2018 Privacy Compliance Software Buyer’s Guide, Part 2: Privacy Office Support Software

In many ways, complying with privacy laws is very straight-forward. Your organisation must: - Understand your legal obligations; - Build a privacy program made up of policies, procedures, and other relevant accountability mechanisms; and - When there is sufficient volume and complexity, implement automated privacy management software. This process becomes challenging, however, when multiple privacy laws and multiple regulators enter your sphere of obligation, as with the GDPR. For over 15 years, Nymity has been dedicated to producing research-based software to enable the privacy office to build a complete privacy program.

There are three categories of privacy compliance software:

1) Legal Research Software

2) Privacy Office Support Software

3) Privacy Management Software.

The 2018 Privacy Compliance Software Buyer’s Guide contains an unprecedented amount of information on all three categories of privacy compliance software, including how to craft a business case, and how each type relates to the GDPR. In the first installment of this series, we shared a great deal of exciting information from the Buyers Guide on the first category of privacy compliance software: Legal Research Software. Today, we will take a look at the second category: Privacy Office Support Software.

How Can Privacy Office Support Software Help my Organisation?

The privacy office is responsible for building and maintaining an effective privacy program consisting of policies, procedures, and other accountability mechanisms. Privacy office support software assists the individuals responsible for these tasks in effectively: - Building and maintaining a structured privacy program - Managing a privacy office team - Benchmarking a privacy program internally and externally

Templating Software

One of the best ways to increase the efficiency of the privacy program development process, while ensuring the efficacy, is to begin with a standardized infrastructure for each mechanism: a template. Privacy office support software is also commonly referred to as Templating Software.

An effective software solution for templating provides multiple, up-to-date supporting documents to serve as samples for the privacy office in crafting their own materials. An online search for such templates often results in finding poor quality documents that are either incomplete or difficult to replicate, making templating software that much more valuable.

When seeking out a templating software provider, ensure that the solution includes the appropriate accountability mechanisms, as well as a selection of additional resources, including:

- Business Cases

- Spreadsheets

- Checklists

- Case Studies

- Real-world Samples

- Instructional Videos

- Search Features

- Trend Analysis

- GDPR-Specific Resources

Planning Software

Planning software equips the privacy office to develop an overall strategy for the privacy program as a whole, providing the resources to help the team plan, maintain, and report on a structured privacy program. Program Visualisations Effective planning software will streamline communication and resource allocation through a comprehensive dashboard, providing visibility on program status, outstanding activities, and deadlines. Gap Assessments and Mitigation Planning software should be equipped to identify gaps, and address them with the appropriate reporting and accountability requirements. Program Reporting Look for a planning software solution that can provide both regular and on-demand reporting. Use a structured approach to privacy management to help your organisation assign, communicate, and report the ownership of privacy throughout the organisation.

Benchmarking Software

Management would generally like to have an understanding of where their organisation’s privacy program stands in comparison to other organisations, and in some cases, to compare the progress of one internal department versus another. Benchmarking software provides this functionality, as well as a variety of additional solutions. Readiness Assessments Efficient benchmarking software will report on the status of the privacy program within the context of readiness assessments for certain frameworks including the GDPR, Binding Corporate Rules (BCR), or the APEC Cross Border Privacy Rules (CBPR). Management Reporting Regular or on-demand reporting should be supported by your benchmarking software. This justifies the business case and use of privacy office resources.

Privacy Impact Assessments: Can they be templated? While PIA’s are typically found in the form of spreadsheets within templating software, in situations where the personal data being processed is either complex, or occurring in large volumes, automated PIA software may be necessary. But how should an organisation go about choosing the right solution? For more information on the final category, Privacy Management Software, don’t miss part three of this series on the 2018 Privacy Compliance Software Buyers Guide. Get your copy of the free comprehensive 2018 Privacy Compliance Software Buyers Guide Now!