attack is just the latest in a string of security snafus associated with the consumer chat app, WhatsApp.

Here’s what you need to know about this latest security threat. 

What Is “Agent Smith?”

Agent Smith is a new type of particularly toxic malware that secretly replaces popular apps like WhatsApp on people’s phone without their knowledge. The new version of the fake apps then display a slew of ads right there on a user’s phone. 

The malware works by exploiting existing weakness in Android operating systems. 

India was hit hardest by these Agent Smith attacks, though there were also a considerable number of victims throughout Australia, the UK, and the US. 

So far, the goal of the attack appears to have been centered around serving up ads on Android users’ mobile devices, although some security experts have warned that this malware could easily be used for more malicious intent like stealing someone’s banking information or even spying on unsuspecting users through their camera or microphones. 

WhatsApp — A Breeding Ground for Scammers

The ubiquity of WhatsApp has also made it the ideal place for scammers to locate potential victims. Just days before the Agent Smith attacks made headlines, the Singapore Police Force (SPF) released a new crime advisory of a scam involving the hacking of WhatsApp accounts.

According to the police, the scam would begin with a target receiving a WhatsApp message (from a registered number on the victim’s contact list, whose account has already been hacked) asking for a six-digit verification code sent to the victim’s phone.

Once someone falls for the trap and sends the verification code, the victim completely loses control of their WhatsApp account!

A Secure Internal Communication Solution Is More Important than Ever

Consumer chat apps like WhatsApp are practically crawling with spammers, scammers, and hackers. Yet businesses still use these platforms to share sensitive internal business data every single day. 

In light of the recent GDPR regulations, it’s absolutely essential to ensure that your frontline employees are using a compliant, secure messaging platform. Otherwise, your business could be vulnerable to outside attacks.  

Beekeeper — The Secure Operational Communication Platform

Don’t waste time trying to track down communication software that complies with new data privacy laws. Beekeeper is already GDPR-compliant! We offer a secure communication platform that protects employee and sensitive business data. We believe in our customers’ right to privacy and will stop at nothing to ensure the security of our users’ personal data.

To do this, we built a top-notch team to make sure that our software offers enterprise-grade data security for our customers. With a virtual private cloud, multi-layer tenant data segregation, and full data encryption, you can rest easy knowing that your business data is safe and secure with the Beekeeper employee app.

To learn more about why consumer-grade apps could threaten your business data, download our Security and Support checklist.

Most Frequently Asked Questions

The post WhatsApp Security Concerns: Now Riskier Than Ever As It Reaches New Heights appeared first on Beekeeper.

Learn why Beekeeper is the best GDPR compliant communication platform.

GDPR Penalties and Risks of Non-Compliance

Despite the initiative’s roots, the impact of GDPR compliance will stretch far beyond the confines of the EU. Any hotel that hosts international guests, for instance, is subject to the new GDPR rules. In other words, to avoid heavy GDPR fines, it is crucial for all international business owners to ensure GDPR compliance.

As we sprint to the GDPR compliance deadline, many companies are doing their part to keep their workforce informed. Amanda Finch, Director of Risk and Compliance at Journyx, spoke to us about how GDPR compliance will impact companies well outside of EU borders.

Finch states, “Any data you gathered from a person in the EU, regardless of where they actually reside, puts your company in the GDPR enforcement crosshairs. Can they really enforce these fines on non-EU companies? The answer is yes – they certainly can. In one example, the U.S. and the EU have agreed to a framework that permits enforcement against companies in the U.S. – a necessary step to maintain the vast amount of U.S.- EU trade.”

She goes on to ask, “Do you provide services to companies in the EU? Don’t rely on your knee-jerk instinct to assume that these GDPR penalties won’t flow down to you should those companies run afoul of GDPR compliance. If your EU customer gathers personal data and sends it to you, you are as liable as they for their misdeeds, and subject to the same GDPR fines.”

Internal communication tools sit at the crux of many of the new standard practices enforced by the General Data Protection Regulation, so naturally, we want to provide you with as much information as possible to prepare. A GDPR compliance checklist is a great place to start the privacy assessment of your employee app and other internal communications.

As digital workplace architects, our team at Beekeeper is constantly optimizing our internal communication tools and employee app so your company and employee data remain secure. Today we’d like to talk about what GDPR compliance means for ubiquitous international messaging tools like WhatsApp.

