From the intricacies of data mapping and consent management to the rigorous demands of data security and cross-border data transfers, each challenge presents unique hurdles that require careful navigation and proactive solutions.
Understanding and addressing these challenges is essential for businesses aiming not only to meet regulatory requirements but also to build trust with customers and stakeholders.
By identifying these obstacles and implementing effective strategies to overcome them, organisations can strengthen their data protection practices and enhance their overall compliance posture.
By automating processes such as data subject requests and consent management, organisations can respond more swiftly and ensure they meet POPIA’s requirements. Moreover, automation reduces the likelihood of human error in managing sensitive data.
Another crucial benefit of automation is its role in tracking and auditing data processing activities. Automated systems can generate detailed logs and reports, providing a clear audit trail of how personal data is accessed, used, and shared within an organisation.
Organisations often need help to create and maintain an accurate inventory of all the personal data they collect, process, and store.
This includes identifying where data is stored, how it is processed, and who has access to it.
Understand that you are not only accountable for the data you know you have but also for all data that is unused, lost, or unaccounted for.
Undetected personal data cannot be properly managed or protected. As a result, data could be susceptible to data breaches and ultimately represents a data protection risk.
The data discovery process is necessary to build your data processing inventory, which is a repository of all data processing activities within your organisation.
Personal Data Discovery offers a robust solution for managing personal data across various IT systems.
By combining DPM Data Discovery with Data Inventory, it accurately identifies personal data using machine learning and database connectivity, minimising false positives and providing clear insights.
This allows companies to effectively handle personal data, contributing to increased compliance with the POPI Act, and uphold data subject rights.
AI-based solution designed to automate personal data discovery and classification.
Discover personal data across multiple systems in the cloud or on-premise.
According to POPIA, organisations are required to maintain documentation of processing operations (or records of processing activities). The documentation should include the following information:
Data Processing Inventory represents one of the main compliance pillars that gives you an overview of all important information about data processing within your organisation.
Data Processing Inventory is a one-stop solution for managing all data processing activities within an organisation.
An easy-to-use interface provides a clear overview of your status while assigning roles that can create, update, edit, and manage your data processing inventory with real-time updates on changes and responsibilities.
Automating manual record-keeping tasks saves time and resources while ensuring that data protection efforts are fully compliant with regulations.
Provides an overview of data processing information and procedures.
According to POPIA, processing personal information is strictly allowed upon obtaining consent from the end-user, specifically for the purposes for which the information is collected. Additionally, Individuals retain the right to withdraw their consent at any point.
Businesses must be able to demonstrate compliance with consent requirements. This necessitates maintaining detailed records of consent obtained, including when and how it was obtained.
However, companies often lack insight into given consent and cannot track and monitor consent collection, opt-ins, and opt-outs, unable to demonstrate compliance.
The larger the scale, the more operational challenges the company will face, and having consents scattered across multiple channels makes this task complicated and needlessly difficult.
The Consent Management module addresses operational challenges related to consent management, providing real-time visibility into the entire lifecycle of personal data from initial opt-in to eventual removal.
This comprehensive view facilitates clear oversight of activities and allows for easy demonstration of compliance with data subjects at any level and at any time.
Furthermore, the module enables integration with front-end consent collection channels and centralised management of notices, which can be propagated across all consent collection channels. This automation ensures consistent and updated information across various marketing platforms.
Single source of truth
The module allows you to start or terminate processing activities timely to ensure that all processing activities are compliant.
Simple demonstration of compliance
Create a clear view of activities that can demonstrate compliance for any data subject at any level and at any time.
Easy integration
Seamless integration with consent collection channels such as CRM systems, marketing platforms, websites, and mobile applications, streamlining automation of marketing activities based on consent.
Consolidate your data and prioritize your relationship
with customers.
It’s important for organisations to have processes in place to promptly handle these requests to ensure compliance with POPIA. Businesses should implement systems and procedures to manage data subject requests efficiently and effectively.
Data Subject Requests are one of the most challenging areas to cover since all data subject rights require different workflows to register, process, fulfil, and document requests.
POPIA creates the following rights for South African citizens (data subjects):
• Right to be notified about the collection and processing of personal information
• Right to access personal information
• Right to request correction of personal information
• Right to request deletion of personal information
• Right to object to the processing of personal information
• Right not to have personal information processed for direct marketing through unsolicited electronic communications
• Right to not be subject to a decision that results in legal circumstances based on the automated processing
• Right to complain to the Information Regulator
• Right to effect judicial remedy
Source: https://www.dst.gov.za/images/SECTION_18_CONSENT_FORM.pdf
Data Subject Request is a module for managing and coordinating data subject rights. It automates the entire process so that the IT systems where the data is stored can execute user requests promptly.
The process becomes an automated workflow, giving a clear insight every step of the way, from registering the user request through request approval and data processing to notifying the user about the request’s outcome.
Most importantly, the Module represents a central place for supervising requests and provides the Information Officer with all the information necessary for managing requests within the response time limit.
Automation
Automates the entire process to manage IT systems and data storage repositories of personal information and to execute user requests timely and accurately.
A central place for requests
Get clear insight every step of the way, from registering a user request through request approval and data processing to notifying the user.
Execute user requests timely
Execute data subject requests within the time limit for responding to the request.
Streamline the process for managing and fulfilling data subject requests.
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