Compliance breach: A practical guide to minimizing risk

What is a compliance violation?

Breaches of rules in companies have far-reaching consequences - but it is not always clear where exactly the boundary lies between an unintentional error and a genuine compliance breach. In order to avoid risks in a targeted manner, it is crucial to understand the term and to know which breaches occur particularly frequently.

Definition and meaning

A compliance breach refers to the failure to comply with legal requirements, internal company guidelines or ethical standards. This can occur through active misconduct, but also by failing to take the necessary measures.

Typical compliance requirements result from

• Laws and regulations (e.g. data privacy(GDPR), antitrust law, occupational health and safety laws),
• internal guidelines (e.g. Code of Conduct, ethics guidelines) and
• Industry standards and certifications (e.g. ISO 27001 for IT security).

Compliance violations are not only caused by deliberate breaches of the rules, but also by negligent behavior.

The most common compliance violations: Examples

Some breaches of rules occur particularly frequently in companies. The most critical compliance violations include corruption, data protection violations and labor law violations. Here are the most important examples of compliance breaches in detail:

• Corruption & bribery occur when people use illegal payments or other advantages to influence business decisions. Facilitation payments or bribery of authorities are particularly problematic, as they not only result in high penalties, but also damage trust in the company.
• Conflicts of interest & insider trading arise when personal or business interests influence objective decisions. A classic example is a purchasing manager who awards a contract to a company where a family member works.
• data privacy& IT security breaches are a sensitive issue, especially in times of digitalization. Breaches of data protection guidelines such as the GDPR or inadequate protection of sensitive data can have serious consequences. For example, if a bank stores customer data unencrypted, this can lead to a data leak.
• Labor law violations & discrimination relate to unfair working conditions, violations of equal treatment laws or a lack of occupational health and safety. Companies that ignore health and safety regulations expose their employees to increased risk, which not only has legal consequences but also reputational damage.
• Antitrust violations & unfair competition include illegal price fixing, market manipulation or the targeted exclusion of competing companies. If several companies agree to keep prices artificially high, this can result in high fines and a lasting loss of trust among customers and partners .

Which sectors are most affected by compliance violations?

While every company must observe compliance requirements, there are sectors in which the legal and regulatory requirements are particularly high. The focus here is on strict guidelines and complex regulations that increase the risk of violations.

• Finance and insurance sector: Strict obligations to prevent money laundering and to comply with regulatory obligations, particularly under the German Money Laundering Act (GwG), make compliance in this sector particularly challenging. Violations can result in high fines and regulatory sanctions.
• Healthcare: data privacy and maintaining medical confidentiality are essential. Companies must ensure that they process and protect patient data in accordance with the law.
• Industry & logistics: Occupational health and safety and environmental protection regulations play a central role here. Compliance with safety standards, hazardous substance guidelines and environmental regulations is crucial to avoid legal consequences.
• Technology & IT: Companies in this sector face particular challenges in the area of cyber security and data privacy. The GDPR and other legal requirements set high standards for the handling of personal data and protection against cyber attacks.

What are the consequences of a compliance breach?

A compliance breach can have far-reaching consequences, such as criminal and administrative sanctions, but also civil liability risks and claims for damages.

Criminal sanctions

In serious cases, a compliance violation can be prosecuted under criminal law. Managers who are responsible for the breach can face fines or imprisonment. Particularly critical are cases in which a company has gained financial benefits from the breach. In such situations, a confiscation of assets can be ordered in which unlawfully obtained profits are confiscated.

In the course of criminal prosecution, the public prosecutor's officetakes over the investigation, often in cooperation with specialized units of the criminal investigation department. The Federal Cartel Office is responsible for antitrust violations, while money laundering is monitored by the financial supervisory authority BaFin and customs. Data protection violations are punished by the national and European data protection authorities. Investigation proceedings not only entail high costs, but can also significantly damage the trust of business partners and customers .

