We hope you can join us!
GDPR One Year On: What Does a Perfect Privacy Programme Look Like?
Free Web Conference – Brought to you by Exonar
Broadcast date: 2:00pm, April 24, 2019
One year on from the introduction of the EU General Data Protection Regulation (GDPR), join Exonar and experts from the field in discussing ‘What does a perfect privacy programme look like?’
In this web conference we will hear from our panel of experts as they discuss:
In addition to discussion from the field, our panel will also discuss Exonar’s recent findings based on surveys of 100+ organisations and consumers into:
“What’s Next with Personal Data Inventory?” – Exonar have profiled 100+ organisations’ attempts to create personal data inventory. One year on we ask what monitoring and compliance actions they are now planning to take as a result.
“Consumer Attitudes to Subject Access Requests (SARs): A SARvey” – Exonar have surveyed 100+ consumers to assess their sentiment towards data privacy and the ability to exercise their privacy rights.
There will be a live Q&A session in the final 15 minutes of the webinar so, to avoid missing your chance to contribute, register on the form below:
John Tsopanis, Data and Privacy Director, Exonar
Ralph O’Brien CIPM, Vice Chair UK Data Protection Forum, Principal Reinbo Consulting
Sophie Payne, Customer Success Lead and Data Scientist, Exonar
Ben Falk, CEO of Yo-Da, Your Data
Book your place now:
We know how expensive and disruptive subject access requests can be to your organisation. Exonar offers the SARlution allowing you to process SARs in minutes, not days. Simply connect to all of the sources of your customer data; emails, databases, word documents and spreadsheets, in your fileshares or in the cloud. Our interface is intuitive and easy to use offering simple search, drag and drop query building, data visualisation, online progress tracking and more. Once done, simply export and update your case.
Watch our demo video to see how we make subject access requests simple.
Free IAPP Web Conference – Brought to you by Exonar
Broadcast date: Thursday, February 7, 2019
Time: 8:00–9:00 a.m. PT, 11:00 a.m.–noon ET, 4:00 – 5:00 p.m. GMT
With the introduction of the EU General Data Protection Regulation, the California Consumer Privacy Act and other global privacy laws, people have increased expectations of how their personal data will be handled and protected. This is driving up the number of inquiries for data subject access requests and requests to exercise the right to be forgotten. Exonar recently surveyed a number of organizations to understand how they have been coping with these new and increased privacy control operations, and the results were remarkable.
Join us for this upcoming web conference to hear from the field about these survey results and more, including:
Dave Cohen, CIPP/E, CIPP/US, Knowledge Manager, IAPP
Adrian Barrett, CEO, Exonar
Phil Lee, CIPP/E, CIPM, Partner, Privacy, Security and Data Protection Practice, FieldFisher, London, U.K.
Steve Wright, GDPR Advisor at Bank of England, CEO, Data Privacy Architect, Privacy Culture, London, U.K.
Book your place now: exo.nr/IAPP-webinar
Confucius once said ‘Life is really simple, but we insist on making it complicated.’ One can only imagine Confucius’ reaction to a roundtable with a DPO, CISO and CIO in 2018. ‘You connected what, why?’ ‘You understand this behaviour, how?’ ‘Robots are storing information, why, how and where?’
Staring bleary-eyed back at Confucius the tech leaders might retort, ‘We aren’t making it complicated, we are the ones managing complexity.’
Herein lies the reality for the technology leader in 2018; the advance of technology lies outside of our control, and like the frog in the boiling pot, the heat to protect critical data is starting to bubble, with little support for upgrading the more resistant capabilities of those who find themselves in the pot.
In a search for that extra protection, DPOs in particular are turning to technology, and here’s how.
The Era of the Technology Enabled DPO has Begun
The 2018 EY-International Association of Privacy (IAPP) study showed that 56% of businesses believe they are not entirely GDPR compliant with 20% of businesses believing full compliance is impossible.
To understand how DPOs are turning to technology to close the compliance gap, let’s look at how spending on data privacy/GDPR compliance has changed over the past few years.
The EY-IAPP report has a few telling statistics in this regard:
The observed compliance gap, alongside the shift away from human-resource spending to technology spending, suggests that the problem of data discovery, compliance and security is one whose solution supersedes the capabilities of even the best-intentioned human resources.
At the same time the number of DPOs are on the rise, with DPO vacancies up a staggering 700% from 2 years ago.