Google Gets Fined 50 Million Euros for GDPR Violation

The Internet giant Google was recently hit with the biggest GDPR fine that’s been issued to date. The CNIL, a French data protection watchdog, has imposed a staggering fine of 50 million euros.

The regulatory body claims that Google did not comply with the GDPR when new Android users set up a new phone and follow Android’s onboarding process.

The motion against Google revolves around how the company failed to provide adequate information to its users about its data consent policies, and didn’t give them enough control over how their personal data was being used. Essentially, under the GDPR regulations, companies must obtain “genuine consent” from their users before collecting their personal information. This means that in order to be compliant, users have to specifically opt in to the process.

Why WhatsApp Could Lead to GDPR Fines as of May 2018

WhatsApp was never specifically designed for enterprise use, and the security risks of using a tool like this for official company business is well-documented. In addition to the fact that WhatsApp’s data privacy record leaves much to be desired, the employee app is also not optimized for group chat or collaboration. For non-desk workforces and busy teams who must collaborate on the go, the user experience is seriously lacking.

Despite its shortcomings for corporate use, many international companies use WhatsApp as a cost-effective, one-on-one messaging and conferencing tool. Under the new General Data Protection Regulation laws, however, the use of WhatsApp will count as a strike against businesses because it fails to meet the security standards that companies must uphold to avoid massive GDPR fines.

WhatsApp’s GDPR compliance is questionable on several counts, including the Right to Access, the Right to be Forgotten, Privacy by Design, Data Portability, and Transfer of Data.

Achieving GDPR Internal Messaging Compliance in 3 Steps

Company content hubs should feel like a warm and lively gathering, not a ghost town. Carrying strong visual brand assets throughout your internal communications hub is a great way to encourage employee engagement and collaboration.

Whereas a traditional intranet can feel as sterile and stark as a windowless chamber, the Beekeeper employee app can be customized for your business needs without robust assistance from IT or technical leaders in your organization.

In addition, the Beekeeper employee app interface allows individual employees to select functionalities like push notifications and workflows, giving a more personalized feel to the digital workplace experience.

In addition to increasing productivity, these interactive features and notifications also encourage higher levels of participation within the company culture, leading to higher levels of overall workforce satisfaction.

1. Adopt and Adapt
   Now is the time to adopt an internal communication tool built specifically for enterprise — a tool that meets GDPR compliance and that will mesh well with your employee workflow. Adopting an ISO 27001-certified IT strategy is recommended. Before onboarding employees, be sure the new system is thoroughly tested and passes our GDPR liability test.
   
2. Implement a GDPR Compliance Checklist
   As old habits tend to die hard when it comes to messaging and communication, it’s important to host formal trainings that clearly outline the details of your company’s GDPR compliance checklist and how it applies to your employees and their use of your employee app if you have one. This will go far to make sure the company doesn’t incur any GDPR penalties while ensuring that employees understand how to use the new internal communication tool.

   When deciding which internal messaging tool is right for your company, be sure to keep in mind that it should be mobile-friendly with an accessible and customizable interface. Really Simple Systems CEO Jon Paterson has employed a diligent internal communications strategy to keep his entire organization aware of not just adjustments to usage, but of the high stakes implications, and potential GDPR penalties, for business.

3. Maintain and Enforce to Avoid GDPR Penalties
   Considering the massive financial risk of violating the General Data Protection Regulation rules, maintaining and enforcing GDPR compliance within your digital workspaces is of critical importance. As you retrain employees that have been with the company a long time on the new internal messaging tools and onboard new staffers, be sure to emphasize that using non-sanctioned messaging tools intended for consumers like WhatsApp, Viber, or iMessage is strictly prohibited, and that usage of any non-sanctioned messaging platforms puts the company at risk for GDPR penalties.

“Everyone who handles personal data – sales and marketing teams, accounts, HR, customer services – needs to be educated about GDPR compliance.” Paterson shares, “We’ve sent a briefing note to all such staff explaining what GDPR is, how it affects the company and how it will affect them.”

To learn more about why consumer-grade platforms like WhatsApp could threaten your business data, download our Security and Support checklist.

