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Frequently Asked Questions: clear and comprehensive answers on GDPR

FAQ on Privacy Encoder®

Here you will find answers to the most common questions about the platform, security, licensing, and GDPR compliance.

Privacy Encoder® is a cloud platform designed to manage Data Protection within a company in an integrated and centralized manner, with a particular focus on GDPR.

It enables you to manage notices, records, appointments, risks, incidents, data subject rights, and documentation, transforming compliance from an abstract obligation into a clear and traceable operational process.

Privacy Encoder® is designed for:

  • SMEs and corporate groups seeking to structure their privacy governance;
  • Internal DPOs, consultants, and professional firms managing multiple clients;
  • Public entities and complex organizations with numerous processing activities, distributed roles, and periodic audits.

The platform is designed to support European companies in complying with the European Union’s data protection regulations (GDPR) and related guidelines.

Through various add-ons, the solution also extends to organizations operating in international contexts, ensuring compliance support with data protection laws based on the principle of accountability.

Certainly: you can request a personalized demo, during which one of our consultants will showcase the features most suitable for your business context and answer your specific questions.

Privacy Encoder® offers, among other features:

  • Definition of roles and responsibilities (controllers, processors, DPOs, and data handlers);
  • Corporate privacy mapping and records of processing activities;
  • DPIA, risk analysis, and legitimate interest assessments;
  • Management of personal data breaches;
  • Management of data subject rights;
  • Monitoring of data transfers outside the EEA;
  • Privacy training, management, and document archiving;
  • Monitoring dashboards to keep compliance levels always under control.

Everything is designed to save time, reduce risks, and make your organization audit-ready.

Yes. Privacy Encoder® is designed to be configurable:

  • Fields, dropdown lists, and document templates can be adapted to the needs of your organization;
  • Roles, access profiles, and views can be configured for entities, companies, or departments;
  • Workflows can be tailored to your internal policies while maintaining a structure consistent with GDPR requirements.

Yes. Privacy Encoder® is multilingual: it is available in Italian, German, French, English (and other languages supported by the group), enabling it to accommodate the typical setup of multilingual Swiss groups and international organizations.

Data is stored in cloud environments that are secure and compliant with international security standards, with data centers located in jurisdictions appropriate to the nature of the service (Italian & European context).

Details on location and security measures can be provided in the contractual documentation and in the Data Processing Agreement (DPA).

Security is one of the pillars of Privacy Encoder®. Technical and organizational measures are implemented, including:

  • Encrypted communications;
  • Secure access management (authentication, roles, permissions);
  • Logging and auditing of operations;
  • Regular backups and business continuity plans;
  • Internal procedures for managing security incidents.

Upon request, additional technical details and security policies can be shared.

Within your organization, data access is managed through:

  • User roles (e.g., Admin, DPO, Operator) with different permissions;
  • Segmentation by company/entity/department, if operating as a group.

The technical and support team can access data only when strictly necessary (e.g., for support or maintenance), in compliance with the DPA and confidentiality regulations.

Yes: Privacy Encoder® is designed to meet the requirements of the following regulations:

  • European Union General Data Protection Regulation (GDPR);
  • Swiss Federal Act for Data Protection 2023 (FADP);
  • Lei Geral de Proteção de Dados (LGPD);
  • California Consumer Privacy Act (CCPA).

It helps you document, demonstrate, and manage compliance across all these regulatory frameworks.

Yes. When using Privacy Encoder® as a tool supporting the Data Controller, a Data Processing Agreement / appointment as Data Processor is provided, in compliance with the GDPR.

For groups or complex structures, we assess together the correct configuration of roles (controller, joint controllers, processors, sub-processors).

We offer different types of licenses based on organizational structure and needs:

  • Single-company license – for businesses with a single legal entity;
  • Corporate group license – for organizations with multiple companies/brands to manage uniformly;
  • DPO/consultant licenses – for those managing multiple clients within a single platform.

For commercial details (pricing, users, storage, etc.), we can provide a tailor-made solution.

Yes. Privacy Encoder® is also designed for groups and consultants:

  • You can map multiple legal entities within the same instance;
  • You can maintain separate records and roles while having an aggregated view of the group;
  • You can manage different permissions for users who oversee only specific companies.

It depends on the complexity of your organization and the current state of your privacy governance, but on average:

  • Initial onboarding (configuration, first records, roles, basic training) takes a few hours, rather than months as with manual tools;
  • Many companies see tangible benefits within 30–60 days, particularly in terms of reduced time spent on documentation tasks and increased clarity over processing activities.

Yes. We provide import and migration procedures for:

  • Existing records of processing activities (e.g., in Excel);
  • Documentation (policies, notices, appointments);
  • Any structured data from other applications.

The goal is to transition to Privacy Encoder® without losing operational continuity.

Privacy Encoder® was developed within the Opticon group (Opticon Data Swiss / Opticon Data Solutions), that combine:

 

  • Privacy Encoder® – GDPR compliance platform at the European level, focused on companies and consultants operating under EU regulations (privacyencoder.com);
  • Privacy Swiss® – LPD compliance platform in Switzerland, focused on companies and professionals operating under Swiss regulations (privacyswiss.ch);
  • Parrot Whistleblowing® (ParrotWB) – reporting channel for the secure and compliant management of whistleblowing reports (parrotwb.com);
  • AI Encoder® – modular cloud platform to govern Artificial Intelligence in companies in compliance with the AI Act (aiencoder.ai).

Yes: all Opticon group applications (Opticon Data Swiss / Opticon Data Solutions) combinanoe:

  • LegalTech expertise;
  • Cybersecurity expertise;
  • Ability to design processes, policies, and controls tailored to your organization.

If you need not just the platform but a complete compliance pathway, we can support you with consulting, training, and technical security services.

Certainly. You can:

  • Request a personalized demo of Privacy Encoder®, where you will see the platform applied to use cases most relevant to your organization;

  • Request an exploratory call to determine whether, in addition to Privacy Encoder®, it makes sense to integrate tools such as Privacy Swiss®, ParrotWB® o AI Encoder® in your ambient.

The best way to determine if the platform is suitable is to see it in action addressing your real-world challenges.

More resources? experts? time? No, just Privacy Encoder®

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