More and more companies are using software to make compliance easier. The right compliance software can show value by helping your company quickly identify and properly manage sensitive personal data. You may be familiar with new regulations in the GDPR. These set higher standards for companies when it comes to the management of sensitive personal data. The new standards can be difficult to meet. Most companies find proper storage and management of sensitive personal data tedious and time-consuming.
New regulations give customers and others the right to ask you to find, deliver and/or remove their personal data from your systems at any time. You need to be able to find the data quickly and send/forward it or delete it completely. Doing this manually can be problematic, with a high risk of human error, wasted time or even its own data breach.
What is data compliance, and do you need software to achieve it?
In short, data compliance means managing and organizing personal data in accordance with current legislation. This includes sensitive personal data related to your customers or employees. All the information you do not want to risk losing or leaking.
GDPR regulations were designed to increase the security of personal data. They were meant to protect individual privacy rights and create stricter security standards for companies. This puts a greater burden of responsibility for protecting personal data on your company.
Your company must also show a high level of transparency when handling personal data. You should be ready to explain their processes in detail. You should also quickly respond to any requests for more information from the people who have shared data with you.
Manually sorting through all your company’s files (including employees’ local drives, emails and cloud storage) to identify those documents and files that are high-risk requires a huge investment of time. It also presents a high risk of errors, leaks and oversights.
Compliance software can help your company meet the data compliance standards set by new regulations. This minimizes your risk of liability for data breaches. It can also build your brand by providing your customers with the confidence and peace of mind that their data is safe with you.
What can compliance software offer you?
Compliance software can give you an overview of the personal data you store and help you improve your practices. It can give you a safe and data-ethical way of sharing personal information. And it helps you protect people’s data rights.
Here are three types of compliance software that each has something to contribute to compliance:
Software to identify and manage GDPR risks
Since regulations make you responsible for all the personal data you store, identifying and tracking that data is key to compliance. Data discovery software can find and flag files and documents that present GDPR risks. It detects sensitive information anywhere in your systems that you choose to scan.
This lets you find person-sensitive data across employees, cloud storage, systems and apps. The critical data is automatically highlighted and classified according to risk. You can use this simple overview to review GDPR risk.
Use data discovery software to keep track of sensitive documents and files. Don’t let them get lost or buried in your files, where they can quickly become illegal.
Software to share data by email
You need a simple and easy way to share files and documents that meets the new, stricter security standards. Sending or accepting sensitive personal data through email comes with the risk of that data ending up in the wrong place. Don’t leave sensitive data in unprotected folders or let it linger in company inboxes, vulnerable to data breaches.
A safe email portal can make it safe and easy to share and request data from the email you already use. Send and request files in a secure, encrypted folder with built-in protection against virus and malware.
We recommend you choose a safe email add-in that automatically obtains consent for data requested. It should also delete data within a set time period and document all actions to demonstrate compliance.
Data privacy request (DSARs) processing software
If a customer requests to see data related to them that you store in your systems, you must find the data and respond promptly. If someone asks you to remove all of someone’s data from your systems, you must do so quickly and thoroughly.
Responding to data requests is time-consuming and problematic when done manually. This is where software becomes a great help.
Request management software can create a structured process for personal data requests. This makes it easier for your company to navigate requests and respond to them quickly and efficiently. Set up a request portal to receive, verify, log, and respond to requests. Keep all your privacy requests in one place. The software can track all requests as they come in and remind you to respond. This streamlines the request process and saves your company up to 30-40 hours per request. (Compared to finding and preparing the data manually.)