The post Ditch WhatsApp at Work, Avoid €20 Million in GDPR Fines appeared first on Beekeeper.

Terms of Service:

We all know that no one actually reads the terms of service on anything they use, but in this case not reading the terms of service could land your company in hot water. While many people believe it is fine to use WhatsApp for corporate use, the Terms of Service explicitly say “Your use of the Service as permitted is solely for your personal use”. You can find the full Terms of Service on the WhatsApp website, but before you decide to use it as an internal communication solution for your company you should definitely read them thoroughly.

Third-Party Access:

If you use WhatsApp you are giving them access to all contacts stored in your address book. Specifically, by using WhatsApp you are giving “Your express consent to WhatsApp to access your contact list and/or address book for mobile phone numbers in order to provide and use the Service.” If you use WhatsApp for personal use this would likely give you pause – if you use it company wide you should be especially critical.

Data Storage:

Another thing to keep in mind, especially for global companies, is that WhatsApp is strictly a US company. They expressly say on their website that the “WhatsApp Site and Service are hosted in the United States and are intended for and directed to users in the United States.”

This is especially problematic for companies based in the EU, in light of the new EU data protection rules. For most global companies, it’s better to have the option to choose where your data is stored. If you’re based in the EU, you’re likely going to want your data stored in the EU as well! That doesn’t mean you shouldn’t choose a US based company, but you should make sure you have a choice about where your data is stored.

Encryption:

WhatsApp just implemented a groundbreaking end-to-end encryption program, which according TechCrunch will make WhatsApp “Unable to be compelled to hand over messaging data – even if served with a warrant by authorities demanding access.” While it may seem like this encryption program is a reaction to the Apple/FBI issue that’s come up recently, it has actually been in the works for years.

For some the news of end-to-end encryption may be welcome. It seems to imply that WhatsApp would be ideal for internal communications. But many countries actually ban this type of encryption, and many more are actively considering banning it. So before you get too excited about the encryption news and how it might solve third-party access issues, do some research on what’s allowed in your country.

At Beekeeper, we’ve been mindful of issues like encryption, storage, and third-party access when designing our product. For example, Beekeeper doesn’t scrape our user’s third-party contacts from their address book, staying clear of data privacy issues. In fact, you don’t even need a phone number or email address to login to our application. Instead, companies can onboard employees simply by assigning them an employee ID.

Additionally, we give our customers the option to choose where to store their data: the US, Switzerland, Germany, or Ireland. So if you’re an EU-based company we can guarantee that your users’ data is stored in the EU.

For all of the above reasons, it may not be wise at this point to use WhatsApp for internal corporate communications. There’s nothing wrong with using the app personally, but it may be time to find a new method to communicate with your employees.

To learn more about why consumer-grade platforms like WhatsApp could threaten your business data, download our Security and Support checklist.

The post Why It Could Be Illegal to Use WhatsApp for Your Internal Communications appeared first on Beekeeper.

In May of 2018, the General Data Protection Regulation (GDPR) went into effect. The GDPR unifies the rules for processing personal data by private and public companies. The regulation aims to ensure the protection of personal data within the European Union.

Since then, the EU has been able to impose fines on companies that do not comply with the regulation. This not only affects companies within the EU, it also affects every country that provides services to the EU market.

For example, if you operate a US-based hotel, then the way that you collect, store, and use personal data for guests from the EU must comply with GDPR regulations. The hotel must also provide clear language about what it will be doing with personal data like email address, and follow very strict rules surrounding how they store and subsequently use this personal data.

So what happens if a company does not comply with the requirements of the GDPR or even just unknowingly violates the law?

Fines and Penalties for GDPR Violation

The national supervisory authorities are required by the GDPR to impose certain warnings or fines on data protection offenses. Any person who believes that the processing of their personal data lawfully has the right to lodge a complaint with the Data Protection Authority.

Who Has Been Fined for GDPR?

Google

The Internet giant Google was recently hit with the biggest GDPR fine that’s been issued to date. The French Data Protection Authority has imposed a staggering fine of 50 million euros.

The complaint itself was submitted by two independent civil rights organizations: the French organization “La Quadrature du Net” (LQND) and the Austrian NGO “None of your Business” (nyob), founded by Max Schrems.

