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otris privacy SUITE

Data pro­tec­tion man­age­ment
soft­ware from otris

Manage in­tern­al and ex­tern­al ob­lig­a­tions
Cent­rally doc­u­ment data pro­tec­tion
Fulfil ac­count­ab­il­ity ob­lig­a­tions
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Data pro­tec­tion man­age­ment soft­ware
for in­tern­al and ex­tern­al re­quire­ments

With the data pro­tec­tion man­age­ment soft­ware otris privacy, you can or­gan­ise data pro­tec­tion pro­cesses cent­rally, in a struc­tured and audit-secure manner – within the Company, across your group or for ex­tern­al clients. otris privacy sup­ports in­tern­al and ex­tern­al data pro­tec­tion of­ficers in im­ple­ment­ing legal re­quire­ments and doc­u­ments the record of pro­cessing activ­it­ies (VVT), tech­nic­al and or­gan­isa­tion­al meas­ures (TOMs) and in­quir­ies in a trace­able and ver­sioned manner.

Or­gan­ise in­tern­ally
Cent­rally manage tasks, re­spons­ib­il­it­ies and evid­ence within the Company

Co­ordin­ate across the group
Con­sol­id­ate com­pan­ies, loc­a­tions and roles and eval­u­ate them trans­par­ently

Ex­tern­al support
Manage clients in a struc­tured manner and or­gan­ise pre­par­at­ory work, audit­ing and re­port­ing ef­fi­ciently

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Fea­tures that set our data pro­tec­tion man­age­ment soft­ware apart

The otris privacy SUITE com­bines spe­cial­ist solu­tions for in­tern­al and ex­tern­al data pro­tec­tion man­age­ment in one data pro­tec­tion man­age­ment soft­ware package. The fol­low­ing fea­tures help you to control pro­cesses uni­formly, doc­u­ment evid­ence in a trace­able manner and operate flex­ibly.

User-friend­li­ness. Con­sist­ent and simple.

The spe­cial­ist solu­tions offered by otris privacy SUITE are based on a shared plat­form with a uniform op­er­at­ing concept. This allows you to work in­tu­it­ively, re­gard­less of whether you are man­aging in­tern­al data pro­tec­tion or sup­port­ing ex­tern­al clients.

Fea­tures such as drag-and-drop, context-sens­it­ive menus and guided entries support ef­fi­cient and secure pro­cessing.

Range of func­tions. Combine ap­pro­pri­ately.

The otris privacy SUITE adapts to your re­quire­ments: you select the spe­cial­ist solu­tion, for example for in­tern­al or ex­tern­al data pro­tec­tion, and combine ex­ten­sions such as enquiry work­flow, re­port­ing pro­cesses or client re­port­ing as re­quired.

You can combine solu­tions from the privacy SUITE with se­lec­ted solu­tions from the otris com­pli­ance SUITE, for example for policy man­age­ment or risk control. Our con­sult­ing team will assist you with cus­tom­isa­tion for special re­quire­ments.

Licence model. Flex­ible scaling and sub­let­ting.

The otris privacy SUITE licence model is flex­ible: you can add or remove user li­cences for each spe­cial­ist solu­tion.

Ex­tern­al data pro­tec­tion of­ficers can sublet an in­di­vidu­ally con­figured system to their clients. The client uses the solu­tion on their own re­spons­ib­il­ity, while support is provided in a struc­tured manner by the ex­tern­al service pro­vider.

De­ploy­ment model. Cloud or on-premises.

You decide whether you want to run otris privacy on-premises on your own in­fra­struc­ture or use it as a cloud ap­plic­a­tion. In both op­er­at­ing modes, you work web-based with the same user in­ter­face.

