Customer Story Westpfalz Clinic
"We wanted a modern and digital implementation of our data protection management system. Robin Data convinced us with the functions, the many templates, the automation options and the very competent and friendly service as well as the cooperation with a partner nearby."
Data Protection Officer Westpfalz-Klinikum GmbH
Data protection is a top priority for the Westpfalz-Klinikum. For this reason, the existing data protection management system was consistently redesigned and digitally structured. Robin Data makes it possible to manage processes digitally and to implement documentation collaboratively.
Westpfalz-Klinikum GmbH
Westpfalz-Klinikum GmbH provides modern medical care for the entire region of the Western Palatinate and the neighbouring North Palatinate mountain region. Each year, more than 50,000 inpatients and more than 100,000 outpatients are treated and cared for at our four locations.
Location: Kaiserslautern
Employees: 4100
Industry: Healthcare
Customer: since 2020
Westpfalz-Klinikum GmbH is represented at four locations: Kaiserslautern, Kusel, Kirchheimbolanden and Rockenhausen. At these four locations, there are a total of more than 50 clinics, departments and institutes. Personal data is processed at all locations. In order to meet the existing legal documentation and accountability obligations, the Westpfalz-Klinikum has a data protection management system. Until now, this mainly involved documentation with the help of Office documents. Due to the size of the company, this form of management was complex to implement. In order to be able to manage processes uniformly in the future and to enable a better overview, the Westpfalz-Klinikum decided to modernise the existing data protection management system and to implement it with Robin Data Software.
"Very time saving are the many very high quality prepared templates. If there are any missing, Robin Data provides them free of charge!"
Data Protection Officer Westpfalz-Klinikum GmbH
After initial, very constructive discussions, the transformation of the data protection management system in Robin Data was divided into four steps:
Together with the data protection centre, Robin Data's consulting partner, all locations and relevant units were first included in Robin Data. On this basis, it is now possible to model the internal data flows. In a further step, the existing processing activities were reviewed and compared with the Robin Data templates. Through the discussions with the consulting partner, some impulses were set and further processing activities were identified and imported by Robin Data. In addition, specific processing activities around the Corona pandemic have been added in 2021, provided by Robin Data. In total, more than 300 processing activities have been identified to date. Implementation of the required data protection impact assessments is an ongoing process. Robin Data works according to a similar system to the so-called "PIA tool" of the French data protection authority. In this way, the transfer of existing risks and the recording of new risks in the context of the regular management review of the data protection management system runs smoothly.
As a large company with partly complex structures, the hospital has suppliers and service providers that also process personal data. Their structure and country-specific location as well as the associated necessary basis for processing personal data could be modelled easily and quickly with the help of Robin Data. The necessary contracts were recorded in Robin Data's contract manager and can now be reviewed annually on the basis of storable deadlines.
Processing activities and erasure concepts belong directly together. In Robin Data, the erasure classes of the erasure concept according to DIN 66398 can be automatically generated directly from the processing activities on the basis of documented data types. Information about legal retention periods is provided so that the otherwise very time-consuming generation of the erasure concept is possible without any problems. By means of erasure rules, the erasure classes can be converted into concrete instructions for the persons responsible.
With the Activity Manager, all relevant processes can now be recorded. Each case receives a unique document ID (or a file number), which enables the assignment of further documents. The Activity Manager makes it possible to chronologically document activities within processes, for example the processing of individual cases, some of which are problematic. Since activities can be created from all documents in Robin Data, the Activity Manager can be used, for example, to centrally manage release processes for processing activities.
"As a data protection officer, I now have a central overview of all processes in our data protection management system. This makes compliance much easier for me and saves valuable working time for routine tasks, which Robin Data now does for me."
Data Protection Officer Westpfalz-Klinikum GmbH
Westpfalz-Klinikum GmbH
Data Protection Officer
+49 (0) 631 2030
info@westpfalz-klinikum.de
Robin Data GmbH
Prof. Dr. Andre Döring
+49 (0) 3461 479236-0
info@robin-data.io
About Robin Data
Robin Data GmbH develops and operates the ComplianceOS® software platform for the implementation of compliance fields such as data protection and information security. Through integrated consulting and IT services, we offer customers an end-to-end service experience.
The Robin Data GmbH team will advise you on our solutions without obligation and free of charge and answer your questions by phone or e-mail.
In the one-hour appointment, we present a function of our software solutions, such as the deletion concept or the TOMs, to you in detail.
Information Robin Data solutions, events and developments in compliance, data protection and information security.
Find out more about the functions of our Robin Data software and legal texts in the area of data protection in our Help Centre.
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