The motion against Google revolves around how the company failed to provide adequate information to its users about its data consent policies, and didn’t give them enough control over how their personal data was being used. Essentially, under the GDPR regulations, companies must obtain “genuine consent” from their users before collecting their personal information. This means that in order to be compliant, users have to specifically opt-in to the process.

Since the fine was only imposed at the end of January, the full impact of this case is not yet clear. So far, Google has only indicated that the company will decide what to do after a detailed examination of the case. As of April 2019, Google has not yet rectified the problem.

More Tech Companies Under Fire for GDPR Violations

While Google’s whopping 50 million Euro fine is by far the steepest penalty that’s been handed down, the search engine giant may not be alone. Several other major US tech companies are currently under investigation by GDPR enforcement agencies.

In October 2018, the Irish Supervisory Authority launched an investigation into Facebook for potential data breaches. Not long after, the Irish Data Protection Commission began investigating Twitter for possible compliance violations.

Finally, in February of 2019, Amazon, Apple, Google (again, this time in France), Netflix, and Spotify have all been accused of violating GDPR regulations and are currently under investigation. In fact, privacy groups in Europe claim that most large streaming companies did not fully comply with the GDPR.

How Long Do You Have to Report a Data Breach GDPR?

Whether caused by a cyber attack, software errors, hardware failure or human error, companies are obliged under the GDPR to report any violation of the protection of personal data to a data protection supervisory authority.

Theoretically, that sounds plausible, but what does this process actually look like? In general, Article 33 of the GDPR stipulates that notification of a breach of personal data protection by the responsible person must be made to the competent supervisory authority immediately, and if possible within 72 hours of becoming known. In the event of a delay in the obligation to register, a justification for the delay must be provided. The message must contain the following information:

• Description of the nature of the injury, where possible by stating the categories and the estimated number of persons affected
• Name and contact details of the data protection officer
• Description of the probable consequences of the GDPR infringement
• Outline the planned measures to remedy the GDPR violation, as well as measures to mitigate possible effects

It is also important that under Article 33 (5) of the GDPR there is a duty of documentation, therefore, the person responsible must ensure that all factors that led to the GDPR are clearly presented and documented. It may be a good idea to have a crisis communication plan in place in the event of a GDPR violation. The better your company is prepared for a possible GDPR infringement, the better your chances are of getting hit with only a small fine or even “just” a warning.

How to Prevent GDPR Violations

A GDPR violation can happen to any company. In order to minimize the risk of a breach and the associated consequences, it makes sense to take preventive measures. In addition to a sound crisis communication strategy, it makes sense to appoint a data protection officer (in some cases, this is mandatory). To ensure data security in all areas of your business, and actively counteract a GDPR infringement, you should check all applications and software products used by your company to make sure they all comply with GDPR regulations.

Download our free GDPR assessment tool and ensure your internal communications tool is 100% GDPR-compliant.

The post What is the Penalty for a GDPR Violation? appeared first on Beekeeper.

Beekeeper brings the digital workplace to dispersed frontline workers and desk-based teams for organizations of every size, in more than 130 countries. Best of all, Beekeeper workplace software guarantees mobile accessibility for frontline workers without a company e-mail address.

At the presentation of the Top 100 Startup Awards, which is awarded annually by the Swiss startup platform startup.ch, Beekeeper reached the 8th place from over 100,000 startups. “We are honored by the Top 100 Startup Award. It is a tribute to the dedication of each and every one of our employees and confirms our vision of providing better access to internal communication for non-desk workforces everywhere,” said Cristian Grossmann, CEO and co-founder of Beekeeper.

Beekeeper Startup: An Operational Communication Platform for Your Digital Workplace

The Beekeeper startup now employs more than 120 people across the globe and has been developing a digital communications platform for over five years to bring existing systems and communication channels together on a secure and intuitive platform. Beekeeper digitizes the traditional workplace of commercial employees.

Be it a smartphone, laptop, or digital signage screen, Beekeeper reaches and connects every single employee in real time, regardless of location or department. In addition to its headquarters in Zurich and its location in the Bay Area digital workplace technology hub, the company opened offices in the cities of Berlin and London last year, and doubled its number of employees.

