With Ninox, we have created our own digital data protection solutions using our own way of working, individual and adaptable.
Berit Schubert
Data protection officer
Other services
Ninox as a data protection management system for SMEs
The issue of data protection drives many medium-sized companies to despair. How should you keep an eye on the countless regulations, measures and documents in order to be on the safe side? DataSolution has developed a convenient solution for this with Ninox.
Customer profile
DataSolution LUD GmbH has focused on data protection and data security since 2006. From the company headquarters in the southern bacon belt of Berlin, managing director Berit Schubert and her colleagues advise SMEs throughout Germany on data protection and data security and, as an accredited data protection officer, also help implement the necessary measures.
Challenge
The topic of data protection is by no means new, but has been the focus of public attention since the EU-wide introduction of the General Data Protection Regulation (GDPR) in May 2018. The reform had far-reaching consequences for companies. Violations of legal regulations can result in severe fines that may threaten your existence. However, compliance with the complex set of rules requires a high level of administrative effort, which is barely achievable, particularly by small and medium-sized enterprises. In addition to frequent content updates, countless measures and procedures must be documented, documents managed and directories kept. For a long time, DataSolution also relied on Office programs such as Word and Excel. However, the constant maintenance and adjustment of the files became Sisyphean work, which took an enormous amount of time.
Solution
Convenient, centralized data storage
The data protection management systems on the market proved to be too inflexible for the day-to-day work of experienced data protection officers. Berit then came across Ninox and decided to use it to develop her own Central Data Protection Management System (ZDMS) for DataSolution. When the database is opened, a dashboard initially shows upcoming tasks and appointments as well as changes. All required information about each customer is stored in various tab pages and can be retrieved from anywhere at any time. From professional contacts to technical-organizational measures (TOMs), AV contracts and processing to audits and training certificates. Individually adapted forms and checklists make it easier to enter and maintain data, which can also be printed and exported as a PDF.
Key features
- Central documentation
- customizability
- cooperation
Benefits
DataSolution's ZDMS has been continuously adapted and optimized from practice. The development also took time, of course, but this quickly paid off due to the high time savings in everyday working life. All information required by law can be maintained with little effort, is always up to date and immediately available. The status of AV contracts and other important documents is always in view, without lengthy searches in emails and file directories. With the least possible effort, this creates complete, legally compliant documentation that is suitable for everyday use and withstands any review. DataSolution is now also making its ZDMS solution available to its customers and other data protection officers. It is based on Ninox's SaaS platform and requires no further IT investments.
From analogue to digital - in just a few days.
Make your company fit for the future. Find out how you can increase efficiency and reduce costs in our free e-book.