Voice data compliance in the localisation industry

5 Tips to Keep Your Audio Production Teams GDPR Compliant (2/2)

Multiple services handle voice data in the localisation industry and the continual circulation of samples makes it challenging to structure compliance. 

3. Define organisation-wide and department-specific voice-data guidelines

A good compliance practice to require all samples be routed directly to your “Honorary Voice-Data DPO” for compliance processing before they’re used in production.

Producers and project managers should route all incoming voice samples to the service responsible for voice-data compliance and amples acquired during live castings should immediately be routed to your Voice-Data DPO.

Client casting delivery practices should be studied as projects are often delivered via email – putting all project stakeholders at risk. If audio production teams are still delivering castings by email, organisations should consider developing software for project delivery via streaming or purchasing compliant casting delivery software licenses from a third party.

Don’t forget Human Resources teams who often receive unsolicited voice samples. They should either delete upon reception or forward them to your Voice-Data DPO for compliance management.

*Even if your HR department receives samples related to a specific project hiring, keep in mind the samples cannot be saved for future projects unless authorisation is obtained 100% independently of a work contract.

4. Restrict Casting database access

Restricting editing authorisations to as few persons as possible to ensure the ongoing GDPR compliance integrity of your casting database is strongly recommended.

For example, you might authorise all account managers, project managers and voice directors access to your casting database of samples authorised for use and limit access to your casting database of samples awaiting consent to your “Honorary Voice-Data DPO”.

5. Confirm the Voice-Data GDPR compliance of suppliers

Non-compliant partners and subcontractors put the entire production chain at risk of fines up to €20 million or 4% of your last fiscal year, not to mention the potential damage to your brand.

While mandatory proof of voice-data compliance is becoming a standard request of key players in the E&M localisation industry, many suppliers have not implemented compliance framework and continue to put you and your clients at risk.

A good compliance practice is to implement an organisation-wide policy of only working with suppliers able to provide proof their voice-data GDPR compliance.  More on non-compliance risks.

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