Administrative sanctions

Authorities can also impose measures beyond criminal consequences. Depending on the severity of the breach, high fines may be imposed, which can reach several million euros in the case of serious breaches of the rules. For example, the GDPR allows fines of up to 4% of global annual turnover. In addition to financial penalties, companies can also be subject to official requirements or obligations that restrict business operations. In particularly serious cases, permits may be withdrawn. There is also the risk of companies being blacklisted and thus excluded from public tenders.

Civil liability risks & claims for damages

In addition to official and criminal consequences, injured business partners, customers or employees can assert claims under civil law. Claims for damages are particularly relevant in the event of data protection breaches if personal data has been unlawfully disclosed or inadequately protected. Contractual penalties may also be incurred if companies violate contractually agreed compliance requirements. In many cases, business partners also have the right to terminate existing contracts or withdraw from agreements, which results in financial losses.

How can companies avoid compliance violations?

In order to prevent compliance violations and their far-reaching consequences, companies must take preventative measures. These include clear guidelines, regular training and functioning whistleblower systems. Violations can only be minimized in the long term if compliance is an integral part of the corporate culture.

Establish clear guidelines & standards

A central component of the compliance strategy is the introduction of binding guidelines that are understandable and comprehensible for all employees. The Code of Conduct forms the basis for compliance by defining clear rules of conduct and company-specific standards. It is important to take industry-specific requirements into account and to update the guidelines regularly. Companies in highly regulated sectors such as the financial sector, healthcare or the IT industry must meet special compliance requirements that go beyond general legal requirements.

Training & sensitization of employees

Guidelines alone are not enough to prevent compliance violations. It is crucial that all employees receive regular training and are made aware of risks. Regular compliance training helps to raise awareness of regulations and embed the importance of compliant behavior in everyday working life. Interactive formats are particularly effective here. E-learning makes it possible to run through practical scenarios and apply what has been learned directly. Companies should ensure that training content is understandable, practice-oriented and tailored to current regulatory requirements.

Introduction of whistleblower & whistleblower systems

Even with clear guidelines and regular training, compliance violations cannot be completely prevented. Companies should set up anonymous reporting channels for compliance violations in order to be able to react to irregularities at an early stage. An effective whistleblower system enables employees to report misconduct or suspected cases without fear of negative consequences. It is particularly important to protect whistleblowers so that employees feel safe when they uncover violations. Companies that create transparent and trustworthy reporting channels increase the likelihood that violations will be resolved internally before they cause major damage.

Avoid compliance violations efficiently with the Compliance College

To prevent compliance violations, you need a sustainable strategy with structured training processes, practical content and efficient administration. The Compliance College offers a tailor-made solution that prevents breaches of the rules at an early stage and ensures legal certainty.

With a combination of interactive e-learning, customized training content and automated processes, the Compliance College helps companies to anchor compliance effectively in the long term:

• Legally compliant training: The content is up-to-date, legally compliant and fulfills the requirements for audit and verification obligations.
• Practical learning scenarios: Employees learn how to avoid compliance violations and act in a legally compliant manner using real-life case studies.
• Flexible implementation: Companies can adapt the training courses to their specific industry requirements and internal guidelines.
• Efficient administration: Automated processes reduce the administrative workload for HR and compliance teams and simplify documentation.
• Seamless integration: The training courses can also be easily integrated into existing learning management systemsLMS) if required.
• Multilingual training courses: International companies benefit from uniform standards in several languages.

Conclusion: Avoid compliance violations and strengthen trust

Compliance is a basic prerequisite for sustainable corporate success. Violations can result in high penalties, economic damage and a considerable loss of reputation. This makes it all the more important to establish preventative measures such as clear guidelines, regular training and functioning whistleblower systems.

Companies that integrate compliance into their processes in a targeted manner not only minimize risks, but also strengthen the trust of employees, business partners and their customers. The Compliance College offers you a practical, efficient and tailor-made solution for this. Interactive training, automated processes and legally compliant content help to avoid compliance violations and establish a sustainable compliance culture.