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WHAT’S INVOLVED?

Our process is very simple:

1) We set up you as the franchisor with your own GDPR Management System

2) We arrange one to one consultancy sessions with you and your team to educate you about data protection, and complete your system/s so that you can demonstrate and manage your own legal responsibilities

3) We set up every franchisee with their own GDPR management system/s

4) We arrange ongoing one to one consultancy sessions with EVERY franchisee to educate them about data protection and complete their system so that they can demonstrate and manage their legal responsibilities

5) We then work with you to create your own GDPR overview system which gives you a bespoke view of your WHOLE network – you can see potential risks, support your franchisees, report accurately to the board and provide additional value to your network

How does this benefit you and your franchisees?

1. Saves you time. Making sure each franchisee is meeting their legal requirements is a lengthy and time-consuming process. 

We do all that work for you

• Gives you Understanding. Our process makes sure that you are aware of EXACTLY what is going on with your data across the WHOLE business AND your franchisees understand as well.

• Identification of risks. As we are speaking to all of your franchisees we will be able to identify risks to your brand that you never even knew existed.

• Instant reporting. Once your franchisees are up to speed with the system/s you will be able to activate your management overview system. This means that you will be able to audit/report/identify risks/manage at the touch of a button.

This leaves you more time for your franchisee to run their business and make more money for them and you

• Unique added value consultancy. As we work one to one with your and each of your franchisees, you essentially get a one to one consultancy service – at no additional cost to you.

What are the risks to them as a franchisor and their franchisees

What are the benefits of using the site and why can’t we just use a spreadsheet

What are the consequences if we do nothing?

What happens if the law changes?

Reporting

For ease of reporting to senior management or your supervisory authority we have created 3 reports for your benefit.

• Accountability – Engaging with the GDPR creates a lot of information – this report distils that information into relevant summaries of the key information required – it identifies your inbound and outbound data flows and includes each use of personal data, which data is included, your purpose for using it,  your chosen lawful basis, your retention period and where you send the data.

• Gap Analysis – being able to see at a glance where the gaps are in your OFFICE system as a whole is critical to the smooth ongoing management of your GDPR responsibilities. Our Gap Analysis report enables you to see which assets need attention, which personnel need assigning and which personal data fields need attention.

• Personal Data Locator – when a request for information comes into your organisation, you need to be able to move quickly to answer the request or question. The Personal Data Locator report will tell you where each type of personal data that your organisation processes is held or used. This could be on an asset or in a data flow. You can also choose to only find data that relates to children should you need to.

Documentation

•  Creation – One of the key responsibilities that your organisation has is to have up to date relevant policies and procedures. Each of our systems gives you bespoke documentation which includes a breach management policy and procedure, subject access request documentation, privacy policy and for CCTV a public notice document. All documentation is updated automatically as you use the system so you don’t have to worry about trawling through old paper documents to try and update them every year!

• Upload – Of course you may have already spent lots of money on having your own documents written so we give you a place to store all of your relevant data protection documentation so that you don’t have to move the water cooler to find the policy you are looking for!

Unlimited Users

There are different people with different levels of access to personal data within your organisation. Some will need access to your OFFICE or CCTV GDPR System and others won’t even know it exists! We don’t want you to be hamstrung by this, so you have the opportunity to add unlimited users to enable you to demonstrate full transparency and accountability. You can even add outside suppliers to the system (IT company for example) so that they can populate the system with the information you pay them to know and then you can delete them afterwards.

If your organisation has many different locations or departments it represents a data protection management nightmare. This system enables your DPO or organisations lead on data protection to access, view and report at a granular level on your organisation as a whole whilst being able to drill down to each site’s specific progress with their data protection responsibilities.

Want to know more? Give us a call or email us on Tel:01865 600 410 | info@GDPRsystems.co.uk

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