The great benefits of ever improving Software that complements privacy by design. This aims at building privacy and data protection up front, into the design specifications and architecture of information and communication systems and technologies, in order to facilitate compliance with privacy and data protection principles.
Managing data protection is a complex activity, often involving all departments within an organisation. When building a strong A series of policies, procedures, actions plans etc. detailing an organisation's compliance with any relevant laws, Codes of Practice etc. many factors need to be taken into consideration including people, processes and procedures. Fortunately, there are now a wide variety of platforms and software solutions to help you manage all aspects of data protection compliance.
Software platforms provide the visibility, A process or a system that operates automatically., and record keeping needed to assist you to comply with the various laws and frameworks that apply to your organisation. They can also provide event notifications for responding to DSARs and handling data breaches for example.
They can be used to operationalise your privacy, security and third-party risk programs from a single provider, or choose different providers for different areas.
Having data protection software to help track, manage and organise data and processes is therefore a significant benefit for many organisations. Cataloguing data on a A central solution for the storage, processing and analysis of information. means you can more easily provide centralised access to the appropriate people from across your organisation and provide quick access when and where they need it. Organisations can monitor activities, respond to DSARs, investigate potential breaches, update records and make effective decisions more quickly and efficiently if the data is mapped appropriately.
… but beware the limitations
Whilst these tools and software platforms sound like the perfect solution to fixing the complexity of data protection, there are however, limitations to consider.
The different packages work in slightly different ways and some are better suited to certain industries and types of organisations than others. They typically need to be set up and tailored to the specific requirements of your business – not all the modules offered may be necessary or appropriate for you. Since standard industry-wide data protection definitions aren’t yet universally accepted, there are often non-standard terms which can be confusing especially when translating from American English to UK English.
A detailed understanding of the platform implementation requirements specific to your business and its own regulatory environment is really important from the outset when installing a new data protection platform. Detailed knowledge of the platform’s capabilities and structure as well as the operations, organisation and Information which relates to an identified or identifiable natural person. processed by your specific organisation is vital.
Privacy management tools will help you manage personal data and provide your DPO and A collective group of senior managers responsible for key areas within an organisation, e.g. Finance, HR, Compliance, IT, Legal, Operations etc. with information to make risk-based decisions, however the tools themselves won’t make the decisions for you.
How your An independent data protection expert whose role includes the monitoring of internal compliance, advising on data protection obligations and acting as a contact point for data subjects and the supervisory authority. can help
Having an experienced Data Protection Officer with a good knowledge of both your business and the choice of platforms available can help you find the right solution for your organisation and implement the platform correctly.
One of the biggest challenges with data protection tools is implementation. You must get the structure right from initial installation. Poor or ill-informed decisions at the outset can result in the entire implementation proving ineffective and perpetually problematic. Having an independent expert (not necessarily one provided by the vendor) such as a DPO advise you on a solution that suits your organisation, industry and complexities of your data will help to ensure you implement the right tool in the most appropriate way.
Software can prompt you for the information and personal data that you need to input and catalogue. But software won’t confirm if there are any shortcomings in terms of the data’s In data protection terms, the concept of ensuring data is not incorrect or misleading., The purpose of the personal data processing activity must not be able to be achieved by a less intrusive method., use or completeness. Your privacy compliance team, led by your DPO, should be available to identify and correct any such shortcomings. A good DPO will also advise you on the impact of changes within legislation, help deal with data breaches and provide expert data protection support. This way you can ensure that compliance is at the core of your systems and processes.
Decisions and recommendations around data protection are frequently not black and white, it is often necessary to make risk-based decisions which consider the business context and your organisation’s appetite for risk.
Software enables you to benefit from greater visibility, automation, record keeping, A series of actions or steps taken in order to achieve a particular end. management, Compliance with the rules on cookies as provided by the Privacy and Electronic Communications Regulations (PECR)., An organisation's procedure or approach for recording, investigating, containing and mitigating a personal data breach. and much more. But it is the compliance experts and your DPO who should interpret this information and provide recommendations on possible courses of action which consider the Under UK data protection regulation, data subjects have a number of rights available to them – to be informed, access, rectification, erasure, restrict processing, data portability, to object and further rights in relation to automated decision making and profiling. and the extent of any incident or management change.
Data protection and privacy management software can be an invaluable tool to help manage a compliance framework. But having software alone is not the answer, your Data Protection Officer and compliance team are essential to setting up, monitoring and making risk-based decisions based on the data and information provided by the software.
The DPO Centre has an expert team of Data Protection Officers, experienced in working with a broad range of data protection tools and software platforms.
Our DPOs work on-site with you as invested members of your team, ensuring your data protection compliance by helping you to implement platforms such as these. This in turn improves your organisation’s compliance, and makes you more organised, therefore removing the ongoing concerns involved, consistently reducing risk and ultimately improving engagement with your customers and stakeholders.
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