Build trust with digital responsibility
Estate companies process a large amount of sensitive information. You may already have secure IT systems in place. But often we see that sensitive data ends up in unprotected folders and data systems. This typically happens via mail communication with buyers, sellers, tenants and landlords. To avoid this, it requires great data discipline from each individual employee, which few have. This makes it difficult to comply with privacy regulations.
Here are your sensitive data
Having worked with a number of companies within the real estate industry, we know that the sensitive data you have is typically:
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Personal data – about buyers, sellers, tenants and landlords
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Financial information – property values, sale prices and commission rates
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Property information – addresses, descriptions, photographs and floor plans
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Legal information – contracts, agreements, loan documents, etc.
Much of this sensitive information is collected via secure forms linked to trusted IT systems. But in fast-paced everyday life, it happens that employees receive and store sensitive data unprotected in email folders or other insecure systems. This makes the task of keeping track of the company’s sensitive data almost unmanageable. The processing errors that are often made in your industry, in relation to sensitive data, are that you get it sent unencrypted via email, you don’t have an overview of where the data is, and you forget to have it deleted, when you no longer have a basis for storing it.
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 SALUS Boligadministration
SALUS Boligadministration discovered that many of their employees were using their Outlook mail to receive and store sensitive information about residents, partners, etc. – a practice that could lead to serious violations of GDPR regulations. After hearing about DataMapper, SALUS implemented the solution for 170 of their employees. In a short time, DataMapper provided them with:
A list of all sensitive data stored in Outlook and OneDrive
A clear overview of the data’s age, type, and location
An easy way to delete or move sensitive data
Annette from SALUS Boligadministration tells their story
Annette Cecilie Jensen
Head of Secretariat and Communications at Salus Boligadministration a.m.b.a.
We had an urgent need
As a housing administration, we became aware that we needed a tool to manage our GDPR requirements. The Danish Data Protection Agency announced at the turn of the year that they would focus on housing organisations in 2024, which led us to intensify our GDPR efforts. We discovered that many employees were using Outlook as a personal archive, creating an urgent need for cleanup. When we heard about DataMapper, we assessed it as an effective tool to solve this challenge.
A product that matched our needs
We had an initial conversation with DataMapper, which offered exactly what we needed. It seemed like the best option to help us organise and clean up the many stored data. We held GDPR days in the spring of 2024, where all employees were introduced to DataMapper. Representatives from DataMapper participated via Teams and sent invitations to the tool. Employees use DataMapper regularly and receive reminders to utilise it.
What we like
We especially value the “Risk Documents” feature, which helps us identify and delete high-risk emails and store necessary data correctly. DataMapper functions as a maintenance tool that allows us to clean up employees’ Outlooks and ensures better handling of personal data.
The starting point for cleanup
The implementation of DataMapper has served as the starting point for cleaning up all employees’ Outlook accounts. DataMapper makes it easier to involve each employee in GDPR work and creates a greater understanding of data protection within the organization.
“DataMapper has engaged all employees in GDPR work. It has emphasised the importance of GDPR for each employee while providing a better understanding of the work involved.
Our recommendation
We would absolutely recommend DataMapper to others. The tool finds our sensitive data, is user-friendly and helps ensure that the entire organisation takes responsibility for GDPR. Safe Online has been flexible and helpful when we needed it, and we greatly appreciate that.
Results and savings for SALUS Boligadministration
5.712.000
Risk documents, emails and images found in the company’s storage.
399.800
Risk documents, emails and images found in the company’s storage.
3.740
Hours of work saved per year for the company.
