Start the data map: add a system and the records it holds

Steps

1. 1

   Open the Data map section

   In Data Protection, select Data map. The data map lists the systems that hold personal data and the tables inside them. The tiles count systems, tables with personal data, sensitive data, how much is linked to the register, open suggestions and systems hosted outside the country. Everything reads zero.

   • Select Data map
2. 2

   Read the option to search when a request is logged

   Under the heading is a tick box: Search the data map automatically when a data subject request is logged. When it is ticked, a new request triggers a search of your connected systems for that person's records, using the email on the request. Nothing in your systems is changed.

3. 3

   Select Add system and open System type

   Select Add system, then open System type. Most types connect to a live database, data warehouse or cloud service and scan it for personal data. Manual entry, at the end of the list, is for systems you describe by hand.

   • Select Add system
   • Select Databricks
4. 4

   Choose Manual entry

   Choose Manual entry. The connection fields disappear, and four fields remain: Name, Hosting country, Hosting region and Description.

   • Choose Manual entry
5. 5

   Name the system and say where it is hosted

   Type a name people will recognise. In Hosting country, type the two-letter code of the country where the data is stored: IE for Ireland. In Hosting region, type the city or cloud region. The country is what tells ComplianceOS whether the data leaves the United Arab Emirates.

   • Type Name: BrightPoints loyalty portal
   • Type Hosting country (ISO): IE
   • Type Hosting region: Dublin
6. 6

   Describe the system and select Save

   In Description, say in a sentence what the system is and whose it is. Select Save. The system is added to the Systems list, and the tile Systems hosted outside the UAE now counts one.

   • Type Description: Supplier portal run by BrightPoints that holds loyalty member profiles…
   • Select Save
7. 7

   Open the system

   Select the system's name in the Systems list. Its page shows the type, the status and where it is hosted. A manual system is not scanned, so the list of tables and objects starts empty.

   

8. 8

   Select Add table / record

   Select Add table or record to describe one table, file or set of records the system holds. Type a name for it and tick the people it is about, here Customers.

   • Select Add table / record
   • Type Name: Member profiles
   • Select Customers
9. 9

   List the first field and choose its category

   Under Data held, type the name of the first field, Full name, and open the category list beside it. Choose Identity, Person name. The category tells ComplianceOS what kind of personal data the field holds. Categories beginning with Sensitive raise the record's risk score.

   • Type Name of field 1: Full name
   • Select Category for field 1
   • Choose Identity · Person name
10. 10

    Add the contact fields

    Select Add field for each further field. Add Email address with the category Contact, Email address, and Mobile number with the category Contact, Phone number.

    • Select Add field
    • Type Name of field 2: Email address
    • Select Category for field 2
    • Choose Contact · Email address
    • Select Add field
    • Type Name of field 3: Mobile number
    • Select Category for field 3
    • Choose Contact · Phone number
11. 11

    Add the date of birth and select Save

    Add one more field, Date of birth, with the category Identity, Date of birth. Then select Save. The record opens on its own page.

    • Select Add field
    • Type Name of field 4: Date of birth
    • Select Category for field 4
    • Choose Identity · Date of birth
    • Select Save
12. 12

    Read the record's page

    The record's page shows a risk score, the data subjects and the number of personal columns. The Columns table lists each field with its category. At the bottom, a warning says this table holds personal data but is not linked to any RoPA activity yet.

13. 13

    Link the record to the activity

    Select Link to RoPA activity. Open Activity and choose Loyalty programme membership. Leave the columns unticked, which means the activity uses the whole table, and select Link. The activity is now listed under RoPA activities using this data.

    • Select Link to RoPA activity
    • Select Choose an activity
    • Choose Loyalty programme membership
    • Select Link
14. 14

    Go back to the data map

    Select the system's name at the top of the page, then Back to data map. The tiles now show one system, one table with personal data, and RoPA coverage of 100 percent. Under Suggestions, the data map has noticed that data is stored in Ireland with no transfer record. You will act on that suggestion in the Cross-Border lesson.

    • Select Back to data map