Compliance with the GDPR (General Data Protection Regulation) has become a critical issue for all businesses, regardless of their size. While we often think about customer database management or software solutions, one aspect remains too often overlooked: IT hardware management. Computers, smartphones, servers, external hard drives, and even professional tablets store and transport sensitive data on a daily basis.
Ignoring this hardware aspect exposes businesses to major risks: data leaks, loss of unsecured equipment, lack of traceability, and more. These flaws can lead not only to severe financial penalties but also to a loss of trust among employees and customers.
In this article, we will examine why the GDPR applies directly to IT hardware management, what companies’ legal obligations are, the risks incurred in the event of negligence, and, above all, the best practices to implement to effectively protect data.
1. Why the GDPR also applies to IT equipment
The GDPR regulates the collection, processing, and storage of personal data. However, the majority of this data transits or is stored on IT equipment.
- Laptops: Used by employees, they often contain customer files, HR documents, or financial information.
- Professional smartphones: A simple theft can expose confidential emails, access to business applications, or even sensitive conversations.
- Servers and external drives: These contain massive volumes of strategic data.
- Forgotten peripherals (USB flash drives, tablets, connected printers): Often overlooked, they are real gateways for information leaks.
GDPR compliance is not limited to software and databases: it must include a clear IT equipment management policy.
2. Legal Obligations of Companies
The GDPR requires companies to implement a series of organizational and technical measures to secure personal data. Regarding IT equipment, this includes:
a) Ensure equipment security
Implement strong passwords and authentication systems (e.g., two-factor authentication).
Activate hard drive encryption to limit risks in the event of theft.
Automatically lock workstations after inactivity.
b) Ensure traceability
Monitor equipment allocations (who uses which equipment, and since when).
Update an internal register indicating equipment usage and location.
c) Monitor equipment end-of-life
Secure data erasure before resale, donation, or disposal.
Document the data destruction procedure, as required by the CNIL (French Data Protection Authority).
d) Raise employee awareness
Regular training on the risks associated with equipment loss or theft.
Clear communication on best security practices.
3. Risks of Negligence
Failure to comply with these obligations exposes companies to several major risks:
Financial penalties: The GDPR provides for fines of up to €20 million or 4% of annual global turnover.
Reputational damage: A data breach incident can seriously harm a company’s reputation.
Operational losses: The theft of equipment containing critical data can slow down or even disrupt business.
Internal conflicts: Without traceability, it becomes difficult to prove an employee’s liability in the event of an incident.
4. Best Practices for Compliant Equipment Management
a) Centralize Equipment Management
Using IT asset management software (such as GOST) allows you to track all equipment, its allocation to employees, its condition, and its life cycle.
b) Implement an IT Charter
Draft an internal document outlining:
the security rules to be followed;
the procedures in the event of loss or theft of equipment;
the rights and responsibilities of each employee.
c) Secure Mobility
With remote working and business travel, the risk of loss increases. It is essential to:
secure connections via VPN,
enforce regular updates,
provide a solution for remote device location and erasure.
d) Manage Equipment End-of-Life
Anticipate equipment decommissioning (uninstalling software, removing access).
Document each operation to ensure traceability.
5. How GOST can support businesses
Compliance also involves tools. With a solution like GOST, businesses can:
assign and track each piece of equipment to each employee;
have a clear history of each piece of equipment’s life;
generate handover and return documents for greater transparency;
manage end-of-life by documenting the disposal or donation of equipment.
GOST thus facilitates GDPR compliance while reducing the administrative burden.
GDPR compliance cannot be limited to software data protection: it also requires rigorous and documented management of IT equipment. By adopting clear practices and equipping themselves with appropriate tools, companies not only protect themselves against legal and financial risks, but also strengthen the trust of their employees and customers.
Investing in an asset management solution like GOST therefore represents much more than a time saver: it guarantees compliance and security.