Practical Cases

Centralised management
of Privacy Notices
and other
categories of documents

Especially for groups of companies, it can be burdensome to keep the many privacy notices up to date, considering that they must always be up-to-date, multilingual and, above all, historicised (in the event of disputes or complaints, the historic disclosure is authoritative, not the current one). Further inefficiency arises when an Information Notice is also updated in terms of its purpose and it has to be decided (if the system permits) which consents are no longer valid and therefore have to be requested.

This is exactly what the module for the management of centralised Privacy Notices is designed for. It enables the DPO to organise all the group’s privacy notices (and legal documents) in a centralised and orderly manner and to historicize them automatically each time they are updated.
The various websites, apps and all touch points, including physical ones, that need the Privacy Notices will not need to have a local copy, with the risk that it is not correct or up to date, but will be able to access their own Notice directly through a link, finding it always up to date.

If the touch point is able to identify the Data Subject who is viewing the Policy, it can communicate it to the system so that it can keep track. When the Notice is changed, it will be possible to promptly notify all those who had seen the old version to inform them about the update.
By interfacing the privacy notice management module with PrivacyOS, each time any privacy notice is updated it is also possible to “reset” a selection of consents linked to the privacy notice that are no longer valid due to changes in the related purposes.

Why keep the criticality of consent management in-house
when it is better to outsource it to PrivacyOS?