Portfolio No.: 9602-01

PROMOS package for data protection

The worry-free package for data protection requirements

Data protection is a topic that customers and companies have become increasingly sensitive about over the past few years. However, the customers’ desire for greater transparency and consistency in the handling of their data is not the only factor; legal regulations also mean it is necessary for companies to deal with this topic at design level and for the long term. A sophisticated deletion and blocking concept is therefore advisable and necessary for any company that processes personal data. Such a concept comprehensively regulates the earliest time at which a data record can be deleted. This could be dependent on statutory retention periods or due to open business processes; for example, specific treatment is required in the case of a legally enforceable claim. PROMOS knows the questions that are relevant for developing a rigorous concept and provides help with implementation.

What’s more, PROMOS provides various reports that specifically help with the implementation of the renewed 2018 EU-GDPR, including an information report that provides data about a business partner in PDF or CSV format and an anonymisation report that can delete a business partner’s data.

The objective of the EU General Data Protection Regulation is to define standardised laws regarding the processing of personal data by companies in the European Union. Since May 2018, the renewed GDPR has strengthened the rights of private persons in many areas. For instance, companies are now obligated to provide the individuals concerned with information regarding the data being processed. This does not just mean confirming whether such data exists: a copy of the data saved for the specific case must also be provided in a machine-readable format. The new regulation also introduced what is referred to as the right to be forgotten, meaning personal data for which the purpose or time limit for storage has expired must be deleted, taking into account the statutory retention periods.

If customers or tenants request to view the processed data regarding them, you need the information report developed by PROMOS. This provides a detailed overview of the stored information (e.g. date of birth, address or bank details) in PDF or CSV format.

To overwrite the tenant data, you can use the anonymisation report. Deletion of personal data may be necessary either if this is no longer required or if a person requests that it should be deleted. The PROMOS report can initially execute a simulation run, allowing you to check the data to be deleted once more before it is finally anonymised.

The Data Protection solution package additionally allows users to generate a list offering an overview of all previous simulations, anonymisations and errors as well as anonymisations prevented by technical reviews. Thanks to its thoroughness, this error list can be used for verification purposes by auditors or data security officers, for example. After a successful simulation run, relevant business partners can be directly anonymised from the error list.

PROMOS Auskunftsreport im Lösungspaket Datenschutz
The PROMOS information report provides a CSV file for data export. There is additionally the option of generating a PDF file or OPCC letter.
Error-Liste im PROMOS Lösungspaket für den Datenschutz in SAP
An analysis of all successful simulations, anonymisations and errors as well as anonymisations prevented by technical reviews can be generated in a list format. This can be used for verification purposes.
PROMOS Report zur Anonymisierung personenbezogener Daten in SAP
The simulation run in the PROMOS anonymisation report allows you to check the admissibility of an anonymisation.

Further information

  • Companies are not all identical: This is why the reports in the PROMOS Data Protection solution package are tailored to your company’s individual requirements and workflows at every stage. For example, specific roles could be introduced for deleting or anonymising data or data that refers to legally enforceable claims can be handled in a certain way. A separate rule can also be arranged in the event of the death of customers or tenants.
  • Information via app: Tenants like things to be straightforward, which is why they prefer online solutions for communication with the housing company or use apps with self-service functions that provide an immediate response to their request. For this reason, data protection information for tenants can be set up in the easysquare tenant app.

Your benefit

Clear rules: Although the data protection provisions are laid down in law, it is up to companies to arrange the actual compliance with these laws themselves. The Data Protection solution package provides a binding framework.

Automation: The available reports reduce the required workload to a minimum by deleting data automatically based on specific rules.

Individualisation: No matter what your requirements are, PROMOS can develop bespoke concepts for you and take care of the technical implementation.

End user

  • Real estate managers
  • Customer advisors
  • Accounts receivable and accounts payable accountants

Technical requirements

  • SAP® ERP 6.0

Please contact us:

PROMOS consult Projektmanagement,
Organisation und Service GmbH
Rungestraße 19
10179 Berlin-Mitte

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