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An easier way to process personal data

In an increasingly digital age, protecting personal data and sensitive business documents has become a more crucial task than ever before. In UK the UK-GDPR is the legislation to regulate the handling of personal data and uphold individual data rights. Implementing a GDPR system can make life easier for every business and employee navigating the complex legal requirements for data protection.

This blog is about how a GDPR system can help companies with the task of processing sensitive data.

GDPR on data protection

The UK-GDPR, or United Kingdom General Data Protection Regulation, is the British legal framework that sets guidelines for the collection and processing of personal data. It’s not just a piece of legislation; it’s a crucial step towards giving citizens control over their data and ensuring that companies use that data responsibly. Companies that process personal data within the UK, regardless of size, are subject to UK-GDPR. In Europe companies are subject to GDPR. Read more about GDPR here.

In practice, businesses rely heavily on data. From customer information to internal processes, data is a valuable resource for running a business. Besides being a legal requirement, data protection is essential to maintain trust with customers, partners, employees, etc. Companies are therefore faced with the challenge of complying with the UK-GDPR or GPDR when handling personal data. Read more about data protection here.

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What is a GDPR system?

There is no legal requirement for companies to use software to mitigate GDPR. A company is free to handle sensitive information manually. A manual approach involves paperwork and manual monitoring of data processing activities, which is both complicated and time-consuming. A company can choose to use an automated system to handle GDPR, a so-called GPDR system, which uses technology to streamline compliance.

A GDPR system consists of one or more different types of tools designed to help companies manage and protect personal data in accordance with GDPR. Here are some common types of tools often found in such systems:

  • Data Discovery tools: These tools help identify and map where personal data is stored and how it is processed throughout the organization. They are essential for gaining a clear understanding of the data flow and identifying potential risks.
  • Request Portal Tools (DSR Portal): These tools can effectively assist with proper receipt, response and identity verification when individuals make specific requests for their data. A request portal helps with secure data collection, timely responses and complete documentation.
  • Risk Assessment tools: These tools evaluate and quantify the risks of processing personal data. They help the organization identify potential threats and vulnerabilities and develop strategies to mitigate risks.
  • Access Management tools: These tools allow you to control who has access to personal data and what they are allowed to do with it. This helps to ensure that data is only accessible to the necessary people and processes.
  • Data Breach tools: These tools monitor and detect abnormal activities that may indicate a potential data breach. They are essential for detecting and responding quickly to security breaches.
  • Email Portal tools: Tools that encrypt and secure personal data during transfer and storage. This helps fulfill the GDPR requirement of “data protection by design and by default.”
  • Reporting tools: These tools enable the creation of reports and audit trails that can be presented to supervisory authorities to document GDPR compliance.
  • Consent Management tools: Helps manage and track consent from individuals for the processing of their personal data. This is crucial as the GDPR requires that the processing of personal data must be based on informed and voluntary consent.
  • Awareness tools: Tools that support employee education and training on data protection and GDPR, which is essential to ensure staff are aware of and able to comply with the regulations.

The tools a company needs can vary depending on the size, industry, and complexity of their data processing activities.

Benefits of a GDPR system

Using a GDPR system, rather than taking a manual approach to protecting data, has several key benefits that can make the process of protecting personal data more manageable. Here are some of the benefits of choosing a GDPR system:

  1. Protection: GDPR systems often offer advanced security features, including encryption and access control, that effectively protect personal data and reduce the risk of human error.
  2. Time-saving: A GDPR system automates many of the processes involved in complying with data protection regulations. This reduces the need for manual actions, saving time.
  3. Compliance: GDPR systems are designed to keep up with and respond to changes in legislation. This ensures businesses are constantly up-to-date and compliant with the latest requirements without having to manually keep up to date.
  4. Management: A GDPR system allows for centralized management of all data protection activities. This makes it easier to manage and monitor how personal data is handled across the organization.
  5. Data breaches: Automated systems can detect and respond to potential data breaches faster than manual processes. This is essential to minimize damage in the event of a data breach.
  6. Documentation: Systems often automate report generation, making it easier for organizations to identify potential threats and document their compliance to regulators.

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Choosing the right GDPR system

Choosing the right GDPR system and tools should be based on your business. Here are some considerations to keep in mind when choosing a GDPR system:

  • Needs: How do you handle personal data and what needs do you need to address.
  • Tools: Make sure the GDPR system you choose contains the right tools.
  • Implementation: How difficult is the system to implement and use in practice.
  • IT: A GDPR system must fit with your existing IT systems and work processes.
  • Budget: A GDPR system does not provide immediate added value. It’s an expense that can save you from GDPR fines and reputational damage in the long run.
  • Supplier: Consider whether the GDPR system provider is reliable, how good is the customer service and is the system updated with the latest data protection news.

Read more about choosing the right GDPR system here.

Get started with a GDPR system

A GDPR system isn’t just an aid to compliance; it’s an investment in the future success and credibility of your business. By using an effective system, companies can safely navigate the complex task of protecting personal data.

At Safe Online, we have created the GDPR system PrivacyHub to make it easier and less time-consuming to handle personal data in accordance with GDPR. PrivacyHub has three tools that make it easy to manage sensitive data. While DataMapper is a Data Discovery tool, ShareSimple is an Email Portal tool and RequestManager is a Request Portal tool.

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

Sebastian Allerelli

Founder & COO at Safe Online
Governance, Risk & Compliance Specialist
Follow me on LinkedIn to get tips on GDPR →