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:
- Property addresses, descriptions, photographs and floor plans
- Contact information for buyers, sellers, tenants and landlords
- Personal financial information about property values, sales prices and commission rates
- Credit scores and payment details for buyers, sellers and employees
- Legal documents such as contracts, agreements and lease documents
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 we can help you
Our data discovery tool, DataMapper, uses artificial intelligence to find documents, emails and images with sensitive content across your data systems. You will have the opportunity to finally clean up data containing sensitive information and comply with privacy regulations. Cleaning up will be more accurate and much faster than if you had to clean up manually.
Find sensitive information for buyers and sellers
Find contracts, floor plans etc. for tenants and landlords
Delete sensitive information you no longer need
Keep a record of personal data as per GDPR Article 30.
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. Additionally, it contributes to greater data security for housing organisations’ applicants, residents, and partners.”
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.
DataMapper is part of PrivacyHub
We want GDPR compliance to be as easy as possible so you can focus on running your business. That's why we created PrivacyHub, to simplify 3 of your most important tasks.
- Tracking and monitoring sensitive data
- Responding to data access requests (DSARS)
- Sharing and requesting data safely by email
Get the whole platform now to become compliant from the moment you collect personal data to the time you delete it (or return it to its owner). Or, start with one solution to tackle your most pressing compliance task first and go from there.
