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Data mapping for Third party sources

Mapping a third party as a source is relevant so that you are able to inform data subjects which third parties you collect their information from in order to comply to GDPR art 14.

Step 1: Third parties from whom you receive data as part of the activity:

Select contracts and related which third parties that you collect information from as part of the activity in question. Click “+ Add third party” and select relevant third parties from the drop-down menu followed by “Submit”.

You can create new contracts and third parties or change details about existing ones under the “Contracts Management” section in the menu in the left side of your screen.

A Contract is the name of the underlying agreement with a Third party, E.g. Software as a service agreement. A third party source is an external legal entity that sends information as part of this activity. E.g. as part of the activity “Job interview” in HR a relevant third party source could be “Head hunter company X”

Step 2: Data mapping

Once all relevant third parties have been added, start mapping data per third party by clicking on the ‘Data mapping’ button on the right side (i.e. indication of specifically what data is received from each party).

The purpose of this is to identify how and why information flow from external parties into the organization. Example: The activity, Job interview receives the following information from Headhunting Company X: “Names, e-mail addresses, CVs, qualifications”

Add data categories from gross list:

Data categories are the types of information that are received from third parties.

First you see a full view of the existing gross list of data categories. You can add/relate data categories to the chosen contract from by adding check marks. 

Copy from other mapping

When you need to map data to the next third party/data processor on the list, you can select a previous mapping for either systems or third parties. – Or you can choose to see the data categories mapped to this third party in other activities. Click on the “Copy from” drop-down list at the top left.

Click on the categories you want to copy individually, or click “Select all” to copy all data categories. Click ‘Submit’.

Step 3: Processing role

Specify the role of the third party in the data processing: Select ‘Data controller’ under processing role if the third party has an independent purpose when receiving data. Select ‘Data Processor’ if the third party acts solely on instructions from your organization.

Click ‘Submit’ when you have finished mapping the data.

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