Suppliers & Products
Our Suppliers area offers a comprehensive list of suppliers and their products, with instant mapping. As part of our product mapping process GDPRiS stores information on the standard data processed by each supplier. GDPRiS goes a step further by capturing the legal basis for processing, retention information and how the rights of the data subject are met
Our Suppliers area forms an integral part of demonstrating your compliance under GDPR.
Which Suppliers should be added to the GDPRiS tool?
Confusion may arise to which of the hundreds of suppliers used by a school should become part of a data audit and thus be added to GDPRiS.
Every supplier does not need to be added into GDPRiS, only the ones where the school is the principal or shared data controller.
Here are some examples:
A book supplier asks the person ordering the books for their name, phone number and email address. The book supplier is the data controller and is responsible to keep your data safe and you have all the rights to ensure it is safe and correctly managed. However, this supplier would not be part of your audit.
THIS SUPPLIER WOULD NOT BE ADDED TO GDPRiS
A book supplier has an area online where a teacher can test their students on the content of their books. The teacher uploads student names and student’s login in to do the tests. Here is an example where the supplier is processing data for the data controller (the school).
THIS SUPPLIER WOULD BE ADDED TO GDPRiS
Use the menu on the left-hand side to navigate to the ‘Suppliers and DPIAs’ area of the portal
Find your Supplier
When you are in the Suppliers section, you should by default be on the ‘Select Suppliers / Products’ tab.
Type the name of supplier required into the search area and press enter on your keyboard
Selecting your products
Select your product by clicking or moving the slider next to the products you wish to select. The slider will change from black to turquoise.
Click ‘Add Selected’
A popup window will appear confirming your product selection. Click ‘OK’ to proceed.
Generate Screening Questions and DPIAs (Compact or Full)
Screening Questions and DPIAs may be generated by selecting the DPIA toggle in the Select Suppliers / Products tab next to the relevant Product.
By selecting Generate DPIA next to the relevant Product in the Manage Suppliers / Products tab next to the relevant Product.
A pop-up window will appear with a drop-down menu where you can choose Screening Questions, Compact or Full DPIA
A confirmation pop-up message will appear.
The selected document will then be generated in the View Compliance Documentation area on the Manage Suppliers/Products tab
In the relevant folder within the Suppliers folder in the Documents and Training area of the portal.
Review your Data Maps
Click on ‘Manage Suppliers / Products’ tab.
Click ‘View compliance documentation’ to see documentation for the supplier
Click ‘Review / Customise’.
Here you will be able to see the relevant field selections, leave these lections as they are unless you have a bespoke piece of software with that supplier.
Note: See ‘Customize a Data Map’ document for instructions on altering an existing data map for a supplier.
Upload a Document to a Supplier
Documents relating to a specific supplier ie a Data Sharing Agreement or a DPIA can be uploaded to that supplier on the Supplier page within the Manage Suppliers/Products tab
Navigate to the Manage Suppliers/Products tab
Find the Supplier/Product you require using the search function
Click ‘View compliance documentation’
Click ‘Upload Document’
Choose Parent Folder from the drop-down menu i.e. the Supplier folder or the Product folder
Browse for the file to be uploaded
Fill in any details necessary
Set staff permissions
Assign your Users to a Supplier/Product
Select the ‘Owners/Users’ tab
Click ‘Add Users’
A popup window will appear where you can select the users to be assigned
Place a tick in the box next to the users which use the system and then click ‘Save’
Note: If you have added your Users you can click ‘Show’ to review
You can set the person responsible for the safety of the data stored in the system
Select the ‘Owners/Users’ tab
Click ‘Add Owner’
Enter the Product owner’s details and then click ‘Save’.
The new information will now be displayed
Update a Supplier
Occasionally data maps are updated when we receive information from third-party suppliers to indicate that they have amended their GDPR compliance documentation.
When an update is available you will see Yes in the Update to data map available box when you look at the supplier in the Manage Suppliers / Products tab within the Suppliers section of the portal
Click Review/ Customise
The blue boxes with the ticks show the existing data
The grey boxes show the updated data
If you are sure you want to accept the update, click Accept Update
This will move the ticks to the new data
If you decide not to accept the new data click Remove Update
Remove a Supplier
You have the option to ‘Remove a Supplier/Product’ if you no longer use them
Open the ‘Review Suppliers/Products’ tab
Click on Supplier you wish to unsubscribe from
A popup window will appear asking you to confirm your decision. Click ‘Yes’ to continue or ‘Cancel’.
A further popup window will appear stating that your Product will be removed in 24 hours. Click ‘OK’ to continue.
You have the option to undo this action within the 24 hours