Beekeeper Mobile Solution Secures Series A Financing

Another milestone worth noting at this time is the completion of Beekeeper’s $8 million Series A funding round led by Keen Venture Partners. Other investors were Swisscom Ventures, Fyrfly Venture Partners, Polytech Ecosystem Ventures, and b-to-v Partners. As Business Angels, the company was able to acquire Skype founder Niklas Zennström, former Hybris CEO Ariel Lüdi and Delivery Hero CEO Niklas Östberg. This funding round was invested in Beekeeper’s global expansion and further development of our internal communication platform.

Workplace Software with World-Class Data Privacy

In addition to a growing number of digital workplace integrations, Beekeeper is focused on ensuring the highest standards of data privacy. Beekeeper’s Global Head of Risk & Compliance & Data Protection Officer ensures that all aspects of Beekeeper’s workplace software align with the best practices of General Data Protection Regulations (GDPR). “Beekeeper aims to digitize, simplify, and streamline today’s workplace with the benefits of today’s technology. An essential part of this mission is to protect our customers’ data privacy.”

Join companies across 130 countries, including Globus, MANN + HUMMEL and Hilton, who are transforming their internal communications with Beekeeper. Complete the form below to get a free trial of our operational communication platform.

The post Beekeeper Workplace Software Wins Top 100 Startup Award appeared first on Beekeeper.

This is especially true if you have a BYOD policy and don’t use a dedicated team app with secure messaging as part of your company’s internal communication strategy.

There are many consequences that can arise when you don’t invest in secure internal messaging for your workforce. We’ll break down some of the most common pitfalls and how you can avoid them with a team app that safeguards – rather than monetizing – your data privacy.

Third-Party Data Sharing? Hello Data Breach!

WhatsApp has been on data privacy watchlists well-ahead of the May 2018 GDPR compliance deadline. When the company was acquired by Facebook in 2014, WhatsApp terms of service stated the app would, “develop targeted advertising to gather business intelligence,” otherwise known as collecting your personal data.

In the UK, after considerable back-and-forth between data privacy commissioners, Facebook, and WhatsApp, it was determined that while data privacy laws require WhatsApp adhere to GDPR legal requirements, they don’t necessarily prevent WhatsApp from sharing personal data.

Here are some of the most important components to assess when identifying a secure messaging solution, such as a team app, to ensure data privacy:

• Data encryption both at rest and in-transit
• Customer data protection in the form of customer-selected certified data centers
• ISO 27001:2013 certified and GDPR compliant
• A contractual commitment in terms of a data processing agreement

Data Privacy-Compromising Internal Communication Habits

Though not intentionally looking to do so, your workforce may be regularly engaging in company-related communications that compromise data privacy.

The proliferation of group messaging apps, such as WhatsApp, contribute to this behavior; alarmingly, a recent HPE and Aruba study on the presence of AI and automation in the digital workplace found that 57% of employees surveyed would happily trade their personal data for more personalized tools and experiences.

What’s more, 70% admitted to engaging in risky online behaviors such as password sharing, copying files onto a personal device, or connecting to an unknown network within the past year.
These findings signal two important takeaways:

1. Your workforce is actively seeking a way to communicate and engage. They are supportive of digital internal communication technology.
2. To meet this need and still ensure data privacy, companies need to proactively adopt a secure messaging platform, such as a team app, before employees find internal communication workarounds.

Secure Messaging Doesn’t Have to Come at the Cost of Customer Data Protection

The bright spot on the horizon, however, is that an overwhelming majority of those surveyed in the HPE and Aruba study expressed support for the increased use of digital technology in the workplace.

Companies can best capitalize on this insight – while ensuring data security isn’t an afterthought in your internal communication strategy – by adopting a secure messaging tool for your workforce.

To learn more about why consumer-grade platforms like WhatsApp could threaten your business data, download our Security and Support checklist.

The post Why WhatsApp Compromises Your Data Security appeared first on Beekeeper.

]]> https://www.beekeeper.io/blog/9-reasons-you-need-secure-internal-communications/ Wed, 02 May 2018 00:00:00 +0000 https://www.beekeeper.io/blog/9-reasons-you-need-secure-internal-communications/ Though today’s consumer digital communications tools are designed to be the ultimate data mines, businesses can’t afford to take data security risks when it comes to internal communications. With personal data being an increasingly profitable commodity, the tracking of online activity is occurring on an unprecedented level, which calls for much more secure internal communications. […]

The post 9 Reasons You Need Secure Internal Communications appeared first on Beekeeper.

