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Background

 

The General Data Protection Regulations (GDPR) come into force on 25th May 2018. The Regulations apply to organisations processing personal data within the European Union, as well as those outside the EU that offer goods or services to EU citizens. But what impact will this have on the businesses that it applies to? In a nutshell, businesses must:

Comply with more arduous obligations on how data is processed;
Be more responsive to the greater rights granted to individuals;
And potentially face greater fines for breaches and non-compliance of up to €20 million or up to 4% of annual worldwide turnover

Before the GDPR comes into force, businesses must review their current processes, understand what personal data they possess, and ensure they can meet their future obligations. But with exponential growth in enterprise data, businesses could have large amounts of personal information, often in varied and unstructured forms, spread across hundreds of different systems. Against this backdrop, attaining GDPR compliance presents a huge logistical challenge.

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ACE for GDPR Solution

RAVN has developed a cutting-edge AI solution to find personal data and present it back in a meaningful and manageable way that helps prepare for GDPR and beyond:

  • Data Auditing
  • Subject Access Requests
  • Contract Review and Analytics

See the latest GDPR webinar recording for more information & demo of the solution.

Data Auditing

What personal data do you hold? Where is it? How old is it? Who can it be accessed by? Is it encrypted? Finding the answers to questions like these and others could take a manual workforce 1000s of man hours.

RAVN ACE for GDPR provides:

  • Over 40 out-the-box connectors to popular enterprise systems like DMS, CRM, filestores, and email servers. It also allows you to easily create your own custom connectors if required.
  • Uses Named Entity Recognition (NER), Natural Language Processing (NLP) and other techniques to automatically identify personal data types, like:
    • Name
    • Identification numbers (i.e. employee number, national insurance number etc.)
    • Location data (i.e. address)
    • Electronic / Online identifiers (i.e. IP addresses, login credentials, email address, MAC Address, IMEI numbers)
    • Biological identity (i.e. ethnicity and race)
    • Political opinions
    • Religious / Philosophical persuasion
    • Trade Union Membership
    • Data concerning sex life
    • Criminal convictions and offences
    • Employee-Employer related data
  • Classify data according to common GDPR classifications like standard or sensitive data
  • Present results in a reporting interface and allow you to filter, sort and discard results
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Subject Access Requests

Once new and enhanced subject rights come into force, businesses may experience an increase in the number of data requests they receive from individuals. In most cases, the business must respond to these requests within a month of receiving it, so having technology to expedite this work is of paramount importance, and a manual approach may prove too labour intensive. Performing this service quickly is especially important considering how the GDPR prevents businesses from charging individuals to receive the data (unless in certain circumstances), and businesses don’t want to waste too many man-hours on this obligation.

RAVN ACE for GDPR provides:

  • The same connection functionality as for data auditing above
  • Required criteria to search for personal data, and ability to fashion more complex search queries
  • Filtering of results by data type, source and other custom values
  • Reporting
  • Depending on the technical architecture of the data source, it could provide the ability to extract, remove or redact the personal data

Contract Review and Analytics

In the build up to the GDPR coming into force, many professional services firms will offer a service to their clients on how compliant the data & privacy clauses in their contracts are with GDPR. Or, the business’s own legal function might do this.  Whatever the approach, RAVN’s technology is able to find relevant provisions within contracts, and extract the relevant provision into a review user interface. With training, it can then “analyse” the extracted provision by either summarising it, or making a judgement of compliance based on pre-defined conditions. It provides:

  • Uploading of documents for ingestion, including OCRing
  • Previewing all the documents that have been processed by ACE
  • Searching across all document sets or within single documents
  • Reviewing document clusters and tag document groups
  • Filter results based values like projects or originating folder name
  • View clauses relevant to GDPR (Data Privacy, etc.) in a distilled format for quick review.
  • Review and amend the information that has been found within the documents and extracted into the review screen
  • Manage workflows and assign teams and people to workflows
  • Create and edit data points that are extracted and train the system based on feedback
  • Run comparisons on information residing in different documents
  • Generate reports
  • Export exposed information to other systems and formats if required

Need more information?

Read our ACE for GDPR Brochure

FIND OUT MORE

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