Data pro­tec­tion soft­ware
for ex­tern­al DSB

The re­port­ing/up­dat­ing work­flow helps you to ef­fi­ciently or­gan­ise the cre­ation and main­ten­ance of the record of pro­cessing activ­it­ies (VVT). You send web forms dir­ectly from the system to the data con­trol­lers at the client, which de­scribe the pro­cessing activ­it­ies in a struc­tured manner. After re­view­ing them, you trans­fer the in­form­a­tion to the VVT or return queries and re­quests for ad­di­tion­al in­form­a­tion.

Re­mind­ers can be sent at defined in­ter­vals for updates; in ad­di­tion, data con­trol­lers can sup­ple­ment or update their pro­cessing activ­it­ies in an over­view. You will be in­formed of any changes. The ex­ten­sion in­cludes the stand­ard web form as well as in­stall­a­tion and setup; cus­tom­isa­tions can be im­ple­men­ted by otris Con­sult­ing.

The enquiry work­flow helps you to auto­mat­ic­ally record in­com­ing in­quir­ies in otris privacy and to doc­u­ment the pro­cessing pro­ced­ure in a trace­able manner. En­quirers can submit in­quir­ies by e-mail or via a web form, in­clud­ing at­tach­ments. The in­quir­ies are then pro­cessed in a struc­tured manner in the system.

With the ‘Data breach’ ex­ten­sion, you provide your client’s em­ploy­ees with a process for re­port­ing in­tern­al data breaches in a struc­tured manner. A web form is used to record the cir­cum­stances, af­fected data cat­egor­ies, af­fected groups of people and meas­ures already taken – without any special know­ledge of data pro­tec­tion.

The report is sent to the pre­defined re­spons­ible de­part­ment. In ad­di­tion, the system sends a no­ti­fic­a­tion email; re­cip­i­ents can be con­figured. A report on the in­cid­ent is auto­mat­ic­ally provided.

Once you have set up a data pro­tec­tion or­gan­isa­tion, you can reuse it in otris privacy and use it as a tem­plate for other clients. This allows you to draw on proven struc­tures and pro­cesses for new clients and adapt them in just a few steps. As a result, you can start op­er­a­tion­al work more quickly and reduce the effort re­quired for new setups.

Com­mu­nic­a­tion with clients is a central part of ex­tern­al data pro­tec­tion work. otris privacy sup­ports com­mu­nic­a­tion via func­tions such as web forms, which are used to sys­tem­at­ic­ally query pro­cessing activ­it­ies at data con­trol­lers on the client side.

After your review, queries can be sent to the client or in­form­a­tion can be trans­ferred to the record of pro­cessing activ­it­ies (VVT). The process, in­clud­ing com­mu­nic­a­tion, com­ments and notes, is auto­mat­ic­ally logged. This creates trans­par­ency and sup­ports activ­ity records and trace­able service billing.

otris privacy sup­ports you not only in op­er­a­tion­al data pro­tec­tion work, but also in ad­min­is­trat­ive tasks. This in­cludes doc­u­ment man­age­ment: from meeting minutes to service con­tracts to order doc­u­ments, you can manage client-related doc­u­ments in a struc­tured manner within the system. In ad­di­tion, you can track ex­penses per client, use eval­u­ations for your con­trolling and create trans­par­ent in­voices.