DPOhq, built on the M-Files platform, is a proven, high performing tool for regulatory requirement management – and it fits perfectly to governing and managing GDPR requirements. Assess your systems, processes, contracts and manage audits, risk assessments, Privacy Impact Assessments (PIAs) and other information relating to third-party data processors through DPOhq. This gives a single viewpoint to this critical information, in a way that is easy to find, analyse, control and audit. Risk management is dynamic. Risks identified anywhere related to any item (system, review or other task missing or in delay, finding from an audit for example) can be easily followed and controlled.
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DPOhq
DPOhq enables organisations to implement the processes and controls required to demonstrate and manage ongoing GDPR compliance.
Many organisations attempt to manage GDPR manually with spreadsheets, and communicate tasks and activities with email. There are Excel spreadsheets for data systems, registries, audits, findings, tasks, risks, data requests etc. Items in these spreadsheets refer to items in other spreadsheets or documents in network folders/drives. Many spreadsheet items represent pending tasks or assignments. Eventually the matrix of items in spreadsheets grows overly complex, the amount of manual work grows, and there’s no transparency or awareness of what’s going on. Like with all complex processes, using spreadsheets might seems like an easy and affordable way to manage complex information, but information management experts know that eventually such systems fail and prove chaotic over time.
Data Protection Officers (DPOs) need to ensure that their organisations are well-prepared to meet their GDPR compliance obligations with the help of a robust GDPR framework. DPOhq simplifies GDPR compliance by helping organisations manage data processing activities, data processor information, policies and processes, and provides exceptional audit and DPIA capabilities.
DPOhq - Privacy Program Management
Data Protection Officers (DPOs) need to ensure that their organisations are well-prepared to meet their GDPR compliance obligations with the help of a robust GDPR framework. DPOhq simplifies GDPR compliance by helping organisations manage data processing activities, data processor information, policies and processes, and provides exceptional audit and DPIA capabilities.
DPOhq Features
GDPR Compliance Audit
DPOhq enables the DPO assess their organisational compliance readiness and demonstrate accountability.
DPOhq enables privacy professionals to prepare for GDPR compliance with a comprehensive questionnaire based GDPR readiness audit with automated recommendations. Audit findings can easily and quickly trigger mitigation or remediation actions which can be assigned to the relevant personnel and tracked to completion.
DPOhq Features
DPIA Automation
Use the DPIA screening assessment tool prior to implementing new technologies, processes or projects. The results of your screening assessment will determine whether or not a full Data Protection Impact Assessment will need to be conducted. Should the system recommended it, complete the DPIA. Complete the assessment yourself or assign questions or sections to the relevant individuals or departments in your organisation. Use your DPIA findings to identify privacy risks. Analyse the risks to establish a risk score. Determine appropriate mitigation or remediation actions and assign them to the relevant individuals. Track actions to completion and maintain a full time/date stamped audit trail of all activity.
DPOhq Features
Data Processing Register
Under Article 30 of the General Data Protection Regulation (GDPR), organisations are required to maintain up-to-date internal records of their data processing activities. Organisations will be held accountable for compliance with record keeping requirements, with equal responsibility given to both data controllers and data processors.
Use DPOhq to analyse each data processing activity and ensure you can demonstrate that processing activities have a valid legal basis. DPOhq maintains a detailed inventory of all data processing activities and supports your Article 30 obligations.
DPOhq Features
Policy Management
Our Policy Management tool ensures what you say on paper translates into your operations. Quickly and easily disseminate policy and procedure documents to your workforce. Track and record reading and acknowledgments. DPOhq comes pre-loaded with a suite of template policies and procedures.
DPOhq Features
Data Processor Management
Maintain a log of all processors and sub-processors and ensure all regulatory requirements are captured in contracts and data processing agreements. Automated notifications and alerts ensure data processing agreements are in place for each data processor or sub-processor. Link processors to processing activities.
DPOhq Features
Risk Management
Identify, Assess, Mitigate, Monitor. Take a risk based approach to operationalising GDPR with our risk management tool and risk register.
Identify privacy risks. Analyse the risks to establish a risk score. Determine appropriate mitigation or remediation actions and assign them to the relevant individuals. Track actions to completion and maintain a full time/date stamped audit trail of all activity.
DPOhq Features
Training
Manage and track both document and classroom training events using our training feature. Initiate either document training events or scheduled classroom training sessions. Monitor and record receipt, reading and acknowledgment of policies, procedures and handbooks etc. Training events can be triggered by an incident or breach.
DPOhq Features
Breach Management
Log and investigate all data breaches and incidents. Assign and track mitigation and remediation actions. Link incidents and breaches to relevant policies and procedures and trigger training events where required.
DPOhq Features
Subject Access Request Log
Log and track all data subject access requests using our subject access request tool. Generate actions and assign them to the relevant individuals or departments.
Privacy Program Management
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DPOhq for Data Protection, Compliance and Legal Functions
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DPOhq for Processors
If an organisation is storing or processing personal data on behalf of a data controller, that organisation will also be required to demonstrate GDPR compliance. With DPOhq, a processor can demonstrate that they are compliant with the applicable regulatory requirements and those defined by a client.
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DPOhq for Auditors and Consultants
DPOhq is the perfect solution to assist your customers with achieving GDPR compliance and ensure effective implementation of the criteria you outline for them to follow in order to achieve compliance. GDPR requires ongoing compliance and thus any change may trigger a need to seek validation of a change. Often adherence commences with implementing a specific measure or task, which is easy to follow. All actions are duly recorded enabling live validation services keeping a client compliant effectively at all times.