„In close co­oper­a­tion with otris, we have sim­pli­fied op­er­a­tion­al work in data pro­tec­tion.“

Jürgen Kempter
Group Data Pro­tec­tion Officer, Hubert Burda Media

Data pro­tec­tion man­age­ment soft­ware in prac­tice – typical ap­plic­a­tion scen­ari­os

Whether you use the spe­cial­ist solu­tions of the otris privacy SUITE in­di­vidu­ally or in com­bin­a­tion depends on your re­quire­ments. Which com­bin­a­tions are par­tic­u­larly useful for in­tern­al and ex­tern­al data pro­tec­tion of­ficers in prac­tice? Here are a few ex­amples:

In­tern­al data pro­tec­tion man­age­ment

If you want to cent­rally manage data pro­tec­tion in your Company, otris privacy SUITE sup­ports you in the struc­tured or­gan­isa­tion of tasks, re­spons­ib­il­it­ies and evid­ence. You doc­u­ment rel­ev­ant in­form­a­tion in a trace­able manner and keep track of terms and out­stand­ing meas­ures. This creates a uniform work status across all areas.

Group data pro­tec­tion

In cor­por­ate struc­tures, the suite helps to con­sist­ently map com­pan­ies, loc­a­tions and roles. You can cent­rally control data pro­tec­tion pro­cesses and eval­u­ate status and meas­ures across the board without losing sight of the re­spons­ib­il­it­ies within the units. This fa­cil­it­ates control and re­port­ing in complex or­gan­isa­tion­al struc­tures.

Ex­tern­al data pro­tec­tion

As an ex­tern­al data pro­tec­tion officer, you serve mul­tiple clients with dif­fer­ent data pro­tec­tion or­gan­isa­tions. The suite helps you to or­gan­ise your work in a struc­tured manner, stand­ard­ise pro­cesses and doc­u­ment evid­ence in an en­vir­on­ment of audit se­cur­ity. Reports can be created on a client-spe­cif­ic basis and provided con­sist­ently.

Mixed Or­gan­isa­tion

In prac­tice, many or­gan­isa­tions work with in­tern­al re­spons­ib­il­it­ies and ex­tern­al support. The suite helps to clearly define roles and doc­u­ment pro­cesses in a com­pre­hens­ible manner – from pre­par­at­ory work to ap­prov­al. This ensures that re­spons­ib­il­ity remains trans­par­ent, even when tasks are dis­trib­uted among mul­tiple people.

News

Ref­er­ence reports | Tech­nic­al art­icles

to the ref­er­ence report

Data pro­tec­tion with se­cur­ity

At Evonik, data pro­tec­tion is a central com­pli­ance issue with high pri­or­ity ...

To the product world

Whis­tleblower system

Se­curely record and process an­onym­ous mes­sages.

to the ref­er­ence report

Data pro­tec­tion as an overall concept

Hol­ist­ic solu­tion in data pro­tec­tion: control cent­rally, im­ple­ment locally ...

Expert advice on data pro­tec­tion –
from in­de­pend­ent experts

As a soft­ware man­u­fac­turer, otris soft­ware AG sup­ports its cus­tom­ers before, during and after the im­ple­ment­a­tion of otris privacy. However, otris does not offer spe­cial­ist advice on data pro­tec­tion. If you require legal or or­gan­isa­tion­al support or would like to out­source op­er­a­tion­al tasks, we re­com­mend in­de­pend­ent experts who are fa­mil­i­ar with otris privacy.

You can find spe­cif­ic in­form­a­tion about the con­sult­ing ser­vices offered in the re­spect­ive company present­a­tions. If you are in­ter­ested, please contact the contact persons listed there.

eco­pro­tec GmbH

We are an owner-managed company with over 100 em­ploy­ees at 8 loc­a­tions in Germany. We spe­cial­ise in com­pre­hens­ive op­er­a­tion­al safety, sup­port­ing our cus­tom­ers through­out Europe in meeting legal and reg­u­lat­ory re­quire­ments. We are com­mit­ted to the highest quality in all areas, which is why our ex­per­i­enced and in­ter­dis­cip­lin­ary staff offer a com­pre­hens­ive range of ser­vices that provide re­li­able support and take the pres­sure off your Company, your pro­cesses and your legal re­quire­ments. We are happy to support you on your way to achiev­ing an ap­pro­pri­ate level of data pro­tec­tion, placing par­tic­u­lar em­phas­is on the legally com­pli­ant and prac­tic­al im­ple­ment­a­tion of data pro­tec­tion in your Or­gan­isa­tion.

