Phase 01 - Preliminary assessment
Analysis of the current state of personal data management. Identification of:
processing activities;
legal bases;
potential risks.
This phase lays the foundation for a solid compliance plan.
Privacy Encoder is a cloud-based web application designed to provide services that are always up-to-date with the evolving regulations on Personal Data Protection.
The platform enables optimized management of the GDPR compliance requirements for all the roles involved.
Data Controller, Corporate Group, Consultant, and Data Protection Officer.
Managing privacy in your company has never been so easy. With Privacy Encoder’s modules, we guarantee centralized governance that is Accountability-proof.
Notices, registers, appointments, and much more: everything you need, immediately available, to save time, reduce risks, and clearly and effectively demonstrate your compliance.
Monitor your organization’s compliance level in real time through a series of centralized and constantly updated indicators. Each metric is designed to provide an immediate and clear view of the Data Controller’s compliance status.
Manage your company’s privacy framework in an agile and transparent way by defining the roles and responsibilities of all parties involved in personal data processing to achieve an optimal level of Data Governance.
Create customized Audit templates to effectively monitor the Compliance levels achieved by your company.
Manage and monitor all personal data transfers outside the European Economic Area (EEA), assessing their lawfulness, including through the adoption of supplementary measures.
Record and maintain a detailed and constantly updated mapping of the personal data processing activities carried out as Data Controller and/or Data Processor.
Conduct the Privacy Impact Assessment based on guidelines issued by the European Data Protection Board (EDPB), ISO/IEC 29134, and the most common reference standards in the field, which provide useful elements for identifying, analyzing, and evaluating the risk of a processing activity.
Identify the legitimate interest of the Data Controller by performing the necessity test and evaluating the balancing of interests.
Following this analysis, you will be able to determine the legitimate interest as a condition of lawfulness for the processing.
Perform the risk level analysis identified on the processing activities, focusing on the internal and external assets involved in the processing.
It is a valuable Accountability tool to periodically assess GDPR compliance.
Manage all personal data breaches suffered by assessing the severity of the incident and recording them in the breach register.
Respond to all requests for exercising the rights of data subjects using the centralized notification system with a deadline tracker, and record them in the dedicated register.
Create and export all privacy documentation, available in customizable templates, easily and fully compliant with “Accountability” requirements.
Store company privacy documentation in a dedicated Cloud space, allowing you to work in synergy with your privacy team.
Appoint authorized data processors by assigning them their department and privacy role within the company.
You will also be able to monitor and keep updated the privacy documentation provided to each employee.
Constantly monitor the training needs of authorized data processors.
Training is an essential element for demonstrating Accountability by the Data Controller.
We address the intercommunication needs between devices and company applications to optimize Compliance processes.
We are constantly developing new modules to enhance and expand our platform’s capabilities.
The General Data Protection Regulation (GDPR – Regulation (EU) 2016/679), which came into effect on May 25, 2018, governs the collection, processing, storage, and protection of personal data within the European Union and the European Economic Area. The GDPR applies to all organizations, public or private, that handle personal data of EU citizens, regardless of their legal headquarters.
Its main objective is to strengthen the rights of data subjects by ensuring greater transparency, control, and security in the processing of personal data. Compliance with the GDPR is not just a regulatory requirement; it represents a strategic factor for building trust with customers, partners, and stakeholders. A conscious and structured approach to personal data protection enhances a company’s reputation, reduces legal and financial risks, and lays the foundation for sustainable and responsible innovation.
The GDPR represents an ambitious and fundamental regulation, whose implementation requires a proactive approach from companies.
In this context, Privacy Encoder is the ideal partner to guide you through the new regulatory landscape, ensuring that your systems are not only compliant but also ethical and ready to face future challenges.
Analysis of the current state of personal data management. Identification of:
processing activities;
legal bases;
potential risks.
This phase lays the foundation for a solid compliance plan.
Cataloging of processed data and their categorization according to sensitivity and purpose. Identification of internal and external data flows.
Essential to understand where to intervene and how to best protect the information.
Adoption of appropriate technical and organizational solutions. Definition of policies, access controls, and incident management procedures.
This serves to ensure data protection and prevent breaches.
Active engagement of staff through training programs. Promotion of a privacy culture and best practices.
Compliance is effective only when embraced by the entire organization.
Periodic compliance checks and process updates. Management of the processing register, audits, and response to emerging risks.
GDPR is an ongoing journey, not a static milestone.
We have gathered some general questions here. Would you like to know more? Contact us to find out how Privacy Encoder can support your company in GDPR Compliance.
Privacy Encoder is the management software that assists and supports companies in adapting and maintaining their privacy framework and in demonstrating the broader principle of “Accountability” regarding GDPR principles and obligations.
Privacy Encoder is a cloud-based web application that is fully customizable according to the client’s needs and is constantly updated to ensure services remain aligned with the evolving privacy regulations.
The portal is also available in a multilingual version to facilitate its use (Italian, English, French, German, and Spanish).
Different types of licenses are available:
Single Company license, designed to create and monitor the privacy framework of that specific company;
Group Company license, designed to promote proper and consistent management of the privacy framework for the companies within the Group;
DPO license, designed to oversee the Data Controller’s processes;
Consultant license, designed to support privacy consulting activities for a specific group of companies.
Privacy Encoder ha strutturato tipologie di utenze differenti legate ai diversi permessi che ciascuna utenza deve avere:
Admin user, allows the creation of operators to be assigned to companies and/or the various activated modules;
DPO / Group DPO user, has access to the company or companies within the group with read and write permissions;
Operator user, can perform read and write actions within the modules assigned by the Admin user within the company or companies.
Privacy Encoder is registered with CSA Star Security Trust Assurance & Risk, ensuring periodic audits to maintain high security standards. It is also certified under ISO/IEC 27001, 27017, and 27018. Visit here to see our certifications.
Thanks to our interoperability approach between systems, Privacy Encoder is designed to ensure data portability both inbound and outbound, in order to maintain continuity in our clients’ operations.