External data protection with a professional tool: ecoprotec uses otris privacy

ecoprotec provides data protection services to approximately 250 customers. The high quality of its services is also a result of the company’s self-image: reliability, open communication and partnership with customers are among its core values. Another component that makes ecoprotec successful is its benefit-oriented digitisation strategy. Before introducing the special software otris privacy, the company used a system it developed itself to set up and maintain data protection organisations for clients. As the number of clients increased, so did the effort required to maintain an overview.

‘In our self-developed system, we used Office products in combination with our own software applications. As a result, all the information for a client was not stored in a central location, but distributed depending on the content. The main objective in acquiring specialised data protection software was to reduce the documentation workload and improve performance in serving our customers,’ explains Patrick Borkowski, head of the data protection and management systems division.

otris privacy as a centralised system
After the introduction of otris privacy, all data for each mandate is now stored in a centralised system. This not only creates transparency, but also improves the efficiency of processing workflows. ‘otris privacy helps us to ensure long-term support for each customer in accordance with uniform standards within the scope of the position of external DPO,’ says Patrick Borkowski.

Ensure service quality
The standardised processes in otris privacy improve both efficiency and service quality: the structures of entire data protection organisations can be duplicated with just a few clicks and adapted for a new customer.
‘By adopting existing structures, we are not only faster, but also ensure the quality of our service: we map our data protection know-how in otris privacy by standardising proven processes with the software,’ explains Patrick Borkowski.

Proven process
The implementation of individual data protection checks (e.g. website check, maturity analysis, AV contracts, etc.) thus follows a proven pattern. The large pool of templates for processing activities, measures, checklists and forms that ecoprotec has stored in otris privacy helps the data protection officers in their work: processing operations can be checked immediately for data protection compliance. The linking of measures after the check makes the current data protection status transparent: the measures overview is a living document that shows the client what needs to be done. The cockpits in otris privacy serve as proof of the conformity of the data protection organisation: ‘We can quickly see the status of the relevant building blocks within the customer’s data protection organisation via the cockpits and thus provide reliable proof for accountability,’ explains Patrick Borkowski. ‘This helps both us and our customers to achieve our common goal faster: a secure, efficient and transparent data protection organisation.’