External data protection officer: tasks, duties and qualifications

In the context of advancing digitalization and the growing importance of data protection, the role of the data protection officer (DPO) in The company gained significantly in relevance. The General Data Protection Regulation (GDPR) has contributed to this by placing responsibility and the handling of personal data on a new legal basis. A External data protection officer not only assumes a key function in maintaining data protection compliance, but also serves as a link between The company, Authorities and those affected.

The tension between operational interests and legal requirements therefore requires a balanced approach. Specialist knowledge and a differentiated advisory capability on the part of the DPO. As an external consultant, he therefore makes an indispensable contribution to the Data protection management of any company entrusted with the processing of personal data.

Important findings

• The order of an External Data Protection Officer is required by the GDPR for many The company binding.
• The main tasks include monitoring data protection rules and advising the Management and the employees.
• DPOs must be the first point of contact for inquiries from authorities and provide assistance to data subjects.
• An essential component of the role is the implementation of the processing directory and support with Privacy-impact assessments.
• External DPOs offer relevant advantages for companies due to their impartiality and experience.

The role of the external data protection officer

In times when data protection laws require ever stricter regulation and compliance, the role of the external data protection officer (DPO) has established itself as an integral part of data protection management in organizations. Companies are faced with the challenge of GDPR-requirements, whereby they can choose between using an internal or external data protection officer. The external DPO offers a high level of expertise and an objective perspective on the Data protection practice of a company.

Tasks and responsibilities under the GDPR

A external data protection officer has the central task of Compliance of a company with the Data protection law to ensure compliance. The core tasks include monitoring compliance with the GDPR, raising awareness and Training of employees in data protection issues, advice on the Data protection impact assessment and the cooperation with the Data protection supervisory authorities. As an expert in the field of data protection law, the external DPO is therefore an indispensable advisor for companies to minimize data protection risks.

Advantages of an external data protection officer

Hiring an external data protection officer has numerous advantages. First of all, they typically have extensive and up-to-date Specialist knowledge in the area of data protection law and Data protection practice. Their external perspective enables an unbiased analysis of the data protection situation in the company, allowing them to contribute efficiently to the improvement of data protection strategies. Furthermore, external DPOs are not bound by internal structures and processes, which significantly reduces the risk of conflicts of interest.

Differences between internal and external data protection officers

Compared to the internal data protection officer, who comes from within the company's own ranks, the external data protection officer offers an objective view of the company's data protection measures. While internal data protection officers are already familiar with the internal processes and corporate culture, their Independence are called into question by their affiliation with the company. External DPOs, on the other hand, are external to the company and can therefore provide neutral and independent advice and support.

The need for a data protection officer in companies

The role of the data protection officer is essential in today's data-driven business world. Legal regulations such as the GDPR and the BDSG are bringing the careful handling of personal data into focus for companies of all sizes and structures. In this section, we shed light on the conditions under which the order of a data protection officer is not only a legal requirement, but also a strategic advantage for companies.

Requirements for the obligation to appoint according to BDSG and GDPR

Companies are confronted with a number of requirements that Naming of a data protection officer (DPO). In particular, the GDPR and the BDSGthe foundation for the Privacy and the processing of personal data, thereby underpinning the need for a DPO.

How many employees or more require a data protection officer?

According to BDSG in Germany is the Naming The appointment of a data protection officer is mandatory if a company generally has at least 20 employees who are involved in the automated processing of personal data. This regulation aims to ensure that sensitive data is handled responsibly and to prevent data breaches.

Scope and type of data processing as a criterion

It is not only the number of Data processing of the employees involved is crucial. The type and scope of the processed data also play a role. Companies whose core activity involves extensive processing of special categories of data or systematic monitoring of data subjects are also required to comply with the GDPR. order of a DPO. The implementation of a Data protection impact assessment the expertise of an expert data protection officer.

Finally, we would like to present the necessity of setting up a data protection officer in table form to provide a better overview of the various requirements depending on the company structure:

Number of employees	Core activity	Required measure
At least 20 employees with automated Data processing	Not specified	Appointment of a data protection officer in accordance with BDSG
Not specified	Extensive, systematic monitoring of individuals	Appointment of a data protection officer in accordance with the GDPR
Not specified	Processing of special categories of data	Appointment of a data protection officer in accordance with the GDPR
Not specified	Obligation to Data protection impact assessment	Appointment of a data protection officer in accordance with the GDPR

The decision to appoint an internal or external data protection officer depends on various factors, including internal capacity and the complexity of the data protection requirements. Regardless of the choice, however, it must be ensured that the data protection officer has the necessary Specialist knowledge to competently support the company in the area of Privacy support and advice.

