Ex­tern­al data pro­tec­tion with a pro­fes­sion­al tool: eco­pro­tec uses otris privacy

eco­pro­tec provides data pro­tec­tion ser­vices to ap­prox­im­ately 250 cus­tom­ers. The high quality of its ser­vices is also a result of the company’s self-image: re­li­ab­il­ity, open com­mu­nic­a­tion and part­ner­ship with cus­tom­ers are among its core values. Another com­pon­ent that makes eco­pro­tec suc­cess­ful is its benefit-ori­ented di­git­isa­tion strategy. Before in­tro­du­cing the special soft­ware otris privacy, the company used a system it de­veloped itself to set up and main­tain data pro­tec­tion or­gan­isa­tions for clients. As the number of clients in­creased, so did the effort re­quired to main­tain an over­view.

‘In our self-de­veloped system, we used Office products in com­bin­a­tion with our own soft­ware ap­plic­a­tions. As a result, all the in­form­a­tion for a client was not stored in a central loc­a­tion, but dis­trib­uted de­pend­ing on the content. The main ob­ject­ive in ac­quir­ing spe­cial­ised data pro­tec­tion soft­ware was to reduce the doc­u­ment­a­tion work­load and improve per­form­ance in serving our cus­tom­ers,’ ex­plains Patrick Borkowski, head of the data pro­tec­tion and man­age­ment systems di­vi­sion.

otris privacy as a cent­ral­ised system
After the in­tro­duc­tion of otris privacy, all data for each mandate is now stored in a cent­ral­ised system. This not only creates trans­par­ency, but also im­proves the ef­fi­ciency of pro­cessing work­flows. ‘otris privacy helps us to ensure long-term support for each cus­tom­er in ac­cord­ance with uniform stand­ards within the scope of the po­s­i­tion of ex­tern­al DPO,’ says Patrick Borkowski.

Ensure service quality
The stand­ard­ised pro­cesses in otris privacy improve both ef­fi­ciency and service quality: the struc­tures of entire data pro­tec­tion or­gan­isa­tions can be du­plic­ated with just a few clicks and adapted for a new cus­tom­er.
‘By ad­opt­ing ex­ist­ing struc­tures, we are not only faster, but also ensure the quality of our service: we map our data pro­tec­tion know-how in otris privacy by stand­ard­ising proven pro­cesses with the soft­ware,’ ex­plains Patrick Borkowski.

Proven process
The im­ple­ment­a­tion of in­di­vidu­al data pro­tec­tion checks (e.g. website check, ma­tur­ity ana­lys­is, AV con­tracts, etc.) thus follows a proven pattern. The large pool of tem­plates for pro­cessing activ­it­ies, meas­ures, check­lists and forms that eco­pro­tec has stored in otris privacy helps the data pro­tec­tion of­ficers in their work: pro­cessing op­er­a­tions can be checked im­me­di­ately for data pro­tec­tion com­pli­ance. The linking of meas­ures after the check makes the current data pro­tec­tion status trans­par­ent: the meas­ures over­view is a living doc­u­ment that shows the client what needs to be done. The cock­pits in otris privacy serve as proof of the con­form­ity of the data pro­tec­tion or­gan­isa­tion: ‘We can quickly see the status of the rel­ev­ant build­ing blocks within the cus­tom­er’s data pro­tec­tion or­gan­isa­tion via the cock­pits and thus provide re­li­able proof for ac­count­ab­il­ity,’ ex­plains Patrick Borkowski. ‘This helps both us and our cus­tom­ers to achieve our common goal faster: a secure, ef­fi­cient and trans­par­ent data pro­tec­tion or­gan­isa­tion.’