Effective Date: 25th May, 2018
Revision date – 23-Nov, 2018
Effective compliance addresses personal data protection requirements no matter where your business is located, or what industry you belong to. At OneDirect we optimize business value from our products and services by adhering to necessary standards and policies. Hence, our cloud ecosystem is capable of providing a robust and scalable structure for safe processing of your, and your customer's data. All our products are GDPR compliant and come with in-built features that help you meet your compliance needs. This means GDPR recommended principles for privacy, Personal Data Protection and security have been extended to customers even outside the EU.
Our comprehensive GDPR program is supported by the following key privacy principles.
OneDirect is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
Below are the aspects of the GDPR program at OneDirect, which are in compliance with ‘Data Protection Principles’ and how our products support customers in meeting their compliance obligations.
| ||What it means||OneDirect|
|Data collection, storage & processing||Collect data, only for the purpose its needed for. That is, data collected for specific purposes/reasons cannot be further processed in a manner incompatible with those purposes/reasons.||OneDirect products provides the convenience of enforcing your company’s defined limitations/policies through the product itself. Eg: Assistance with restriction of use of data by turning certain product features ON/OFF. For similar requests reach out to firstname.lastname@example.org. Upon verification of relevance and feasibility of your request, we will assist you with your requirements to meet your compliance obligations.|
|Data minimization||Ensure data captured is adequate, relevant and limited to the purpose it’s collected for. Based on this principle, organizations must be sure they only store the exact amount of data required for their specific purpose.||Our support products offer flexibility to build forms, custom ticket info, etc. according to your needs. Choose what data to collect from customers and stay compliant. Eg: customize fields you want displayed in your contact/ticket form. These options are available in webforms as well.|
|Right to rectification||Data controllers must ensure information remains accurate, valid and fit for purpose. To comply with this, organizations must institute a process and policies in place to address this right.||If your customer reaches out requesting correction of their data, our products provide you the flexibility to meet this request via features within the product.|
|Right to portability||Data subjects have the right to receive their personal data in a structured, commonly used and machine-readable format. They have the right to transmit this data to another vendor/company of their choice without hindrance from the existing vendor/company.||Our products directly assist our customer’s need to meet ‘right to portability’ requests from their customers. Both ‘customer’ and ‘ticket’ data can be exported from the product by users who have appropriate access rights. For additional requests on obtaining existing data, reach out to email@example.com|
|Limitation to storage||To ensure compliance, organizations must have control over storage and movement of data. This includes implementing and enforcing data retention policies and not allowing data to be stored in multiple places.||Our support products offer flexibility of controlling access/permissions, thus enabling unauthorised access and protection of sensitive data.|
|Right to be forgotten||Data subjects can request erasure of all personal data concerning them. And, the company/business has the obligation to erase all personal data of that individual without undue delay.||OneDirect products help you respond to your customer’s request for permanent erasure of an individual’s data from within the product. Write to your account managers or firstname.lastname@example.org for any such requests|
|Confidential and secure||Businesses must protect the integrity and privacy of data by making sure it's secure. An organization collecting and processing data is solely responsible for implementing appropriate security measures to protect the individuals data.||OneDirect regularly evaluates enforcement of - security policies, utilization of dynamic access controls, identity verification of those accessing data, and implementation of protection mechanisms against data breach. ISO 27001 certification process is underway and the estimated timeline for the same is September 30th, 2018. Read more about our security policies here.|
|Accountability and liability||Organizations must be able to demonstrate to governing bodies that they have taken necessary steps to protect an individual’s personal data. Be sure every step within the GDPR strategy can be pulled up as evidence.||Our products help maintain an audit trail to enable you to provide evidence of appropriate actions taken on an individual’s request. Detailed logs and timelines can be accessed by our customers with this regard.|
Our leaders commit to support and provide guidelines for data protection compliance through a framework of standard policies and procedures. OneDirect defines metrics for monitoring and governing health of the privacy notice which is independently run under the direct control of the Management Steering Committee.
OneDirect delivers on our customer’s privacy objective by maintaining processing records of customer’s data. Periodic and need based Privacy Impact Analysis (PIA) across data flow and process maps aids in keeping our program aligned with ever changing business and technology landscapes.
Programs, projects, and processes at OneDirect are aligned to privacy principles right from inception of an idea or project, thereby supporting Privacy by Design and Default principles.
As part of OneDirect’s commitment to uphold privacy, OneDirect products provide options to opt out of analytics. Customers can terminate sharing of data for the purpose of analytics. Reach out to your customer success manager for more on enabling the same for your account.
OneDirect ensures data is hosted within centers qualified by global IT standards and regulations. Providing multiple locations to host data (upon purchase of appropriate plans) to suit needs of its customers, OneDirect data centers are located in India (Multiple locations and Singapore currently.
OneDirects GDPR program ensures any 3rd party vendor/sub-processors (Like tableau, Google analytics, etc.) is also accountable for protection of an individual’s personal data. These obligations are established by way of contracts that also include providing sufficient guarantee to implement appropriate technical and organisational measures as specified in the Regulation.
GDPR enforces cross-border data protection mechanisms for businesses with operations in multiple EU member states. Further, GDPR governs data protection issues for all global businesses processing personal data. OneDirect is committed to providing secure products and services by implementing and adhering to prescribed compliance policies, both as a data controller and processor. The enforcement of GDPR is critical to our mission of providing EU and all our global customers with safe and dependable business software suite. In support of this commitment, OneDirect extends the same level of privacy and security to all its customers worldwide, irrespective of location.
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