Overview

Features

Feature

How this feature can help you

Comments

Visual process dedicated to personal data protection

You can design a dedicated home page for personal data protection with links and direct access to the functions you need.

From V11.0.8, GX V11.0.6, V12.0.14, HR V12.0.8, GX V12.0.19 and 2018 R3, a ready-to-use home page is designed and provided by Sage. You can personalize it.

Data Protection Officer (DPO) management

You can create and allocate roles to users.

From V11.0.8, GX V11.0.6, V12.0.14, HR V12.0.8, GX V12.0.19 and 2018 R3, a new report lists the companies, their location (EU/other), and the users taking the role of DPO. This report is based on a standard feature of the software (user role), on the users list associated with a company, and on a role code defined as DPO.

Attach documents, forms

You can attach any type of document needed for personal data protection to a master document, for example forms expressing a person's consent.

 

Auditing tool

You can track all activities including connection, execution of a function, and the update, creation, deletion of records.

 

Query tool

You can create your own extraction and reporting tools related to personal data extraction, such as search, list, and extract records linked to an individual.

 

Purging rules

You can set up rules to purge data that is no longer required. This is true from a business and a legal perspective. You must ensure that you adhere to all local data retention regulations.

 

Personal data analysis

The tool makes it easier to find data record details attached to a master record. See the corresponding description below.

Available from V11.0.8, GX V11.0.6, V12.0.14, HR V12.0.8, GX V12.0.19 and 2018 R3.

Search engine

Before V7.1, you could leverage the capabilities of the query tool or extractions using import/export templates to identify records related to an individual on demand.

All business intelligence tools (Sage Enterprise Intelligence®, BusinessObjects®, Sage Data & Analytics©), if installed, can help you in this task.

From V7.1, a full text search engine is delivered within the solution to help you find the right information as soon as the data is indexed. More information is available in the Search engine section.

 

Reference to a master record

The solution is metadata-driven. The data is associated with a data type. Refer to the Data types related to personal data section.

From V11.0.8, GX V11.0.6, V12.0.14, HR V12.0.8, GX V12.0.19 and 2018 R3, the platform delivers a dedicated reporting tool that enables users to find the transactions linked to an individual with the date of the first and last use.

This provides you with a powerful tool that can help you analyze the personal data, content, and location, as well as decide whether this data can be obfuscated or purged (depending on the legal retention rules).

Import/export templates

All data can be extracted or integrated using the import/export templates.For an import, data consistency must be ensured. Refer to the list of templates available in the solution, either standard or specific, which you have set up or personalized.

 

Mailing prohibition

You can activate a specific option attached to emails that prevents the email from being included in marketing emailing campaigns.

 

Data breach warning

To limit the risks of a data breach or related penalties, you must make sure you implement best practices in terms of security and access right management including your network, database, and application.

In the case of a breach, you can extract personal data stored within the database to contact relevant people impacted by the breach.

 

Documentation

Topic

Content

Data types

This documentation lists the data types considered to be personal data that detail the content and the location of this data.

Depending on the version of the solution you run, some data types could have been added.

Security principles - extract

Depending on the version, the technology and tools can differ significantly. Refer to the documentation dedicated to the version you run.

In all cases, the main principle is that you must secure your IT environment to prevent unauthorized access and data breaches.

Local data retention rules

Some examples of retention rules that apply for countries. Sage does not warrant the validity or the relevance of these rules that are provided as an example.