startBuilding your data register
How To

Building your data register

CCH GDPR Compliance
Last update: Reading time 2 minutes
Data ProtectionGDPRGetting StartedBiometrics

    Can you answer these questions? Who’s personal data do you process? Why are you processing it? Do you have a legal right to do this? How long do you keep the data? Exactly, what types of personal data are they? Where is that data? Are you sharing it with any third parties? How did you get it? If you can’t, then you can’t protect the data. Mapping your personal data usage to create your data inventory is the first principle upon which all elements of a data protection programme are built.

    You can’t manage it, if you can’t see it

    If an individual makes an enquiry about his or her data, or there is a breach in security, you need a detailed map to be able to respond properly. CCH GDPR Compliance’s data mapping features make it easy for you to build out this map and it provides you with the records of processing activities you can use to both demonstrate compliance and ensure you have adequate data protection measures in place.

    clipboard_e12eee07a395cb0d8df03aad35bf18212.png

    clipboard_ea9a8b9d9717769e94b8274f9f2f4b228.png

    Successful mapping requires:

    • Involving your team – HR, Sales, marketing and IT all have access to personal data and all need to be involved in the mapping process.
    • Customising it to your needs
    • Mapping data flows to third parties – both processors and controllers, so you know when personal data is leaving your organisation.

    Related documents

    CCH GDPR Compliance  MFA
    The document outlines the implementation of multi-factor authentication (MFA) for users of the CCH GDPR Compliance application to enhance account security. It explains that users must provide two factors for access, specifically a password and a verification code sent via SMS or generated through a time-based one-time password (TOTP) app, such as Google Authenticator or Microsoft Authenticator. Instructions for downloading these apps and setting up SMS verification are provided, along with visual aids for the login process and MFA selection.
    Stakeholder training and awareness
    The document discusses the importance of staff awareness and compliance in data protection programs within organizations. It highlights the necessity of training employees on relevant policies and providing documentation of their understanding and acceptance. The CCH GDPR Compliance tool is introduced, which allows organizations to distribute policies, track employee receipt and acceptance, and monitor compliance status with visual indicators. It emphasizes the need for a record of training efforts and offers templates for communication, ensuring all employees are informed and compliant.
    Simplifying Data Subject Access Requests (DSAR)
    This document outlines the rights of individuals regarding their personal data and how organizations can facilitate the exercise of these rights. It emphasizes the importance of allowing easy access to rights through communication channels. The process for handling Data Subject Access Requests (DSAR) is detailed in three steps: receiving and logging requests via a customizable online form, validating requests by confirming the requester's identity, and responding appropriately to the request while ensuring compliance. The document stresses the importance of training staff and maintaining records for accountability and transparency.
    Responding to data breaches
    This document discusses the importance of effective breach management in compliance with GDPR, highlighting the challenges many organizations face in acknowledging breaches. It introduces CCH GDPR Compliance as a solution, detailing its workflow for logging breaches, managing responses, and assessing incidents. Key features include understanding causes, assembling response teams, risk evaluation, and facilitating communication with supervisory authorities and affected data subjects. The tool also provides downloadable reports and maintains a historical breach log for future learning and prevention efforts.
    Ensuring third parties are compliant
    This document emphasizes the importance of managing personal data shared with third parties, particularly concerning GDPR compliance. It highlights the necessity for written agreements outlining data processing practices and the need for meticulous logging of data transfers. The document addresses the complexities of sharing data with both processors and controllers, including specific legal obligations when processors are outside the EU. It underscores the distinct legal responsibilities between controllers and processors and recommends mapping these relationships for clarity and compliance. Additionally, it offers tools for generating agreements and recording legal bases for data sharing.