Steps to classify personal data under GDPR and CCPA

In today's data-driven landscape, proper data classification has become the cornerstone of effective privacy compliance. With regulations like GDPR and CCPA imposing strict requirements for handling personal information, businesses must understand how to systematically categorize their data to ensure both legal compliance and robust security.

Understanding Data Classification

Data classification is the systematic process of organizing information into categories based on its type, sensitivity level, and regulatory requirements. For organizations handling customer data across banking, financial services, NBFCs, fintech startups, and insurance companies, effective data classification enables precise privacy controls and streamlined compliance reporting. Redacto's comprehensive consent management platform provides the foundation for systematic data classification and privacy compliance.

GDPR Data Classification Categories

Under GDPR, personal data are any information related to an identified or identifiable natural person. The regulation recognizes several distinct categories:

Regular Personal Data

• Names, email addresses, and phone numbers
• IP addresses and online identifiers
• Customer account information
• Employment records and professional data

Special Categories of Personal Data (Sensitive Data)

Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for uniquely identifying a natural person, data concerning health, shall be prohibited unless specific conditions are met.

Data Classification Levels Under GDPR

Organizations commonly adopt a four-tier classification system:

1. Public Data: Information freely available without security concerns
2. Internal Data: Information intended for internal organizational use
3. Confidential Data: Sensitive business information requiring restricted access
4. Restricted Data: Highly sensitive personal data requiring maximum protection

CCPA Data Classification Requirements

The CCPA includes 11 specific categories of personal information:

1. Personal Identifiers: Names, addresses, social security numbers, IP addresses
2. Protected Classifications: Race, religion, gender, military status
3. Customer Records: Signatures, bank account numbers, physical characteristics
4. Commercial Information: Purchase history, consumer preferences
5. Biometric Information: Fingerprints, facial recognition data, DNA
6. Internet Activity: Browsing history, search history, website interactions
7. Geolocation Data: Physical location information
8. Professional Information: Employment history, performance evaluations
9. Educational Information: Student records, grades, attendance
10. Audio/Visual Data: Recordings, photographs, call logs
11. Inferences: Profiles created from personal information about preferences and behaviors

The California Privacy Rights Act (CPRA) introduced Sensitive Personal Information (SPI), including social security numbers, financial account information, precise geolocation data, health information, genetic and biometric data, and personal communications content.

7-Step Data Classification Process

Step 1: Conduct Comprehensive Data Discovery

Map all data sources including databases, cloud storage, email systems, and third-party applications.

Step 2: Identify Personal Data Types

Create an inventory distinguishing direct identifiers, indirect identifiers, sensitive categories, and derived data.

Step 3: Assess Data Sensitivity and Risk

Implement a risk-based approach by evaluating impact potential, regulatory requirements, and business value.

Step 4: Establish Classification Labels and Policies

Develop clear classification standards with appropriate security measures for each level.

Step 5: Implement Automated Classification Tools

Deploy automated solutions that enhance accuracy using machine learning and AI.

Step 6: Configure Access Controls and Security Measures

Implement role-based access controls, multi-factor authentication, encryption standards, and data loss prevention systems.

Step 7: Establish Monitoring and Compliance Processes

Create sustainable processes for regular data discovery scans, classification accuracy reviews, and policy updates.

Redacto's Approach to Data Classification Excellence

As a complete AI privacy platform for enterprises across banking, financial services, and emerging industries, Redacto provides:

• Automated Discovery: AI-powered scanning with our data discovery and classification tools
• Intelligent Classification: Machine learning models trained on regulatory requirements
• Real-time Monitoring: Continuous compliance tracking through our privacy management platform
• Integration Capabilities: Seamless connection with existing security infrastructure

Best Practices for Effective Data Classification

With data breach costs reaching a record $4.88 million globally in 2024, proper data classification has become critical.

1. Start with Business Objectives: Align your classification strategy with specific business goals
2. Involve Cross-Functional Teams: Include legal, IT, security, and business stakeholders
3. Prioritize High-Risk Data: Focus initial efforts on the most sensitive data categories
4. Design for Scalability: Choose frameworks and tools that grow with your organization

Taking Action On Your Next Steps

Effective data classification under GDPR and CCPA requires systematic planning and robust tools. Start by conducting a comprehensive data audit and implementing automated tools to maintain accuracy at scale.

Ready to transform your data classification approach? Contact our privacy experts to discuss how Redacto's AI-powered platform can streamline your compliance efforts.

For immediate assistance, reach out via WhatsApp to connect with our team of privacy specialists.

Frequently Asked Questions

What is the difference between GDPR and CCPA data classification?

GDPR focuses on personal data with special attention to sensitive categories, while CCPA uses 11 specific categories of personal information with additional protections for sensitive personal information under CPRA. 

How often should data classification be updated?

Data classification should be reviewed quarterly at minimum, with immediate updates required when new data types are introduced or regulations change. 

How does data classification support data subject rights?

Proper classification enables organizations to quickly locate personal data for access requests, ensure appropriate consent management, and facilitate deletion requests under GDPR and CCPA. 

What role does data classification play in vendor management?

Classification helps organizations assess third-party risk and ensure vendors handle personal data appropriately through our vendor risk management tools.