We can learn two things from this:
And so the era of the technology enabled DPO has begun. Fortunately, technology for DPOs seeks for the most part to automate manual process, making the marriage between humans and tech in data protection truly Cyborgian in nature.
This marriage should seem intuitive as the first role of any newly appointed DPO is to answer, ‘What data do I have? Where is it? Who has access to it? How is it secured?’. It’s unrealistic for Data Protection Officers to be literally hands-on with data in 2018 hence smart data discovery and control tools coming to the fore.
So what technology solutions can help?
Data discovery and compliance technologies like Exonar in the UK have emerged in the past 18 months with plug in and play solutions for automated enterprise data discovery where previously none existed. The solutions discover data automatically to create accurate, real-time, classified inventories of information that allow DPOs to see a full breakdown of data and its sensitivity across an organisation, enabling DPOs to govern and protect data effectively.
Through the marriage of DPOs and data discovery technologies, data protection programmes can instantly become much more achievable, accurate, and less work for those involved. The era of the technology enabled DPO has begun.
Data and Privacy Director, Exonar
Newbury, UK, November 2018: Exonar has launched a new website to showcase its Case Management Module that can dramatically decrease the time and cost involved in processing Subject Access Requests (SARs).
SARlution demonstrates an easy way to deal with SARs by using Exonar’s platform to find all the necessary personal data digitally, understand how that data is processed and stored and create simple templates to complete SAR cases. The graphical dashboard shows how many SARs have been processed and how many are waiting to be processed and tracks the time to completion.
SARs can be expensive and disruptive to an organisation. To address this Exonar’s platform maintains an up-to-date index of all information. It uses machine learning to understand customer data in emails, databases, word documents and spreadsheets. It’s automated and intuitive, enabling rapid data collation to reduce the time required for processing SARs.
As an example of the complexity involved with completing requests, when an Exonar employee submitted a SAR to their bank – with whom they have been a customer for over 10 years – they received around 800 sheets in 15 reims of paper.
Adrian Barrett, CEO and founder of Exonar, said: “SARs can contain a huge amount of information, often filling two or more courier shipping boxes. Finding, collating and redacting all of this information can hit organisations hard in terms of both cost and time to complete. But the latest technology can dramatically reduce the complexity of dealing with requests, driving down the time required to complete requests from days to minutes.”
SARs and GDPR
SARs were first introduced by the 1998 Digital Protection Act. But since the introduction of the EU General Data Protection Regulation (GDPR) in May 2018, the time that organisations have to complete requests has been cut from 40 days (as per the 1998 DPA) to one month. Organisations must also complete requests free of charge in most cases.
Failure to comply with requests or meet deadlines can expose organisations to new enforcement measures wielded by the UK’s Information Commissioner under the GDPR, including large fines.
But faced with these changes, many organisations will struggle to complete SARs due to the many systems, departments, processes, people and business units often involved when fulfilling a SAR. Exonar spoke to a previous SARs processor within the NHS about the challenges faced when dealing with Subject Access Requests in an under-resourced environment. Read the full article here: exo.nr/SARsNHS
The cost of compliance
The new guidelines present significant challenges to organisations that rely on old processes. For example, Exonar’s recent Freedom of Information research into how the public sector deals with SARs found that the average cost of processing a request is £145.46, but in some cases the cost was much higher such was the complexity of finding data and the associated administration.
The research also found that many organisations failed to meet the deadline for providing answers to its FOI requests (requests must be completed within 20 working days). The average response time was 24 days, highlighting the difficulty that many will face complying with requests under the new GDPR requirements.
Exonar’s platform solves these issues by discovering and offering instant visibility of sensitive data so organisations can complete SARs quickly, as well as improving risk management and cyber security.
Barrett concluded: “Exonar’s case management module offers a simple dashboard with a complete overview of SAR cases including detailed reporting and insight into bottlenecks. Easy to create templates allow untrained users to instantly find information related to an individual, and documents can be easily reviewed without the need to access the originals. It makes SAR processing simple and painless allowing the business to free up valuable personnel to focus on the business.”
Exonar solves a problem common to all organisations and their senior information owners, “I just don’t know what I’ve got”. Exonar finds and fixes an organisations’ information, from databases to documents – swiftly and at scale. We use machine learning to understand what’s important, where it is and who has access to it.
Exonar identifies documents containing passwords, customer and confidential information enabling successful governance, risk management, document retention, cyber security and compliance with regulations such as GDPR and CCPA – with ease.
We enable organisations to better organise their information, removing risk and making it more productive and secure. Visit us at sarlution.com to learn how your SAR process can made quicker, easier and much more cost effective.
