London Borough of Barking and Dagenham
- PIA & DPIA Automation
- Universal Consent and Preference Management
- Cookie Consent
- Data Mapping Automation
London Borough of Barking and Dagenham Provides Vital Governmental Services and Protects Resident’s Data with OneTrust
London Borough of Barking and Dagenham is a local government organization for the East London borough of Barking and Dagenham. They provide a range of services for the borough’s 200,000 residents including care for streets, highways and parks as well as social care, education, housing, building planning and control, job and career resources and more.
The borough interacts with every community member in some way, so Barking and Dagenham understands the importance of protecting the data they process in a way that is safe, secure, open and transparent.
“When you’re running programs like social care and housing applications, you are handling entirely sensitive personal data,” said Nick Lane, Head of Client Unit / Proper Officer for Registration Services at Barking and Dagenham. “We need to have an extremely high standard of data protection and make sure that our citizens have confidence in our data protection protocols when they entrust us with their personal information.”
Overcoming Challenges with “Privacy Champions”
One of the biggest challenges Barking and Dagenham faced as a public authority is lack of capacity and maximizing time and resources. They found it difficult and inefficient to manage data assets through excel and realized they could not have complete oversight of the organizations’ 3,500 employees and the different methods they were using to manage data.
OneTrust was entirely what we needed, it covered every base. It allowed us not only to assure ourselves that we are managing our own data assets appropriately, but also showed our citizens that we are properly handing their personal data.Nick LaneHead of Client Unit / Proper Officer for Registration Services
After testing several other solutions in the market, OneTrust stood out to Barking and Dagenham as a clear frontrunner. “When we evaluated other solutions, it became apparent that OneTrust is the most effective product on the market,” said Lane. “The interface is so user friendly and can be managed in one dashboard; it is precisely what we need in this new digital era.”
Barking and Dagenham’s Data Protection Officer (DPO) created an internal team of “privacy champions” that is made up of asset information holders representing key parts of the organization. Each “champion” takes responsibility for their own team’s data assets, which can then be reported back to the DPO, streamlining privacy and the use of OneTrust throughout the entire organization.
“OneTrust represents for us the best product in terms of giving us the ability to automate and disseminate the responsibility of data and asset management within the organization,” said Lane. “With their support we are able to embed privacy across all our teams.”
Making Privacy Mainstream
Barking and Dagenham leverages nearly the full suite of OneTrust Privacy solutions, including Assessment Automation (PIA/DPIAs), Data Mapping Automation and Incident and Breach Response, as well as solutions specific to addressing marketing challenges, including Cookie Consent and Website scanning, Consent and Preference Management and Data Subject Rights Management.
When we evaluated other solutions, it became apparent that OneTrust is the most effective product on the market. The interface is so user friendly and can be managed in one dashboard; it is precisely what we need in this new digital era.”Nick LaneHead of Client Unit / Proper Officer for Registration Services
With many high-risk data projects, the Assessment Automation module allowed Barking and Dagenham to conduct DPIAs and manage everything in OneTrust as well as identify gaps and build a gap analysis. “Managing our assessments entirely in OneTrust provided me with peace of mind on any high-risk projects,” said Lane. “The Assessment Automation module is incredibly useful, easy and straightforward.”
With Data Mapping, Barking and Dagenham gathered a complete asset register, allowing them to understand the entirety of the information they process. “Data Mapping enabled us to say, under the GDPR, here are the legal bases for processing the various data sets that we have,” said Lane. Through the data mapping process, Barking and Dagenham realized some of the data they process has complex requirements around consent, prompting them to add the OneTrust Consent and Preference Module into their privacy program. “Our team is identifying services within the organization that have complicated consent processes and we are looking forward to working with OneTrust to better automate and streamline this process,” said Lane.
The Cookie Consent and Website scanning module allows Barking and Dagenham to take a detailed, customizable and granular approach to cookie compliance. Rather than outsourcing to a web development company they are now able to manage everything in OneTrust, allowing them to become more aware of any changes on the website, prompting them to make updates if needed.
Since Barking and Dagenham processes sensitive data, the use of the Incident and Breach Response module has been instrumental for their privacy program. Through OneTrust’s self-service tool, anyone within the organization can easily self-report a possible breach, and the DPO is then alerted and can make a decision on next steps. “With Incident and Breach Response we can devolve responsibility to other areas of the organization,” said Lane. “This allows us to mainstream and embed the process of data protection across the entire public authority.”
Embedding Privacy by Design into the Organization
As Barking and Dagenham looks ahead to what’s next for their privacy program, they are looking forward to enhancing their use of current OneTrust modules such as Consent and Preference Management and also plan to fully implement the Data Subject Rights Management module.
OneTrust represents for us the best product in terms of giving us the ability to automate and disseminate the responsibility of data and asset management within the organization. With their support we are able to embed privacy across all our teams.Nick LaneHead of Client Unit / Proper Officer for Registration Services
The team has their sights set on continuing to embed privacy by design into the organization and demonstrating to the Borough of Barking and Dagenham’s citizens that they are managing their data in a safe and transparent way.
“OneTrust was entirely what we needed, it covered every base,” said Lane. “It allowed us not only to assure ourselves that we are managing our own data assets appropriately, but also showed our citizens that we are properly handing their personal data.”