Powers and duties of the data protection officer

The Data Protection Officer (DPO) plays a key role in ensuring compliance with data protection regulations. Data protection regulations in this essential role. In this essential role, he plays a key role in keeping companies on course for legal compliance and promoting a data protection-oriented corporate culture.

Monitoring of data protection regulations

One of the DPO's main focuses is on the seamless monitoring and evaluation of all processes that personal data concern. This includes the regular review of Data protection regulations and adapting to new legal requirements. One of his main tasks is to ensure that the company complies with current data protection standards at all times and thus strengthens the trust of customers and partners.

Training and sensitization of staff

The Knowledge transfer and Sensitization of staff in data protection issues is another pillar of its activities. Through targeted Training the DPO promotes awareness of the careful and compliant handling of sensitive data. In doing so, he develops tailored training programs and ensures that all employees are able to do so, Data protection regulations reliably in their day-to-day work.

Cooperation with supervisory authorities

The narrow Cooperation with the Supervisory authorities is essential in order to ensure transparent and compliant Data processing to ensure compliance. The DPO is the contact person for external audits and supports the company in carrying out Data protection impact assessments. It acts as an intermediary for inquiries or audits and provides assistance in clarifying regulatory requirements.

With in-depth specialist knowledge and a proactive approach, the data protection officer plays a crucial role in the Data protection management. The culture of data protection that it promotes helps to minimize risks and position the company for long-term success.

The appointment and nomination of an external DPO

The role of a external data protection officer is crucial in the modern business world, as data protection regulations such as the GDPR require companies to be more careful with personal data. The order of such an expert is usually carried out by the Management of the company, which bears the main responsibility for compliance with data protection regulations.

The Naming of an external data protection officer does not have to be in writing, but can be flexible. Nevertheless, transparency is a key aspect of this process. The contact details of the appointed DPO must therefore be made publicly available and forwarded to the responsible Supervisory authority to communicate. This ensures that both internal and external stakeholders have a reliable point of contact for all data protection-related questions.

As data protection takes on an increasingly prominent role in the corporate context, it is advisable for many organizations to act proactively and appoint an external data protection officer. This can be a strategic decision that brings benefits independent of the legal obligation, such as a reduction in liability and the promotion of a positive public image. Such a step signals foresight and a sense of responsibility with regard to the protection of customer and employee data.

Companies should order When appointing an external data protection officer, it is important to ensure that they are qualified in accordance with the requirements of the GDPR and are able to reliably carry out the tasks assigned to them. The associated process, both for the company and the data protection officer themselves, is an important basis for ensuring a high level of data protection.

External data protection officer Qualification

The qualification of a external data protection officer is a decisive factor that determines the efficiency and legal compliance of a company's data protection management. In accordance with the European General Data Protection Regulation (GDPR), a range of skills and detailed specialist knowledge are required, which must be supported by appropriate Certificates or demonstrable experience.

For the fulfillment of the tasks according to Article 39 of the GDPR it is essential that the External Data Protection Officer is involved both in the Data protection law as well as in the Data protection practice is experienced. This multidisciplinary expertise ensures that all aspects of data protection are taken into account and that companies can receive comprehensive advice.

• Comprehensive understanding of the legal Basics and requirements of the GDPR
• Practical experience in the implementation of data protection concepts and processes
• Ability to professionally accompany and evaluate a data protection impact assessment
• Competence in advising on sensitization and Training of employees in the area of data protection
• Strong communication and mediation skills towards Supervisory authorities and affected parties

It should be emphasized that, in addition to technical expertise, a certain personal aptitude is also required. This includes qualities such as integrity, trustworthiness and the ability to analyze and understand internal and external data flows.

The following table shows the basic qualifications that a External data protection officer should bring along:

Criterion	Requirement
Specialist knowledge Data protection law	In-depth knowledge of the GDPR and other relevant standards and laws
Specialist knowledge Data protection practice	Ability to implement data protection requirements in practice
Proof of qualification	Certificates and/or references of successful data protection projects
Personal characteristics	Integrity, confidentiality and the ability to work independently

In the age of digital transformation and increasing sensitivity to data protection, the selection of a qualified external data protection officer is an investment for any company seeking a robust and sustainable data protection framework. Investing in competent external experts Data Protection Officer as specialists for the GDPR and Data protection law is therefore a significant contribution to minimizing risk and strengthening trust in the company's data protection measures.

