Data Discovery & GDPR: Advancing your privacy program

Data Discovery and GDPR-first step towards compliance

Prior to the General Data Protection Regulation (GDPR) and similar privacy laws, companies felt entitled to unlimited source and unregulated access to personal data, hoarding it with no clear business intention.

The data is collected through various channels, dispersed across IT systems, undetected, unprotected, unused, and perhaps lost. However, still existing and holding companies accountable. 

With an increasing number of privacy regulations, customers’ expectations, an increase in data breach numbers, and high data maintenance costs, privacy-progressive companies are revisiting how they manage, catalog, and profile personal data to avoid unnecessary data protection risks.

In order to do so properly, organizations will most likely have to rely on a data discovery solution to manage personal data in a compliant way and get actionable insights into personal data processing.

Data Discovery and GDPR

Organizations are accountable for the compliant collection and processing of personal data. After you collect personal data based on consent, legitimate interest, or any other appropriate lawful base, it is important to keep track of:

  • Where is personal data stored?
  • What types of data do you collect?
  • Which data categories do you hold?
  • Are there any organizational or technical measures that need to be implemented?
  • For how long can you keep personal data?
  • Who has access to that data?
  • Can you respond to data subject requests?

The premise is, if you don’t know where your data is, it is impossible to respond to any of those questions and protect personal data adequately.

As an organization, you are not only accountable for the data that you know you have but also for personal data hidden across all your systems.

GDPR requires you to adequately manage personal data you collect, not to mention being able to fulfill your obligations towards individuals, like responding to data subject requests or deleting data you no longer have use for.

1. Discover personal data

Trying to identify personal data scattered across multiple IT systems and databases from different data sources can be a challenging task that can require participation from various roles in your organization.

And even then it is not sure what kind of results your attempt at discovery will produce, especially if you have opted for a manual or semi-automated approach. 

If you can’t account for your data, you can’t manage it, and you certainly can’t protect it, which means risking data breaches and steep compliance fines.

So discovering where your personal data is located is a crucial first step toward compliance.

DPM Data discovery solution automates the entire process and enables organizations to discover personal data from both structured and unstructured sources, in any language and any script, as well as uncover dark data and shadow processing.

2. Classify Personal Data

The next stage which follows the data discovery process is data classification. Data classification is a process of analyzing, and organizing data from different sources, and categorizing it based on data type, data category, or sensitivity of the data.

The data classification process marks data and labels it with different tags that allow you to automatically categorize them in different silos according to data category.

Innovative data discovery solutions, like DPM Data Discovery,  can automatically classify all personal data spread throughout your organization, allowing you to build up-to-date records of processing activities, define different data categories, and classify sensitive personal data, but also enforce appropriate technical and organizational measures for each specific data set.

3. Manage Personal Data

The main goal of the data discovery process is to find, classify and finally manage personal data.

Data classifications give you the information necessary to manage your data, apply policies, conduct data protection impact assessment (DPIA), and prioritize your data protection and risk mitigation activities.

Although DPM Data Discovery is independent of privacy software in use, when combined with the information from the DPM platform, users can have a much more informed insight into the actual data processing in the organization.

DPM users can analyze the findings and visualize them in the dashboard by combining information about the scanned system’s hosting location, technical and organizational security measures, assigned processing activities, and other information.

How DPM Data Discovery fits into the story?

DPM Data Discovery is a powerful privacy-centric solution that allows you to identify personal data, from different sources, across all your IT systems using machine learning algorithms. 

Why is this important? In order to comply with privacy regulations and manage personal data in line with the GDPR, you will have to account for every personal dataset you hold.

You will have to know where you keep personal data, for how long, for which purpose, and who has access to it, to be able to apply appropriate technical and organizational measures, and manage data in a compliant way.

And this applies not just to the data you know you have, but also to the data you don’t know you have.

  • Language-agnostic and script-agnostic to cover all your markets no matter the language or the script in use
  • Discovers personal data from structured and unstructured sources
  • Connects to all standard databases
  • No third parties, no personal data in the cloud
  • Automatically searches for personal data
  • Uncovers dark data and shadow processing
  • Independent of privacy software in use

To find out more about read our Data Discovery eBook and learn how data discovery can advance your privacy program.

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Let us navigate you through the Data Privacy Manager solution and showcase functionalities that will help you overcome your compliance challenges.

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