]]> Though today’s consumer digital communications tools are designed to be the ultimate data mines, businesses can’t afford to take data security risks when it comes to internal communications. With personal data being an increasingly profitable commodity, the tracking of online activity is occurring on an unprecedented level, which calls for much more secure internal communications.

In this context, it’s never been more important from a data security perspective to distinguish between consumer and private messaging tools and to consider how to secure your internal communications with solutions that provide better and more secure team communication tools for your workforce.

Protect Your Workforce From Data Security Issues

The recent Facebook data breach revelation raises important questions regarding company responsibility when it comes to data security. In this case, user data was collected by a researcher from a quiz app downloaded via Facebook’s app marketplace.

Downloaded by 270,000 Facebook users who did grant the app access to their own data, the quiz app also obtained the personal data of those users’ friends––who, importantly, did not consent to their data being accessed––to the staggering recently updated estimate of 87 million people. That data was then sold to UK-based political consulting firm Cambridge Analytica.

Facilitating Employee Connection Without Sacrificing Data Privacy

The Facebook data breach spotlights an unfortunate reality regarding employees’ use of consumer messaging apps in the workplace: questionable access to data and data security. If companies don’t provide an official internal communication solution, employees will self-select consumer-grade messaging alternatives like Facebook’s WhatsApp that pose potentially devastating privacy issues which could prove costly to your business.

These consumer messaging apps are not designed for business use, and thus not business compliant, requiring employees to exchange personal information such as cell phone numbers and personal email with company unauthorized users. What’s more, employee data is stored in these unsecured and unmonitored chats via the consumer messaging app.

The Benefits of Secure Internal Communications Solutions

Unlike consumer messaging tools such as WhatsApp, subscription-based internal communications apps are explicitly created with data security and privacy front-of-mind because they are designed for business communication, not as data mines and vehicles for advertising revenue.

Unlike consumer-facing messaging apps, where your personal data is exchanged for your free usage of the app, subscription-based team communication apps alleviate GDPR non-compliance risk as well without compromising on quality employee connection.

Here are nine of the most impactful differences between consumer apps and digital workplace communication platforms for optimal employee connection and data security:

1. Dedicated communication streams. Defined working groups filter information to get the input of workforce colleagues who most need to weigh in on decisions without unnecessarily involving other team members.
2. Automated administrative operations. Workplace communication apps can automate frequent messaging like onboarding or even be pre-populated as part of crisis planning. Confirmation campaigns can track compliance for health and safety regulations.
3. Centralized platform. Project updates and company announcements are shared in a centralized space, so your workforce shares knowledge and gets answers faster.
4. Assess workplace culture. A built-in analytics dashboard provides a secure method to gauge workplace culture based on interactions. Employee polls and surveys are simple to push out and give quick insights into what is happening within the organization.
5. Avoids information silos. Without access to communication, people aren’t getting the crucial information they need to effectively do their jobs.
6. Richer collaboration. Two-way communications allow feedback to be exchanged between departments and locations, across time zones and offices.
7. Integrations with HRMS systems. Sync personnel profiles across systems to ensure information is always up-to-date, and to easily activate and deactivate user accounts.
8. User-powered content selection. Unlike algorithm-based content delivery, using an internal communications platform with intentional streams empowers employees to select the content most relevant to them and their roles. Pinned posts at the top of each stream can convey helpful reminders and posting guidelines.
9. Intuitive navigation. A simple, familiar user interface means better workforce adoption.

Download our security and support checklist for internal communications to learn more!

The post 9 Reasons You Need Secure Internal Communications appeared first on Beekeeper.

]]> https://www.beekeeper.io/blog/10-facts-about-gdpr/ Wed, 14 Feb 2018 00:00:00 +0000 https://www.beekeeper.io/blog/10-facts-about-gdpr/ If you own or work for a company that does business with anyone who is in the European Union (EU), you hopefully already know about the GDPR facts, also known as the EU General Data Protection Regulation. In short, the GDPR overview, which has been in the works since 2012, has replaced the Data Protection […]

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]]> If you own or work for a company that does business with anyone who is in the European Union (EU), you hopefully already know about the GDPR facts, also known as the EU General Data Protection Regulation.

