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17/04/2018
PROMOS News
EU GDPR – ready, steady, final sprint to the key date!
Could 25 May have become the most frequently named key date in 2018? This date marks the end of the transition period for the EU General Data Protection Regulation (EU GDPR), which poses great challenges for many companies. All companies that use tools to process personal data need to get ready to meet increased documentation obligations. Companies in the real estate sector will not be excluded from the changes, as they certainly collect large quantities of data.
When prospective customers sign their rental contract, for example, personal data such as their name and bank account details is recorded in the ERP system and thus processed. The EU GDPR now makes more stringent demands on real estate companies here and demands more sensitive treatment of this data.
To accommodate the fact that many regulations primarily relate to the processes practised in property management with SAP®, PROMOS has developed two new reports.
Show me my data!
According to Article 15, affected individuals have the right to demand that the data-processing company responsible provide confirmation of whether it processes personal data relating to them. If this is the case, tenants can, for example, demand a copy of the data saved about them in a machine-readable form and information as to how the data is processed. These are precisely the functions that the new PROMOS information report provides. Firstly, it generates a detailed overview of the data relating to a business partner, not only specifying what personal data is recorded (for instance, date of birth or address), but also indicating how the data is processed in documents or correspondence. This information can ultimately be transmitted to the affected person in the form of a PDF document. Secondly, the data export function allows the data to be provided as a CSV file.
- What legal retention requirements must be met?
- When do the various retention periods expire?
- Which business processes are still outstanding?
- Or do any special restrictions need to be implemented by means of authorisations?
The PROMOS report provides a CSV file for data export.
Housing companies that use an online portal or customer app for communication with their tenants, owners or other parties involved also have the option of using a self-service within the easysquare app. The seamless integration into the leading SAP® system makes it possible, for example, for tenants to request their information within the app, while the housing company also makes the information report available there.
The information report can also be requested in the easysquare tenant app.
You can forget that!
A further key module of the new EU GDPR governs what is referred to as the right to be forgotten. According to this, companies must delete personal data from a legal viewpoint either when the information is no longer required or when the person concerned demands the deletion, taking account of legal retention periods. For this purpose, PROMOS offers a report for the anonymisation of business partners in SAP®. A simulation run provides the option of checking existing data for business partners to be deleted. The next step could then be that the result documented in the log is checked by a data protection officer and, following internal release, the data concerned is erased in a “real run”.
The simulation run in the PROMOS anonymisation report allows you to check the business partner data in SAP®.
In order for the PROMOS report to achieve appropriate anonymisation, several basic requirements must first be taken into account:
All of these questions define the framework that determines when irrevocable anonymisation is permitted and when it is necessary to wait.
Use the PROMOS reports to get in shape for the EU GDPR
Have these or other questions already been resolved in your housing company by means of a deletion and blocking concept? If this is the case, you can enjoy a lean, straightforward implementation of the new solution. On top of this, we will be happy to help you clarify any further issues relating to the EU GDPR.
“The new reports that we are providing support our customers in meeting the strict requirements of the EU GDPR in their SAP® system, both in ERP and for S/4 HANA®. This is important, as companies unable to meet the requirements on time will be facing serious sanctions,” explains Volker Schulz, CIO of PROMOS consult. “We will therefore be delivering the reports to all PROMOS.GT customers in mid-April free of charge in conjunction with their software maintenance,” adds Schulz. In addition, PROMOS is currently offering a consulting day to coordinate these two reports.
Contact us if you are interested in the new reports.
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