GDPR Myths: It was inevitable that once GDPR had made its grand entrance on May 25th, hearsay, speculation and scaremongering was going to dominate the headlines. Some of those stories are still circulating, however – NatWest have published an article that puts to bed 5 common myths around GDPR that all SME business owners should get clued up on.
This informative article also features a comment from our COO Julie Evans, speaking about the importance of data security in line with the new regulations.
Read More: exo.nr/GDPRmyths
A First-Hand Account of the Problematic Role of SARs Processing.
It’s widely known that resources within the NHS are stretched. So what happens when an institution that is already buckling under the pressure receives a consistently large volume of SARs with tight delivery deadlines? Now that they’re free of charge for the public to request following the introduction of the GDPR mandate in May, it’s not just the NHS who are struggling to manage the pressure of the increased quantity of SARs. Even large organisations with chunkier department budgets are struggling to maintain their current pace of responding to SARs. However, at Exonar, we believe we have a solution that will dramatically reduce human effort in processing SARs, easing the pressure on admin staff across the globe, in any sector.
To highlight the need for more system automation, we spoke to a former NHS employee who shared their insights in regards to processing requests in a recent exclusive interview with Exonar’s Head of Marketing, Dan Welberry. The following points were discussed during the interview;
Why Do the Public Need Access to their Data?
‘Within the NHS, a subject access request is usually raised for one of two main reasons;
‘Before any request for information is considered, the following steps must be taken:
Image source: Black Country Partnership NHS Trust; Subject Access Request Procedure
Since the GDPR mandate was introduced on May 25th, there are now no fees charged to the public for processing SARs.
Privacy, Confidentiality and Sensitivity of Data Handled
‘Whenever assessing a case, the privacy of the individual has always been the most important thing to me. If there was any information required that couldn’t be provided, the request would be declined and I would want to be sure that all the right documents were in place before any records were retrieved. There was always a need to also consider the content with discretion too. There may well be a case where the requested content could contain very private information – information that actually might not be helpful or upsetting to the family and therefore could perhaps be withheld or redacted. Where historical records were requested, there was also a case for reviewing the language used. What might have been appropriate to say a number of years ago may not now be so politically correct today – this too would have to be reviewed.’
Issues With Processing SARs Within the NHS
SAR Size and Scale
‘To give you an idea of the scale of typical requests, I believe the following to be a fair assessment:
‘When considering the delivery time, you have to take into account a number of factors. Firstly, an FOI must be completed in 20 working days and a SAR will be one month to collate after GDPR is introduced on May 25th (previously 40 days). Crucially, a SAR demanding one month lead time means that all weekends and public holidays are included in the time allowance. Whilst the work is being undertaken, all cases must remain on the premises and locked away when not being reviewed. This can result in a fair amount of late nights which of course can be counterproductive when you really need to be very alert.
It’s my opinion that the ICO (Information Commissioner’s Office) provide very little support other than the information provided on their website. This in itself can be challenging as it’s written in a very ‘legal’ way, so it can often feel like taking guidance rather than knowing confidently that you are delivering what’s required. I recall when I started that very little training was given other than a quick run-through of some legislation. This worried me as I soon realised how forceful lawyers and the general public can be!’
What Would Make the SAR Process Easier Within the NHS?
‘During my time at the NHS, I often thought about how much easier the whole process would be with technology. I accept that the manual process of scanning would still be required, but the reading and redaction process could be completed in a fraction of the time. Consider these further issues once the collation process is complete – all impacting further on time and resources:
Having watched a product demo, it’s my belief that the NHS and central government would benefit hugely from the Exonar software. I know that from my experience, it would have made my life in SARs delivery so much easier! The initial outlay to install the platform in Trusts across the UK would save the NHS an untold fortune, and it’s here where I believe that Exonar would provide the most value. If SARs can be produced in minutes, not days, this will significantly speed up processes, release some of the burden currently weighing heavily on the NHS and centralise patient documents, allowing for better data security. I can’t think of a single reason why the NHS shouldn’t invest in Exonar – to me, a former data handler on the front line, it’s a no-brainer!’
Do you work in an industry that is buckling under the pressure of SAR requests? We’d love to hear from you. Please reTweet this blog using #SARWars and tell us all about your Subject Access Request woes!
The 5 Key GDPR Changes at 100 days and counting
September 2nd marked 100 days since the General Data Protection Regulation (GDPR) came into force. The new rules marked a much-needed update to the UK’s aging 1998 Data Protection Act.