Our Ser­vices

  • Data pro­tec­tion check
    How well does your or­gan­isa­tion comply with data pro­tec­tion re­quire­ments? To help you answer this ques­tion, we support you in ob­tain­ing a qual­it­at­ive over­view of the current status of data pro­tec­tion in your Company. Our data pro­tec­tion check provides you with a con­crete over­view of the strengths and po­ten­tial for im­prove­ment in your data pro­tec­tion or­gan­isa­tion at a reas­on­able cost.
  • Po­s­i­tion of the data pro­tec­tion officer
    Whether cus­tom­er, em­ploy­ee, patient or client data: every Or­gan­isa­tion works with data that is subject to, for example, the General Data Pro­tec­tion Reg­u­la­tion, the Federal Data Pro­tec­tion Act, church data pro­tec­tion or country-spe­cif­ic reg­u­la­tions. This may result in the ob­lig­a­tion to appoint a data pro­tec­tion officer in writing.

eco­pro­tec sup­ports or­gan­isa­tions in ful­filling their ob­lig­a­tions under legal re­quire­ments. We provide ex­tern­al data pro­tec­tion of­ficers or support your in­tern­al DPO in car­ry­ing out their tasks. We attach great im­port­ance to the prac­tic­al and process-ori­ented im­ple­ment­a­tion of data pro­tec­tion re­quire­ments. To this end, we rely on the use of otris privacy to enable struc­tured data pro­tec­tion man­age­ment.

Address
eco­pro­tec GmbH
Pamplonastr. 19
33106 Pader­born

Contact person
Annika Dick­gre­ber
+49 5251 877 888 340
dick­gre­ber@eco­pro­tec.de

Web
www.ecoprotec.de

Luther Recht­san­walts­gesell­schaft mbH

For many years, Luther has been helping com­pan­ies to avoid risks and im­ple­ment legally sound solu­tions. Our advice in­cludes, among other things

  • setting up and ex­pand­ing data pro­tec­tion or­gan­isa­tions for cor­por­a­tions and medium-sized com­pan­ies, as well as
  • draft­ing the ne­ces­sary guidelines
  • con­duct­ing data pro­tec­tion audits, data pro­tec­tion work­shops and em­ploy­ee train­ing
  • ad­vising on the design and im­ple­ment­a­tion of auto­mated data ex­change (e.g. in the areas of human re­sources, Cus­tom­ers, Sup­pli­ers) in a na­tion­al and in­ter­na­tion­al en­vir­on­ment, as well as the im­ple­ment­a­tion of
  • the ne­ces­sary meas­ures (con­tract data pro­cessing, stand­ard con­trac­tu­al clauses, re­gis­tra­tions, no­ti­fic­a­tion ob­lig­a­tions)
  • the design of web­sites or online shops in com­pli­ance with data pro­tec­tion reg­u­la­tions
  • advice on the draft­ing of works agree­ments
  • advice on the in­tro­duc­tion of video sur­veil­lance systems
  • Support with in­quir­ies and in­spec­tions by data pro­tec­tion su­per­vis­ory au­thor­it­ies.

 

Luther Recht­san­walts­gesell­schaft mbH is one of the leading German com­mer­cial law firms. From eleven German and seven in­ter­na­tion­al loc­a­tions, Luther’s so­li­cit­ors and tax ad­visers support their clients in both legal dis­putes and struc­tur­al advice. Luther advises on all legal and tax issues rel­ev­ant to com­pan­ies, in­vestors and the public sector. Our ap­proach to our work is in­ter­dis­cip­lin­ary. In our view, legal and tax issues are often closely linked, and the longer-term eco­nom­ic and fin­an­cial im­plic­a­tions must not be over­looked.

Of course, they also support their clients in all in­ter­na­tion­al matters. On the one hand, we have our own foreign offices in key fin­an­cial centres and in­vest­ment loc­a­tions in Europe and Asia. On the other hand, Luther has long-stand­ing, close re­la­tion­ships with com­mer­cial law firms in all rel­ev­ant jur­is­dic­tions world­wide. We are also the German member of Taxand, a global as­so­ci­ation of in­de­pend­ent tax ad­vis­ory firms.

