Digital security as a foundation
For a construction company, compliance with the privacy regulations may not be your highest priority. Nevertheless, you typically collect large amounts of sensitive data about your employees. In addition, you may be required to have contracts in place for construction that may run over several years. It can be a challenge to keep track of all this sensitive data while running a construction business.
Here are your sensitive data
You often have sensitive information about your employees, partners and subcontractors. Having worked with a number of construction companies, we know that the sensitive data you have are typically:
- Employee contact details
- Trade union memberships
- Salary information
- Health information
- Criminal records
- Contracts with customers and suppliers
You may not consider handling sensitive data an important part of your work, but statistically speaking, you have a lot of sensitive information. Even if you already have IT systems in place, we see that sensitive data often continues to find its way in outside of the secure systems. And perhaps your IT systems are not updated in relation to privacy regulations? The mistakes that are often made in your industry when processing sensitive data are that you have data stored unprotected in outdated systems, you get the sensitive data sent unencrypted via email, and you don’t make sure to get it deleted again.
How to take control of your sensitive data
DataMapper is an IT tool that uses artificial intelligence to identify documents, emails, and images containing sensitive terms. It gives you the opportunity to finally clean up files with personal data and other sensitive information so you can comply with privacy regulations such as the UK GDPR. The cleanup becomes more accurate and significantly faster than if you had to do it manually.
Find all files containing sensitive information
Approve, move, or delete files directly in DataMapper
GDPR documentation for the data audits, board of directors, etc.
Option to automate the cleanup
Use case for Frøslev Træ A/S
Frøslev Træ A/S became aware that personal data – especially national ID numbers – could be hiding in old email threads and attachments. Outlook turned out to be a particular challenge, so they adopted DataMapper to clean up and create better structure. The solution is now a regular part of daily operations and contributes to both visibility and data awareness. With DataMapper, Frøslev Træ A/S has achieved:
Efficient clean-up in Outlook
Clear visibility of sensitive information
Greater data awareness among employees
Daniel from Frøslev Træ A/S shares their story
Daniel Riber Jakobsen
Digitalisation- and datacoordinator at Frøslev Træ A/S
Linkedin-side
We didn’t realise how big the problem was
At Frøslev Træ A/S, we knew that GDPR-related data could be hiding in our systems – but we didn’t fully understand the scale of the issue. It quickly became clear that we needed a tool to help clean up and bring more structure. Outlook was a particular challenge, and that’s where DataMapper came into play.
A practical tool for everyday clean-up
We implemented DataMapper to help relevant colleagues with HR responsibilities clean up their Outlook inboxes. It has now become part of their routine to use the tool to ensure personal data doesn’t remain hidden in email threads or attachments. It makes a real difference in our daily work – time spent is minimal, but the impact is clear, especially now that we have full visibility of where sensitive data is stored.
Raising awareness for change
DataMapper hasn’t revolutionised our workflows, but it has increased awareness of good data practices – especially when it comes to avoiding unnecessary storage of personal data in emails. It’s helping to build a stronger data culture, even if that’s not something you can easily measure with numbers.
It [DataMapper] makes a real difference in our daily work. Time spent is minimal, but the impact is clear, especially now that we have full visibility of where sensitive data is stored.
A solution we recommend – and want more of
We’re happy to recommend DataMapper to other companies that need better control and visibility over GDPR-related emails. It’s easy to use and simple to roll out. There have been some issues with the statistics feature, and we hope the developers will continue to improve it. That said, our collaboration with Safe Online has been a pleasure – and a special thanks goes to Caroline, who’s always been a huge help.
Results and savings for Frøslev Træ A/S
268.800
Risk documents, emails and images found in the company’s storage.
10.752
Risk documents, emails and images found in the company’s storage.
176
Hours of work saved per year for the company.