Possible conflicts and how to avoid them when ordering

The guarantee of Compliance and Independence is a central component in the appointment of an external data protection officer. Particular attention is paid to the early identification and avoidance of potential conflicts of interest. In this section, we highlight measures that companies can take to identify and exclude potential conflicts in accordance with the GDPR.

Recognizing and preventing conflicts of interest

In order to ensure the integrity and effectiveness of the data protection officer, persons in management positions, such as managing directors or high-ranking executives, may not be appointed as external data protection officers. Their dual function could lead to conflicts of interest, which in turn could jeopardize the necessary Independence in the exercise of data protection monitoring and advice. Furthermore, when selecting lawyers as external data protection officers, care must be taken to ensure that their legal activities do not conflict with the tasks of the DPO.

In order to ensure compliance with data protection guidelines and Conflicts of interest the following are practical recommendations for action that companies should consider:

• Review of the corporate structure for possible conflicts
• Compliance with the guidelines on the separation of Management and data protection functions
• Implementation of transparent processes for appointing the data protection officer

Compliance and independence of the data protection officer

For data protection management to function properly, it is essential that the data protection officer can perform his or her duties independently and free from instructions. Compliance-structures are intended to help avoid any influence that could jeopardize these Independence could adversely affect the data protection officer. This also means that the data protection officer must not follow instructions from the Management which could be in conflict with data protection regulations.

The following factors in particular must be taken into account:

• Guarantee of the functional independence of the data protection officer
• Implementation of regular training courses on the topic Compliance
• Creating transparency about the responsibilities and accountability of the data protection officer

The above-mentioned principles and measures are not only required by law, but also contribute significantly to building trust among data owners and the general public. In this sense, a well-appointed Data Protection Officer prevent possible breaches of the law and ensures a high level of data protection and security in the company.

Training and skills development

In the dynamic field of data protection law, continuous training is an essential component for every data protection officer (DPO). In order to keep abreast of current legislation and technical developments, a DPO must undergo continuous further training. This not only sharpens their professional profile, but also strengthens their position as a competent contact within and outside the organization.

Importance of continuous training for DPOs

The world of data and therefore data protection is constantly changing. New technologies and business models require agile adjustments to a company's data protection concept. Regular Further training ensures that data protection officers not only keep their knowledge up to date, but are also familiar with the best methods for data security.

Certifications and qualification paths

Qualification paths such as subject-specific seminars and Certificationscertificates, for example from TÜV or the Chamber of Industry and Commerce, offer data protection officers the opportunity to provide evidence of their expertise and prepare themselves optimally for current data protection challenges. These certificates not only serve as proof of the data protection officer's specialist knowledge, but are also a seal of quality for their employer.

The following table shows the various Certifications and qualification paths that are relevant for data protection officers:

Provider	Certificate	Relevance
MOT	Certified Data Protection Officer	GDPR-compliant training
IHK	General Data Protection Regulation (GDPR) - Basics	Basic knowledge for specialists
BvD	Certified data protection officer	Consolidation of subject-specific skills

The qualification paths listed here are just a selection of what the market has to offer. They illustrate that a permanent Further training is an enrichment for data protection officers both professionally and personally, which can significantly increase their effectiveness and confidence in their work.

Cooperation with authorities and institutions

A central aspect of the function of the Data Protection Officer is the Cooperation with Authorities and others Institutions. This cooperation is of enormous importance, particularly with regard to the requirements of the GDPR, and helps to ensure that companies are not only reactive but also proactive when it comes to data protection.

The Data protection supervisory authorities are more than just supervisory authorities; they also act as advisory units that provide support in the interpretation and application of data protection regulations. Particularly in the case of complex legal issues or in the event of data protection breaches, a direct line to these bodies is essential. Authorities indispensable.

The consultation and coordination with Supervisory authorities is preventative in nature and enables the data protection officer to identify potential risks at an early stage and respond appropriately. This includes advice on the implementation of Data protection impact assessments as well as compliance with specific legal requirements.

The evaluation of third-party providers and external service providers plays a special role here. The data protection officer must ensure that these partners apply the same high data protection standards as the company itself. The Cooperation with Authorities can help to carry out the necessary audits and obtain suitable data protection seals of approval.

