“Let's look at the numbers: Recent surveys show that 97% of organizations noticed benefits since investing in their privacy program, including competitive advantage for their brand and interest from investors. Even more, over 40% experienced an ROI of at least double, with the results of their privacy investment outshining the costs by a minimum of 100%.
Remember: This is because time is money. If a team was able to spend less time fulfilling DSRs and more time on other tasks, you're guaranteed to be productive — and, as a result, make more money.
But to enjoy this level of productivity, you must lay a foundation for effective collaboration across teams. Customer support, R&D, legal, IT, and other teams must be trained to understand your privacy workflow.
So, let's begin. Here are seven steps you can take to build a successful data privacy rights program.
[Training]
Step 1: Training.
Every team should have a basic understanding of your company's privacy practices and the legal regulations you must follow. This begins with employing Learning and Development teams to build training sessions, continually review and update the teams, and periodically test their knowledge and understanding.
[Policies and Guidelines]
Step 2: Policies and Guidelines.
Once teams understand your privacy program, you can take it to the users. Create a clear, easy-to-understand privacy policy to stay transparent with your users. You'll need the help of your legal and customer support teams to ensure you've got the regulations covered in a customer-oriented way.
[Take Inventory with Data Mapping]
Step 3: Take Inventory with Data Mapping.
Get your data organized! This is the foundation of your entire privacy setup. Involve both IT and R&D departments to automate your data mapping.
[Design]
Step 4: Design.
With a proper foundation in place, it's time to design a seamless user experience for DSRs. Work with Product Managers and UX experts to make sure customizing privacy preferences and submitting DSRs is as easy and clear as possible.
[Request Management]
Step 5: Request Management.
Now that your request system is all set up, it's time to fulfill the DSRs coming in. Instead of trying to organize a flood of emails, you need an organized portal to handle user data requests, all in one place. This way, customer service representatives can quickly organize the communication process with users.
When using Mine, you can automate your privacy workflow, accepting and completing it in just three steps: Review, Processing, and Notify.
[Implementation]
Step 6: Implementation
It's time to build and implement the DSR workflow across teams. IT teams should be in charge of collecting and deleting data for appropriate requests, Customer Service teams communicate with users, R&D gather information for analysis, and so on.
If you're using Mine, you can add teammates on the bottom-left icon on your dashboard. Simply input their email address and confirm what department they're in so they can have the appropriate access. However, you organize your workflow, and building out the sequence and structure of the process will increase effectiveness and productivity.
[Completion and Documentation]
Finally, Step 7: Completion and Documentation.
Now, you can fulfill requests! This step depends on what software and method you choose. But with Steps 1-6 in place, this process can be easy, especially with our platform.
For example, you can review all DSRs in your dashboard. Under Open Requests, you can find requests you need to review. You'll see what status they're currently in, when they were received, what type of request it is, and more.
Let's say you click on a delete request. It will open for your review, providing information and context about the user. From here, you can simply accept or reject it. If you accept, you'll instantly move on to Processing. Thanks to No-Code integrations, you can delete the user's data across dozens of services by simply clicking a checkbox. Select what you want to delete. When you're done, it will take you directly to the third step: Notify. Choose a template to respond to the user and confirm their request has been completed — and you're done!
Compliance, Customer Support, and any other relevant members should inform teams of the workflow and document the process for future protection.
It's as simple as that! However, even the most common mistakes can complicate and compromise your workflow. In our next video, we'll explore some of the most common errors companies make when handing DSRs and what you can do to avoid them. See you there!"
