The Art of Privacy - 5 Steps to Embed your Organization’s Values in your Personal Data Strategy

Blog

Purchasing Privacy Management Software

Four considerations to think about when purchasing Privacy Management Software

Organizations deal with many privacy management activities and to easily streamline and automate these activities, suppliers offer different kinds of privacy management software. There are several suppliers in the market, all offering their own version with many features. Organizations might experience difficulties choosing and purchasing the privacy management software that suits their organization’s needs. This article provides four insights that are helpful when you are in the process of purchasing privacy management software.

Written by Koon-Sang Tsang | October, 2019

Four insights to take into account when purchasing Privacy Management Software

Since the GDPR entered into force on May 25, 2018, organizations are required to keep an up-to-date inventory of their processing activities, perform Privacy and Data Protection Impact Assessments, facilitate data subject requests, maintain detailed records of consent, and much more. You could choose to use spreadsheets to keep track of all your privacy management activities. However, if the volume of privacy management activities is high and business processes are complex, you may consider purchasing Privacy Management Software. Privacy Management Software enables organizations to automate time-consuming and high volumes of privacy management activities. Yet, contrary to popular belief, there is no silver bullet tool that brings instant efficiency and compliance across the board. In this blog, we share some insights to take into account when considering the purchase of Privacy Management Software. 

1. You need it today, but is it also future proof?

Before you embark on the hunt for privacy tooling, we recommend looking at your long-term business needs and tooling requirements. Are there foreseen future changes that will impact the use of the tooling? Do you want to integrate future assets in your tooling? Will the tooling supplier still exist in the future and is their long term strategy in line with your business goals? The answers to these questions will influence your choice in tooling. Understanding your needs and workflows will help you to get the most out of your tooling. By performing research at the forefront, you will be able to make an informed decision and choose the tool (and partnership) that creates the highest business value for your organization.

2. You are sold on it, but is your business engaged too?

Before you have your heart set on purchasing a certain tool, make sure you align with the end users within your organization. This is not only the privacy office or the IT department, but also the business end users. What are the business requirements? Does the tool have a user-friendly interface that attracts business end users to use it on a daily basis? Include your business and validate with them what they would expect from a tool. This will allow you to pick a tool that will fit smoothly in the business as usual. When you are in the process of selecting a tool, have conversations with the supplier to discuss the features, modules, possible connections with other technologies, and solutions the tooling offers. This way you can figure out if it’s a good match with your business requirements. The result is that the new tool will empower your organization to work more effectively.  

3. If you like what you see, test it first!

Take into account that the tool needs to be correctly tested, implemented and configured to yield the aspired and expected results. To achieve this, request a demo from the supplier to show you how the tool works and what all the modules and features entail. Also, consider requesting a temporarily test environment that you can navigate. We suggest including people from the business and IT to get their feedback. By testing before buying, you get real insight into the functionalities of the tool and its match to your requirements.  

4. You purchased the tooling, how to ensure that your investment is of long-term value?

The value of tooling always depends on the quality of an implementation within your organization. If you purchased a tool with multiple modules, the best thing to do, is to start small. First, focus on implementing and testing one or two modules and configuring it to fit your organization’s needs. When ready, you can expand the usage by implementing additional features or modules. Lessons learned from one module can be incorporated into the next module. This enables you to have an efficient and effective implementation cycle. Organizations tend to underestimate the workload required to implement a tool. Our experience is that you need to consider processes, training and awareness, monitoring efforts, and any documentation required for the end users. During the lifecycle of the tool events will occur such as new releases, bugs, feature requests etc. To be able to respond to these events consider if your IT department is equipped to handle them, or make sure you have an adequate support package from the supplier or consider working with an implementation partner.

Take these insights into consideration when purchasing Privacy Management Software and avoid any disappointment!

More information?

For more information about Privacy Technology, feel free to contact Annika or Tim via their contact details below.

Did you find this useful?