Data minimization

Data minimization means collecting, storing and processing the smallest amount of PII needed for a specific purpose and keeping it for the shortest time necessary.

When it comes to PII, less is more efficient, secure, and compliant. Collecting more data than needed means extra liability, and is also forbidden by regulations like GDPR and CCPA.

For example, here’s how minimization is defined in GDPR:

Personal data shall be… adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’).

Imagine you’re filling out a form to join a gym. The form asks for your name, email, and payment details to process your membership. Now, if the form also asks for your social security number or your employer’s name, you might hesitate: those details aren’t necessary for a gym membership and could expose you to privacy risks if mishandled. By only asking for the essential information about you, the gym minimizes the chance of your personal data being misused or leaked. That’s data minimization in a nutshell.

Data minimization needs to be applied across all major stages of the data lifecycle:

Collecting the data
Storing and maintaining the data
Processing the data
Sharing the using the data
Deleting and archiving the data

Technically, we’re talking about four main operations:

Collection: ask for and capture only what’s necessary.
Storage: keep only when you have to.
Processing: access and process on a need-only basis. Apply the least privilege principle, including data masking when possible.
Retention: deleting data when it’s no longer needed.

When implemented, data minimization results in:

Reduced data storage and processing costs
Lower risk of data theft and privacy violations
Improved compliance with GDPR and other regulations
More efficient data management
Faster and simpler responses to Right to Be Forgotten (RTBF) requests
Promotion of ethical data usage
Enhanced customer trust

Principles of data minimization

Omission. Don’t collect data if it’s not absolutely necessary (and legal).
Non-storage. For the data that you must collect, consider if you truly need to store it. If not, don’t. Less stored data equals less risk.
Retention. If storing data is necessary, don’t let it overstay its welcome. Define and enforce data retention policies that auto-expire data post-utility.
Fortification. For data that is stored, always make sure it’s secure. Encryption at rest and in transit are non-negotiables to preserve data confidentiality and integrity.
Access minimalism. Apply the principle of least privilege. Ensure data is accessible only by those who need it, when they need it, and for as long as they need it.
Custodianship. When data access is necessary, restrict the view. Prefer masked or tokenized data whenever possible, to keep raw, sensitive data out of sight.
Auditing. Maintain a clear trail of all data access and manipulations. Transparency and accountability are crucial for investigating incidents and ensuring compliance.

Data minimization ensures compliance with regulatory standards and, most importantly, maintains the trust of your users.