In order to understand the complex tasks and duties of a data protection officer in the Cooperation with various Institutions the following diagram may be useful:

Task	Goal
Communication and coordination with Data protection supervisory authorities	Ensuring legal security and compliance
Advice on the data protection impact assessment	Minimize risks in data processing
Evaluation of third-party providers and external service providers	Compliance with data protection standards in the supply chain

The Cooperation with Authorities and Institutions thus forms a cornerstone for an effective and legally compliant Data protection management. Transparent and open communication not only promotes the trust of stakeholders, but also that of the public in the company.

Conclusion: The decisive role of the external data protection officer

The function of the Data Protection Officer is essential for effective data protection management and compliance with the GDPR and the BDSG. Working with an external data protection officer represents a strategic asset for companies by minimizing operational risks and optimizing data protection processes. Thanks to their extensive expertise, data protection officers can not only guarantee legal compliance, but also act as an important support for company management.

In addition to expertise in legal matters, the Specialist knowledge The data protection officer's knowledge of technologies and processing procedures for personal data is crucial. This knowledge enables not only targeted advice, but also precise application in practice. In order to maintain and expand this expertise, a continuous Further training This is essential in order to be able to react to the rapidly changing requirements in the area of data protection.

Maintaining compliance and independence in the operational business is mandatory for the external data protection officer. Preventing conflicts of interest and carrying out their activities transparently are fundamental pillars for acting as a reliable and neutral partner for the company and its employees. In conclusion, the decision to appoint an external data protection officer is a clear commitment to the importance of data protection and underlines the company's obligation to its customers and partners.

FAQ

What is an external data protection officer?

A external data protection officer is a person or service provider who is commissioned by a company to ensure compliance with data protection laws without being firmly integrated into the company structure. This helps, Conflicts of interest and ensures unbiased monitoring of data protection.

What are the specific tasks of the external data protection officer?

The main tasks include monitoring compliance with the Data protection regulationsthe consulting and Training of company employees on the topic of data protection, the implementation of data protection impact assessments and cooperation both internally and with the data protection authorities.

Why might a company prefer an external data protection officer to an internal one?

A company could opt for an external data protection officer to benefit from their specialized expertise and unbiased perspective. This can reduce the risk of conflicts of interest and is also a cost-effective solution if the necessary expertise is not available internally.

What is the difference between an external and an internal data protection officer?

The external data protection officer is not a permanent member of the company and usually has several clients, while the internal data protection officer is an employee of the company who takes on the relevant tasks in addition to their actual work.

Under what conditions must a company appoint a data protection officer?

A data protection officer must be appointed in accordance with the GDPR and BDSG if a company personal data are processed by automated means and at least 20 persons are regularly involved, or if the core activity of the company requires extensive monitoring of persons.

From what number of employees is a data protection officer required?

According to the BDSG, the appointment of a data protection officer is required at the latest when at least 20 people are regularly involved in the automated processing of personal data.

Which data processing processes must the data protection officer pay particular attention to?

The data protection officer should pay particular attention to the processing of special categories of personal data, such as health data, and to processing activities that entail the monitoring of data subjects.

What rights and obligations does a data protection officer have?

Data protection officers have a duty to monitor data protection regulations, carry out data protection impact assessments, train employees and act as a point of contact for the data protection authorities. Supervisory authorities to act as a representative. They also have the right to access all resources and information required for their work.

What needs to be considered when appointing an external data protection officer?

When appointing an external data protection officer, the necessary expertise and reliability must be ensured. The contact details must be made public and the Supervisory authority be communicated. Care must also be taken to ensure that no Conflicts of interest present.

What qualifications must an external data protection officer have?

An external data protection officer must have comprehensive specialist knowledge of data protection law and practice and be able to reliably fulfill the tasks in accordance with Article 39 of the GDPR. Ideally, they should demonstrate this through appropriate certificates or qualifications.

How can conflicts of interest be avoided when appointing a data protection officer?

In order to avoid conflicts of interest, the Data protection officer The data protection officer must be independent and, in particular, may not simultaneously exercise the function of managing director or another executive employee. In the case of lawyers as data protection officers, a strict separation between the mandate and the data protection function must be ensured.

Why is ongoing training important for data protection officers?

Data protection is a rapidly developing field with constantly updated laws and technologies. Ongoing training is therefore necessary in order to be up-to-date and Effective data protection and advise companies in accordance with the latest standards.

What does the cooperation of a data protection officer with authorities look like?

A data protection officer cooperates closely with Data protection supervisory authorities and other relevant Institutionsto ensure that the company fulfills all legal requirements. He serves as a point of contact for the authorities and provides support in the event of inquiries or inspections.