With OneTrust’s Data Mapping solution, Smart Pension has a centralised resource for understanding where data exists and flows throughout the company. As databases and processes change, updates can be made dynamically into the OneTrust platform, versus keeping processes updated in manual formats like word documents and excel sheets.
OneTrust’s Vendor Risk Management tool gives Smart Pension the appropriate oversight and mechanisms to assess vendors. Smart Pension was able to use Vendor Risk Management to assess vendors and create data assets and processing activities, making it quick for them to understand the data flow within the business.
“Being able to show that OneTrust is our core system was a huge help to us, and takes us well and above just meeting minimum compliance,” said Barber. “We were able to give confidence that we had the right protocols in place related to assets and processing activities, making us a company that any vendor would be happy to work with.”
Smart Pension also leverages OneTrust for an Incident & Breach Assessment workflow. It is a priority for the Smart Pension team to ensure that any events are logged and correctly, so Smart can quickly provide proper documentation to the Information Commissioner’s office (ICO), if needed.
“With OneTrust we are able to roll out the Incident & Breach tool to the entire company,” said Barber. “This imbeds a good data management culture and control within the company and means that people take ownership of data-related issues.”
Building data protection into the DNA of the company
In the process of integrating the OneTrust platform throughout the entire company, Smart Pension is looking to the future to establish data protection as an integral part of each employee’s role, ensuring that privacy is being looked after for all of their data subjects.
“The OneTrust platform is already impressive, and it is continuously improving and evolving,” said Barber. “The knowledgeability of the staff is unparalleled, and expert consultants are always available and willing to help.”