Address
Luther Recht­san­walts­gesell­schaft mbH
Anna-Schneider-Steig 22
50678 Köln

Contact person
Silvia C. Bauer
+49 221 99 37-0
silvia.c.bauer@luther-lawfirm.com

Web
www.luther-lawfirm.com

TÜV In­form­a­tion­s­tech­nik GmbH ein Un­terneh­men der TÜV NORD GROUP

Se­cur­ity and quality are the results of our Ser­vices. Sound and trans­par­ent data pro­tec­tion con­sult­ing is the goal of our daily client work. As a trust pro­vider, we are a partner to in­dustry and public au­thor­it­ies in matters of data pro­tec­tion and data se­cur­ity.

TÜViT sup­ports you in setting up a sus­tain­able data pro­tec­tion or­gan­isa­tion, which also in­cludes the record of pro­cessing activ­it­ies and the as­sump­tion of further in­form­a­tion ob­lig­a­tions in ac­cord­ance with the EU General Data Pro­tec­tion Reg­u­la­tion (GDPR). In this way, TÜViT ensures that com­pan­ies of all sizes comply with legal data pro­tec­tion re­quire­ments. In ad­di­tion, we advise com­pan­ies on all ques­tions re­lat­ing to data se­cur­ity in their IT land­scape and support the design of data pro­tec­tion prin­ciples in your company. Our service port­fo­lio also in­cludes the audit­ing of data pro­tec­tion man­age­ment systems (DSMS) and the ap­point­ment of a data pro­tec­tion officer.

We raise aware­ness among man­agers and em­ploy­ees of the re­quire­ments of rel­ev­ant data pro­tec­tion laws. TÜViT’s ex­per­i­ence shows that with ex­tern­al support, com­pan­ies can suc­cess­fully meet legal data pro­tec­tion re­quire­ments in the long term without neg­at­ively im­pact­ing op­er­a­tion­al pro­cesses.

We are happy to support you in in­tro­du­cing otris privacy and help you ef­fi­ciently es­tab­lish a data pro­tec­tion or­gan­isa­tion in your company. This in­cludes in par­tic­u­lar:

  • Support and active im­ple­ment­a­tion during the in­tro­duc­tion of otris privacy
  • Advice on de­fin­ing data and data subject cat­egor­ies
  • Support in the cre­ation of pro­ced­ur­al in­struc­tions and guidelines
  • Support and advice on the design of data pro­tec­tion prin­ciples
  • Cre­ation, iden­ti­fic­a­tion and pre­lim­in­ary col­lec­tion of pro­cessing activ­it­ies
  • Or­gan­isa­tion of the record of pro­cessing activ­it­ies within the meaning of Art. 30 GDPR
  • Con­duct­ing risk impact as­sess­ments in ac­cord­ance with Art. 35 GDPR
  • Im­ple­ment­ing aware­ness-raising meas­ures in the area of data pro­tec­tion and data se­cur­ity
  • Mon­it­or­ing the proper ap­plic­a­tion of data pro­cessing pro­grammes that are in use or planned
  • Support and advice on all matters re­lat­ing to data pro­tec­tion and data se­cur­ity
  • Con­duct­ing/sup­port­ing data pro­tec­tion and data se­cur­ity audits
  • Sup­port­ing ne­ces­sary meas­ures in the context of data pro­cessing by third parties in ac­cord­ance with Art. 28 GDPR

Sollten Sie die Datens­chutzver­ant­wor­tung in externe Händen geben wollen, so stehen Ihnen unsere zer­ti­fiz­ier­ten ex­tern­en Datens­chutz­beau­ftragten mit um­fäng­lich­er Branchen­er­fahrung kom­pet­ent zur Ver­fü­gung.

Address
TÜV In­form­a­tion­s­tech­nik GmbH
IT Se­cur­ity
Lange­marck­straße 25
D-45141 Essen

Contact person
Fach­s­telle für Datens­chutz
Peter Kattner, LL.B.
+49 201 89 99-643
p.kattner@tuvit.de

Web
www.tuvit.de

SONNTAG IT Solu­tions GmbH & Co. KG

SONNTAG IT Solu­tions is a spin-off of SONNTAG & Partner Wirtschaft­skan­zlei in Augs­burg. We support you in the areas of di­git­al­isa­tion, IT project man­age­ment, IT com­pli­ance, IT audit and as­sur­ance. This spec­trum ensures that we can offer you the entire range of con­sult­ing ser­vices related to IT and reg­u­lat­ory matters.

