GDPR Compliance

What is GDPR Compliance?

The General Data Protection Regulation (GDPR) is the EU’s landmark data privacy law that governs how personal data is collected, stored, processed, and transferred. It applies to any organization—regardless of location—that handles the personal data of EU/EEA residents. This includes names, addresses, health data, financial details, employment records, biometric identifiers, and more.

What is GDPR Compliance and Why is it Critical for Document Scanning Clients?

General Data Protection Regulation (GDPR) applies to any organization regardless of location which handles the personal data of EU/EEA residents and formally requires organizations to establish a legal basis for processing, honor data subject rights, and implement appropriate technical and organizational measures to protect data. When paper records containing personal data are scanned, the conversion process becomes subject to the same GDPR obligations. Any third-party scanning provider must act as a data processor, following the instructions of the data controller (the client) and ensuring that all data is processed lawfully, securely, and under strict contractual terms such as Data Processing Agreements (DPAs). Failure to comply with GDPR can result in substantial financial penalties and reputational harm. That’s why choosing a document scanning partner that understands and respects GDPR requirements is essential for global data protection compliance.

How TierFive Ensures GDPR Compliance in Document Scanning Services

TierFive supports stateside GDPR compliant document scanning services by operating under well-defined security, access, and data governance protocols that align with Article 5 and Article 32 of the Regulation. TierFive is ISO 2700 certified,  SOC2 certified, HIPAA certified, our key staff is PBSA and e-verify background verified. Our document scanning process follows best practices and includes full chain-of-custody tracking, encryption, strict access control, and documented procedures for secure storage and transfer. We handle personal data exclusively under documented Data Processing Agreements, ensure data minimization, and avoid unnecessary duplication or long-term storage. Scanned files are encrypted using FIPS 140-2 validated methods and securely delivered to clients through GDPR-compliant transmission protocols. We do not use or repurpose client data for any secondary purpose and support data subject rights by enabling clients to retrieve, rectify, or delete scanned records on demand. All personnel with access to documents containing personal data are trained in GDPR principles and follow signed confidentiality agreements. TierFive also honors cross-border data transfer safeguards, including compliance with Standard Contractual Clauses (SCCs) where applicable.

The Importance of Data Controller-Processor Relationships under GDPR

Under GDPR, clients who collect and control data are considered data controllers, while service providers like TierFive act as data processors. This legal distinction is vital, as it defines responsibilities, liabilities, and communication requirements. TierFive fulfills its processor obligations by executing written DPAs, following client instructions regarding data use and retention, and implementing safeguards required under GDPR Article 28. We support your GDPR compliance program by helping you demonstrate due diligence, vendor oversight, and secure third-party data handling practices. Whether you’re processing scanned employment files, customer service records, or regulatory compliance documents, our services are structured to help you remain compliant with both EU and U.S. privacy expectations.

Key Benefits of GDPR-Aligned Document Scanning

TierFive’s GDPR-compliant scanning services give you confidence that personal data—whether physical or digital—is processed in a secure, lawful, and auditable manner. We help reduce your compliance risk by minimizing unauthorized access, enabling subject rights, and ensuring that sensitive personal data is never mishandled or retained beyond your authorized period. With fully traceable scanning workflows, encryption at every step, and cross-border data safeguards in place, you gain a digitization partner that strengthens your GDPR readiness and privacy governance.

Contact TierFive today to learn more about how we can help your GDPR regulated stateside organization reduce overhead costs securely and accurately digitize highly sensitive records within the compliance requirements of GDPR.