Data Breaches

Introduction to Data Breaches

Data breaches workflow provide the mean to manage the lifecycle of data breaches. This means recording and updating the information related to the data breach, supporting the tasks needed for remediation and the needed communication.

Workflow

A new data breach can be created using the Add New functionality and choosing "New Data Breach".

A workflow enables to move data breaches" in several statuses as shown in the following picture.

Data Breaches workflow and statuses.

The following table explains the meaning of each status:

Status	Description
Default	A temporary status when the data breach is initially created before the first save.
Opened	A data breach in this status is raised for analysis.
Analysed	In this status, the analysis of a data breach is completed. The data breach is therefore to be cancelled or to be actioned (taken in charge).
In charge	In this status, the data breach has been taken in charge and it is being actioned.
Notified	In this status, the data breach has been notified to the interested parties.
Resolved	In this status, all activities related to the data breach are completed and closure is expected after confirmation of remediation.
Suspended	Activities concerning the data breach are temporarily suspended.
Closed	In this status, all activities related to the data breach are performed and remediation / communications are completed. This is an end of life status, meaning no further status transitions are allowed.
Cancelled	Data breach cancelled. This is an end of life status.

Information

Data breach records are organized in seven sections:

• Identification, where identification data of the data breach are recorded,
• Ownership & Organization, containing the assignment of the key roles enabled to manage the data breach;
• Investigator, with the details of the resource in charge of investigating the data breach;
• Data Breach Details, with the details of the data breach;
• Data Breach Impact, containing information about the data breach impact;
• Data Breach Notification, containing information about the notification of the data breach;
• Remediation Actions, containing information about the remediation actions for the data breach.

Detailed information on the meaning and use of every field can be found by pointing the mouse on the (i) next to each field. This will activate a tooltip with a brief description of the field.

Additional information can be found in the secondary forms of the record: attachments, related items, messages and history. See How To for more information.

Privileges

Data breaches can be created by the users to whom the corresponding privilege is granted (see Users & Groups for more information on how to set this privilege).

The lifecycle of the dta breach is managed by the roles described in the table below. Groups are pre assigned to the roles according to the settings (see Settings for more information on how to set these defaults). Initial assignments can be modified according to privileges choosing among the enabled groups (see once again Settings for more information on how to enable groups).

Role	Description
DPO Group	Members of the group assigned to this role have full privileges. They can: transition records to any compatible status, update fields when possible, update data sources directly in record management.
Data Controller Group	Members of the group assigned to this role have view (read) privileges.
Data Processor Group	Members of the group assigned to this role have view (read) privileges.
Investigation Team	Members of this group have several privileges. They can manage the entire lifecycle, being enabled to: transition records to any compatible status, update fields when possible.
Auditors Team	Members of the group assigned to this role have view (read) privileges.
Owner	This role can be assigned to a single user among members of the groups previously described. The Owner has several privileges: transition to any compatible status, update fields when possible.

Warning and alerts

TBC

Reports

The list of data breaches can be filtered and exported to excel format from the view Data Breaches.

Related processes

Data breaches can be related to risks, actions and issues / non conformities.