What is a GDPR scanner?

Complying with GDPR can be a heavy and resource-intensive task. Fortunately, GDPR software can alleviate some of the most manual and time-consuming tasks of handling personal data. One such tool is a GDPR scanner. A GDPR scanner is an IT tool designed to get control of your GDPR data by mapping your data.

In this article, I will go into depth about what a GDPR scanner is and how it can help you.

In short, a GDPR scanner is a digital tool designed to help companies identify data and can provide the prerequisite for correcting any problems in relation to complying with the GDPR. The tool systematically scans the company’s data systems and data handling practices in order to uncover potential security risks or violations of the GDPR.

A GDPR scanner can first and foremost map what data you have, including sensitive data. Getting an overview of what data you have gives you a foundation for getting started with GDPR. Here is an overview of the various functions that a GDPR scanner can solve for you:

Data Discovery
Scan your company’s data systems to find the personal data you have. It is a requirement in the GDPR that you register the personal data you store. Most companies struggle to find files, emails and images personal data scattered around different data systems, but a GDPR scanner can do it in a few clicks.

Classification of data
A GDPR scanner can categorize personal data by type, age, location, access and more. It is then easy to assess whether different types of data receive the right protection. It also allows you to check whether your access control and data retention policies are working.

Data mapping
GDPR scanners can create a visual map or overview of where personal data is stored in your data systems. It helps you understand the data flows and expose the GDPR risks associated with your work processes.

Consent management
Some GDPR scanners can help manage data processing consents. They can e.g. help organizations ensure that they have obtained the correct consent for data processing.

Data Protection Impact Assessments (DPIAs)
In addition, GDPR scanners can support the creation and administration of DPIAs, which are assessments of the potential impact of data processing activities on individuals’ right to privacy.

Control of security and compliance
Often, GDPR scanners include IT security and compliance checks to ensure that personal data is adequately protected. They can identify vulnerabilities and recommend solutions.

Reporting and documentation
GDPR scanners can create the foundation for reports and documentation of your compliance efforts. In the event that you are audited, this documentation helps with the Data Protection Authority.

Monitoring and alarming
GDPR scanners can provide continuous monitoring and warning mechanisms of personal data. They can e.g. remind you to check data, detect changes in your data systems and respond to potential breaches of data security or breaches of the GDPR.

Of course, the best GDPR scanners combine several of the above functions. A GDPR scanner can save you valuable time by automating frustrating and time-consuming tasks in connection with data handling.

Since the GDPR is such a comprehensive regulation, it requires a lot of resources to comply. According to the GDPR, you must, for example:

• Familiarise yourself with GDPR
• Set up IT security for your personal data
• Create a policy for personal data
• Organise your personal data
• Be able to hand over personal data in the event of enquiries
• Provide GDPR documentation

Because of their time-saving potential, GDPR scanners can easily become the most valuable item in your compliance toolbox.

The GDPR task is complicated. But the task can be made easier by having the right tools. At Safe Online, we have created DataMapper, which is a GDPR scanner that finds, sorts and classifies files, emails and images with personal information across your data systems. DataMapper can also provide the foundation for GDPR compliance by helping with DPIA, documentation, monitoring, etc.