In short, the GDPR overview, which has been in the works since 2012, has replaced the Data Protection Directive 95/46/EC and improved data privacy throughout the EU for all its citizens. Whether you have current and repeat transactions with the EU or you may in the future, here are ten facts you need to know about Europe’s new GDPR requirements.

1. If You Own or Operate a Business, the GDPR Regulation Applies to You

Many business owners throughout the U.S. and other countries might assume since they aren’t based in the European Union that the GDPR rules don’t apply to them. If your company processes personal data of any EU citizens, regardless of where your business is located, you are expected to follow all of the requirements of the General Data Protection Regulation.

How do you know if your company processes personal data? If you offer goods or services to customers or business in the EU, you’re dealing with personal data and must be GDPR compliant.

The GDPR greatly affects your internal communications, so it’s critical to implement a compliant platform so personal data remains secure.

2. Controllers and Processors Have Specific GDPR Regulation Responsibilities

According to Article 4 of the GDPR overview, if you are a ‘controller’ you are a person, public authority, agency, or another body that “determines the purposes and means of processing the personal data” of customers and businesses.

A ‘processor’ is in charge of processing the personal data on behalf of the controller. While the processor may seem like a “middleman,” according to the GDPR principles, there will be legal obligations on a processor to maintain records of personal data and to improve the overall security of and processing of the data.

3. You Must Appoint a Data Protection Officer

The GDPR overview requires all organizations that do large-scale processing of particular categories of data, that does widespread monitoring such as behavior tracking, or is a public authority, appoint a Data Protection Officer (DPO) to oversee the processing and follow protocol.

4. The Definition of “Personal Data” Has Changed

When dealing with business transactions, we may assume that personal data is strictly related to account or ID numbers, as well as addresses and birthdates. While this type of personal data should be kept secure, the GDPR regulations have expanded the definition of personal data.

Now, personal data will be related to “any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.” Social, mental, economic, cultural, and even genetic information will now be considered personal data to be protected by GDPR requirements.

5. The Deadline for GDPR Compliance Has Passed

Once you determine whether or not the GDPR overview applies to you (remember, it will affect any company that has relations with the EU), you had until May 25, 2018 to be fully compliant. Now, if your business is not fully compliant with the new GDPR rules, you could be heavily fined by regulatory bodies.

6. There are Consequences for Non-Compliance

Anyone who isn’t GDPR compliant faces a fine which may range from 20 million euros to 4% of the company’s annual global turnover.

GDPR fines may vary depending on how data is “mishandled,” which may (but is not limited to) include the failure to report a data breach, the failure to build in privacy by design, and the unauthorized transfer of personal data. Make sure to only use GDPR compliant means of communication, including with a team app if you use one as part of your internal communication. Some popular messaging apps like WhatsApp don’t meet the requirements and can result in hefty fines.

7. Need a Clear Explanation for Collecting Personal Data

Many companies collect personal data without the user’s knowledge. Even if the individual whose data is being collected doesn’t mind, there needs to be a clear explanation of why and how the information will be used. In accordance with GDPR principles, explicit consent is also a must.

Make sure you are well-aware of what business communications tools both your own workforce and partner workforce’s use, such as a team app, to ensure it’s GDPR compliant.

8. A Breach Must be Reported Within 72 Hours

Any breach that threatens the privacy of an individual’s data must be reported within 72 hours from when the breach was first detected. If GDPR requirements determine there’s a delay in reporting, a company or organization may be fined.

9. Victims Must be Alerted to Any Risks

If a breach occurs, the company must contact the affected individuals immediately. According to GDPR principles, it’s not appropriate or “enough” to release news of a breach through a press release, on a website, or through the use of social media.

10. GDPR Compliance May Differ From One Company to the Next

GDPR compliance is likely to be quite different from one organization or company to the next. Compliance has a lot to do with a company size, the personal data that is collected via internal communications methods like a team app, as well as the goods and services offered.

The best way to ensure your company complies with GDPR regulation by May 25, 2018, is to follow a GDPR checklist; it’s not too late to prepare yourself for the changes.

Is your business communications software GDPR compliant? Take our free assessment to find out!

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