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Compliance software and privacy

Privacy regulations give individuals the right to ask you to provide, correct and remove their personal data from your systems. You must therefore be able to find this data and process it quickly. Doing this manually can be time-consuming and associated with a high risk of personal data exposure.

More and more companies are using software to comply with privacy regulations more easily. The right compliance software can help quickly identify and manage sensitive personal data.


Software to achieve compliance

In short, compliance means managing and organizing personal data in accordance with applicable legislation. Data privacy regulations are designed to protect individual privacy rights and mean strict security standards for companies. It is up to you as a company to demonstrate a high level of security and transparency when handling personal data.

But responsible processing of personal information requires time and resources. First, all your company’s files, emails and images that contain personal data must be found. Then you must organize the files so that they are stored protected. When personal data is to be shared, you must ensure that it is sent protected. Compliance software can help your business meet the rules set by privacy regulations. With software, personal data can be processed without costing you extra time. And when you have acquired responsible processes for handling personal data, you can enjoy the benefits it provides. Benefits such as trust and security from your contacts, knowing that their data is safe with you.

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What value can compliance tools give you?

The GDPR requirements may seem challenging for companies, but complying with the GDPR can bring you value. Being compliant can help you by:

1. Streamline data handling
Implementing GDPR can provide companies with several benefits, including improved data management by requiring a clear understanding of the data, where it comes from and how it is used. This can lead to improved data management practices and a better understanding of the data assets.

2. Increase customer trust and loyalty
GDPR can increase customer trust and loyalty by demonstrating a serious commitment to data protection.

3. Reduce the risk of data leaks
By requiring appropriate technical and organizational measures to protect personal data from unauthorized access or accidental loss, GDPR can also reduce the risk of data breaches that can be costly and damage a company’s reputation.

4. Streamline processes
Implementing GDPR also requires reviewing data processing activities and implementing new processes where necessary, which can identify inefficiencies and streamline business processes leading to improved performance and reduced costs.

5. Increase your global reach
GDPR can expand a company’s global reach and demonstrate their commitment to data protection to a wider audience, as it applies to any company that processes personal data about EU citizens, regardless of where the company is based.

In what situations can compliance software help 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:

1. 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.

2. 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.

3. 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.)

Let compliance software help you

The types of software mentioned above can help you manage sensitive and personal files. At Safe Online we have made solutions for these exact purposes in mind.

DataMapper - find your sensitive data
ShareSimple - send and recieve data securely in Outlook
RequestManager - process data subject requests easily

Sebastian Allerelli

Governance, Risk & Compliance Specialist
Follow me on LinkedIn to get tips on GDPR →