Jodi Daniels is a privacy consultant and founder/CEO of Red Clover Advisorsone of the few Women’s Business Enterprises focused on privacy.
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Managing data privacy activities can be a full-time job, but most startups don’t have the resources or staff to do it.
Fortunately, there are several software programs available to help you run your data privacy and compliance programs. But while using a program can make things easier, choosing a program isn’t always easy.
If you researched the ‘best privacy management software’, you would get pages and pages of results with rankings, ‘best of’ and ‘top 10’ lists. But those lists don’t take into account the complex nuances of sectors and regulations. What works for one company may not work for another. And even what works for one company in one state may not work for the same company in another state.
This is because consumer data privacy regulations are an evolving landscape with constantly changing laws and best practices. But as the founder and CEO of a privacy consulting firm, I’ve found that there are a few ways to make a ready-made program highly effective.
Here are seven questions you can use to choose the right privacy management software for you:
1. How easy is the program to use?
2. Can it help build a data inventory?
3. How does the software protect customer data?
4. What kind of customer support is available?
5. How customizable and automated are the discovery and classification features?
6. Does it have reporting and analytics capabilities?
7. How many laws does it comply with?
1. How easy is the program to use?
The point of getting a software program to manage your privacy compliance is to simplify the process. But a non-intuitive platform that doesn’t integrate well with your existing programs will only complicate things. Look for a program with reasonable disaster recovery and a reputation for successfully streamlining privacy processes.
2. Can it help build a data inventory?
A data inventory is the most important fundamental tool for building a privacy program. Data inventories provide a comprehensive overview of your entire data management program, including:
• What consumer information you collect and why;
• Data collection methodology;
• How data is used;
• Where and for how long data is stored;
• How data is protected and where it is at risk of exposure;
• Who has access to the consumer data collected by you.
Make sure the privacy management platform you’re considering makes creating and reviewing your data inventory a more manageable process to complete and understand. Many software programs even help create a data map, which provides a visual representation of the flow of data in the organization.
3. How does the software protect customer data?
Privacy and cybersecurity are related, but not the same. A successful privacy management and compliance program uses both process and technical tools to build redundancies that keep your customers’ data as secure as possible.
But saying your customers’ data is safe in their hands is one thing; it’s another thing to back up their promises with strong security measures. That’s why it’s critical to thoroughly review your favorite privacy software for its security measures. Think about questions like:
• How is customer data protected?
• Do their employees and contractors need to undergo security and privacy training?
• What does their incident management program look like?
• What technical prevention measures do they use?
But remember: security starts at home.
While auditing your suppliers is a best practice, you should keep your data private as much as possible on your end. You can further protect your customers’ information using the least privilege principle, meaning your employees have access to the minimum amount of data they need to do their job. Continuously educating your employees on privacy best practices is a different kind of process security.
4. What kind of customer support is available?
Even the best software program sometimes doesn’t work properly. When you need to fix a bug, implement a new process or integrate your processes into the new platform, time matters. There is nothing worse than needing a solution ASAP to reach a closed customer service line.
Check out their support program before choosing privacy compliance software. You don’t necessarily need 24-hour concierge-level assistance, but you also don’t want a product that only offers customer support through an FAQ page on the company’s website.
5. How customizable and automated are the discovery and classification features?
To maximize your turnkey software solution, look for a program that offers a high degree of customization and automation. When you refine your specific business needs and automate processes, you can focus on your bigger strategy, instead of wasting time and energy solving basic problems.
6. Does it have reporting and analytics capabilities?
Continuous process improvement is a business buzzword for a reason. Using performance data can tell you everything you need to know about individual rights requests, response rates, whether or not data is cross-border, business purposes, and more. This information can help you improve your data collection and management practices and your business.
Choose a compliance program with an analytics dashboard that helps you identify risks before they become crises and opportunities for improvement before they disappear.
7. How many laws does it comply with?
Unlike the European Union, whose General Data Protection Regulation applies to businesses and residents of all member states, the US has no federal law on digital consumer privacy. Instead, it is up to each state to regulate the privacy of online consumers.
This sectoral approach means that privacy compliance obligations differ from state to state. These laws are also regularly amended and more are passed each year. This means you need compliance software that supports compliance with all existing laws and hopefully promises updates when new laws come into effect.
It should also have variable controls that allow companies operating in multiple jurisdictions to tailor their data management program accordingly.
Cost-effective, Competent Compliance
These tips can help you select privacy compliance software to ensure you choose the best program for your needs. By using the best program for you, achieving cost-effective, competent compliance becomes a reality.
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