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Data mapping for third party receivers

Mapping a third party instead of a system is relevant if the transfer of data is done in a way where you cannot implement technical security measures or delete data yourself. This is could be the case when you transfer data to authorities or consultants. Therefor you create these as third parties and contracts, which can be managed here. It may be relevant to follow up on data processor agreements, locations on those who act as external data processors.

(Keep in mind that you can relate hosting agreements and third party informations to Systems, so that these data processor documentation only is needed once (on the system)

Step 1: Third parties who receive data as part of the activity:

Select contracts and third parties that receive information 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 receiver is an external legal entity that receives information as part of this activity. E.g. as part of the activity ‘Job interview’ in HR a relevant third party receiver could be ‘Head hunter company’.

Step 2: Data mapping

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

Add data categories from gross list

Once all relevant contracts have been added, you can start mapping data categories per third party by clicking on the ‘Data mapping’ button on the right side. I.e. indication of specifically what data is received by each party. Examples of data categories that is send to a third party could be ‘Names’, ‘Addresses’, ‘Qualifications’, ‘Criminal records’.

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 manager’ 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.

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