Mapping the various data transfers across the world is a vital component of the Make-A-Wish privacy program, as well as broader risk, vendor and impact assessments both to monitor donations and the wish granting operations. This helps Make-A-Wish International understand how data is being used, what precautions are being taken to ensure it is appropriately protected, and highlight any risk areas that require additional attention.

Make-A-Wish International has two main focus areas which are their beneficiaries and their donors, so the assessments they need to carry out on a regular basis do not follow the typical industry layouts. One of their key needs from a solution was the ability to customize their assessment templates and streamline the completion process.

Customization was the key to success

In choosing a tool, it was important for Make-A-Wish International to find a more streamlined system compared to their previous excel spreadsheets, which were not user-friendly or efficient for record keeping. OneTrust’s Assessment Automation and Data Mapping modules were selected to modernize their record keeping and systematize their assessment process. 

Avril Lee, the organisation’s Data Protection Officer, is the sole team member managing the Make-A-Wish OneTrust data mapping implementation. She was responsible for carrying out the initial data mapping exercise and template customization, which took approximately five months.

To build the necessary assessments, Avril leveraged OneTrust’s bank of customizable templates and was able to amend them to fit the needs specific to a charitable organization. The user-friendly interface meant that custom assessments could be quickly put together and shared with both internal users and third parties.

Having a central point to manage privacy operations has helped Avril stay on top of the Make-A-Wish privacy management and deliver the high standard of data protection they promise to their beneficiaries, donors, and affiliates.

“With beneficiaries and donors from all around the world, OneTrust’s tools continue to help us work towards a gold standard of privacy,” said Avril.

Saving valuable time and building confidence with automation

OneTrust increased the efficiency of the Make-A-Wish privacy program. The custom templates ensure assessments are fulfilling their needs and the automation capabilities save valuable time given the small team they operate with.

“Handling our assessments through the OneTrust tool is very clear, people know what is needed of them and where to input the relevant information,” said Avril. “One of the biggest successes of our OneTrust implementation is the confidence and assurance that it gives us.”

Avril has found that by streamlining their existing processes their program is better positioned to grow and develop, with awareness training and increased reporting next on the agenda. She also aims to leverage OneTrust’s reporting capabilities to produce an activity report for their next board meeting to showcase the work she has been doing.