The update had been a long time coming. So what have we learned so far? Here’s five ways that GDPR has shaken up the way we gather, store and process data.
1. Effective data management starts with discovery
With the amount of data collected and stored by organisations large and small, data discovery has played a major role in achieving GDPR compliance.
What’s more, being able to react to changes in user habits and trends, like permanently deleting social media accounts or customer history and interactions, has added complications to data management that must be addressed.
Advances in technology, like Big Data and Machine Learning, have added a level of simplicity to creating a data inventory. When implemented correctly, these principles can be used as part of an eDiscovery and data mapping process with the ability to rapidly find and categorise data and to do so on an on-going basis – ensuring continual compliance for an organisation rather than just at a single point in time.
The added benefit of a digital discovery process is that unknown data is often identified and located. It’s vital that all data is accounted for to ensure compliance. After all, you don’t know what you don’t know.
2. The price of non-compliance
Failure to comply with the GDPR can lead to heavier punishments than ever before. Fines for malpractice have increased from a maximum of £500,000 up to €20 million, or 4% of annual turnover (whichever is higher).
What’s more, individuals can sue a business for compensation to recover both material damage and non-material damage, like distress.
Article 82 of the GDPR states that any person who suffered material or non-material damage as a result of an infringement of the GDPR has the right to receive compensation from the data controller or processor for the damage suffered.
Therefore, it’s possible that compensation claims could reach huge numbers if a breach occurs on a large scale under the new rules, increasing financial losses as well as consuming vast amounts of time dealing with individual litigation. Just consider the recent British Airways data breach, where BA revealed that 380,000 customer transactions had been compromised. As well as potentially facing an enourmous fine under GDPR, it may be the case that every customer will be eligible for compensation.
3. Dealing with SARs
Subject Access Requests (SARs) are not a new component of the GDPR, they were first introduced under the 1998 DPA. However, GDPR has made several changes to the way that SARs (or a Right of Access as they are known under GDPR) operate which organisations must be aware of.
To begin with, organisations can no longer charge for producing SARs, and they have less time to complete them (one month, instead of 40 days).
Exonar’s own research found that many organisations struggled to meet the deadline for providing answers to FOI requests (FOI requests must be completed within 20 working days), highlighting the difficulty that many will face complying with requests under the new GDPR requirements.
The time taken by public sector organisations to respond to an FOI varied from one day to 159 days. On average it took 24 days, with the NHS averaging 27, emergency services 21, central government 22 and local government 23 days.
In another survey Exonar carried out before GDPR came into force, 57% of individuals said they would want to request their data as there is now no cost. This means organisations need to ensure they are prepared for a significant increase in the number of requests they handle.
They also need to ensure they are giving users the data they are expecting. For example, Spotify users recently noticed that although they have access to data download tools, to get hold of all of the data held – such as telemetry or A/B testing – a SAR needed to be sent to Spotify’s privacy team.
But the latest technology can help. Platforms are available that can map and understand any information held and create an index which can then be searched in seconds, no matter how much data is held. This greatly reduces the time and cost of managing data and compliance, and in fact it can reduce the cost of processing a SAR to zero.
4. Understand your data
Achieving compliance with the principles of GDPR is an ongoing task, but it becomes a simple one with added benefits once you understand the data you hold and how it’s processed. A completed audit shouldn’t mean you then stand still. Data should be continually reviewed to better organise and refine management processes.
Removing risk, especially if it’s data that has no value, is vital. When you understand your data, it makes it much easier to identify and act on duplicate, obsolete or redundant data and therefore minimise storing and processing costs.
The latest tools are able to search your sensitive information and index files in any format, no matter where the data is held, such as mail servers or the cloud. This means locating and understanding information like passwords, credit card details and confidential records is simple.
5. Beyond GDPR
Although it applies mainly to data processing, the effects of GDPR are far reaching and a successful programme of compliance often brings additional benefits, such as improvements in efficiency and productivity, tighter cyber security and increased customer loyalty and trust.
Of course, in a perfect world, data would already be stored securely and processes would be in place to ensure continued compliance.
But the good news for any businesses concerned about GDPR compliance and surviving the next 100 days is that the tools mentioned above are all available today. And not only will they help you become compliant, but they will ensure you remain compliant and in control of your data.
Adrian Barrett, CEO and founder, Exonar
To find out more about the tools that can help you to discover and understand your data, visit exonar.com. For specific help with SARs, see sarlution.com.