To­geth­er with you, we develop tailor-made, trans­par­ent and, if ne­ces­sary, prag­mat­ic solu­tions that can be im­ple­men­ted dir­ectly in your every­day busi­ness. We ac­com­pany you through­out your pro­jects, from the initial as­sess­ment to the final im­ple­ment­a­tion.

We do not deliver tem­plates, but goal-ori­ented solu­tions, true to our motto: Com­pli­ant. Digital. Trans­par­ent.

An excerpt from our ser­vices in the area of IT audit & as­sur­ance:

  • Project-ac­com­pa­ny­ing audit IDW PS 850
  • Cer­ti­fic­a­tion ac­cord­ing to IDW PS 880
  • Cer­ti­fic­a­tion ac­cord­ing to IDW PS 951 (ISAE 3402)
  • Pro­ced­ur­al doc­u­ment­a­tion and IT doc­u­ment­a­tion
  • Data ana­lys­is

An excerpt from our IT com­pli­ance ser­vices:

  • Data pro­tec­tion con­sult­ing
  • Ap­point­ment of an ex­tern­al data pro­tec­tion officer
  • IT se­cur­ity check-up
  • Op­tim­isa­tion con­sult­ing for the in­tern­al control system (ICS)
  • Con­sult­ing on ISO 9001 cer­ti­fic­a­tion read­i­ness

An excerpt from our ser­vices in the field of di­git­al­isa­tion:

  • Di­git­al­isa­tion and auto­ma­tion of your busi­ness pro­cesses
  • In­ter­face design
  • App de­vel­op­ment

An excerpt from our ser­vices in the field of IT project and process man­age­ment:

  • Process ana­lyses and iden­ti­fic­a­tion of op­tim­isa­tion po­ten­tial
  • Train­ing courses and work­shops on the BPMN 2.0 mod­el­ling lan­guage
  • Project man­age­ment for the in­tro­duc­tion of new soft­ware in the Company

If you are in­ter­ested, we would be happy to present our ser­vices to you in more detail in a per­son­al meeting. We look forward to hearing from you.

If you are in­ter­ested, we would be happy to present our ser­vices to you in more detail in a per­son­al meeting. We look forward to hearing from you.

Address
SONNTAG IT Solu­tions GmbH & Co. KG
Schert­linstraße 23
86159 Augs­burg

Contact person
Felix Hof­stet­ter
Busi­ness De­vel­op­ment Manager, IT-Berater
felix.hof­stet­ter@sp-it.de
+49 152 282 670 28

Web
www.sonntag-its.de

FAQ: Data pro­tec­tion man­age­ment soft­ware

What is data pro­tec­tion man­age­ment soft­ware?

Data pro­tec­tion man­age­ment soft­ware helps to cent­rally or­gan­ise and trans­par­ently doc­u­ment data pro­tec­tion tasks, evid­ence and pro­cesses – from dir­ect­or­ies to meas­ures and re­port­ing.

What types of evid­ence can typ­ic­ally be dis­played?

In prac­tice, this in­cludes struc­tured doc­u­ment­a­tion of the record of pro­cessing activ­it­ies (RPA), tech­nic­al and or­gan­isa­tion­al meas­ures (TOMs), in­quir­ies, and review and Ap­prov­al pro­cesses.

Who is data pro­tec­tion man­age­ment soft­ware suit­able for?

For or­gan­isa­tions that manage data pro­tec­tion in­tern­ally, co­ordin­ate it across the group or involve ex­tern­al data pro­tec­tion of­ficers. Clear re­spons­ib­il­it­ies, con­sist­ent pro­cesses and re­li­able eval­u­ations are crucial.

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otris soft­ware AG will use all in­form­a­tion provided here ex­clus­ively in ac­cord­ance with the privacy policy.

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