1. Privacy rights management
Several privacy regulations stipulate that consumers have the right to access, change or delete their data. Businesses need to manage these rights and the associated requests without burdening limited or high-level staff. Businesses might also need to manage access rights and requests from vendors and other business partners. Request volume can vary throughout the year, significantly increasing during breaches, marketing campaigns or other activities that bring the company into the public spotlight.
Managed services can provide privacy specialists to manage, triage, coordinate fulfillment, respond to individuals and track requests. Then, businesses can review and approve communications and results from identity verifications and data retrievals, making decisions on request denials. “From an operational efficiency and accuracy perspective, managed services can provide a business with peace of mind when the future volume of privacy requests is unknown,” Ren said.
2. Data inventory management
You need to continually maintain, update and enhance your data inventory. An ongoing data inventory sets the foundation for your privacy program. “It’s really critical to know where your data is, but it’s a time-consuming process to inventory your data and map out data flows to understand exactly where and when it’s leaving your organization – and what the downstream obligations are for that data flow,” Davis said. Many businesses have paid the price for having outdated data inventories that led to unprotected data. “The majority of the regulatory fines we’re seeing are based around the breach. Knowing where the data resides will allow you to put increased controls in place and manage some of the downstream implications.”
3. Privacy impact assessment (PIA)
A PIA evaluates data protection risks and makes companies evaluate and document risk mitigation plans. PIAs are a leading practice, and many privacy regulations require that companies complete PIAs for higher risk processing activities and for new projects that pose risks to personal data. If your data and data protection risks continually change, this assessment is an ongoing activity.
Managed services can help run a PIA, evaluate risks, document responses, manage remediation tracking and provide regular updates. Then, businesses can receive regular status updates, reviewing and approving the risk evaluation and remediation activities. “Managed services will run DPIA processes from launch, documentation, validation, improvement, review to finish,” Ren said. “Afterward, companies often demonstrate enhanced compliance status, cost savings and improved stakeholder relationships.”
4. Privacy tool management
Many companies use privacy technology tools to support their privacy program. These tools take a significant burden off the privacy team and provide automation to streamline many privacy program activities. However, as the regulatory environment continues to change, so do the privacy tools. As a result, companies are forced to monitor tool updates and then to update configurations accordingly. Companies do not always understand the best way to leverage the solutions, and often find it challenging to get the answers that they are looking for from their technology vendors.
Managed services can help manage your tools, apply and test new updates and monitor the health of the technology platform. Managed services teams regularly work with privacy solutions in a variety of client environments and can provide unique insights regarding how to optimize the solution and maximize your ROI. This ongoing management can also help to identify when tools will require changes or reconfigurations to accommodate new changes in your products, distribution or sales channels.
5. Privacy regulation updates
Regulatory changes don’t come with a software update. Each business has to discern if and how it needs to update its tools and processes to stay in compliance. Sometimes, that requires a rare mix of legal and technical knowledge. Sometimes, it’s clear, but there’s a lot of work to make the change.
Managed services can track new and changing privacy laws, rationalizing them against the current framework so that businesses can review chances to enhance the privacy program for other changes in privacy landscape. “Many businesses realize that they don’t have the knowledge or expertise to adapt, enhance and scale their privacy programs in alignment with the GDPR, CTPA and many more up and coming privacy regulations,” Ren said.
6. Privacy assurance
Once your enterprise privacy program is established, it is time to think of future-proofing, maintaining and improving. A privacy assurance function can help organizations improve the accuracy and compliance of their data privacy, with less burden on internal auditors. But the function will require expertise and input about the organization's privacy operations and IT processes.
Managed services can provide expertise to develop and maintain a rationalized privacy controls framework, conducting quarterly privacy compliance testing and reporting to board members and internal auditors. “A robust and scalable privacy compliance framework serves as a source of truth so that the privacy program can support audit committee reporting and oversight. By investing in the privacy assurance function, organizations can quickly identify regulatory deltas and gaps to focus their improvements” Davis said.