Tool Overview:
OneTrust

About OneTrust

OneTrust is a privacy and security platform that helps organizations manage data privacy compliance, consent, and risk. The platform provides automation tools and centralized controls for handling personal data processing activities across an organization's digital footprint. It serves as a comprehensive solution for privacy program development and maintenance, with particular emphasis on meeting regulatory requirements like GDPR, CCPA, LGPD, and ISO 27701.

What does OneTrust do?

The platform's core functionality centers on automating privacy-related processes and workflows. It includes tools for data mapping, privacy impact assessments (PIAs), data protection impact assessments (DPIAs), and managing data subject access requests (DSARs). The system connects to various data sources including Identity and Access Management services, cloud providers, and Configuration Management Databases to detect data assets and trigger appropriate privacy management workflows.

Organizations use OneTrust to maintain records of their data processing activities through a centralized inventory system. The platform generates data flow visualizations and enables automated data discovery across structured and unstructured data sources. This includes capabilities for identifying personal data, automating recordkeeping, monitoring risk posture, and initiating remediation actions when needed.

For consent management, OneTrust provides tools to embed consent collection mechanisms into websites, devices, and internal systems. The platform maintains a central database of user consents and preferences, allowing organizations to enforce consent governance across their downstream systems. It includes features for creating and managing privacy notices, with the ability to automatically update these across multiple digital properties.

What makes OneTrust different?

A key differentiator for OneTrust is its status as an official Europrivacy technology partner, being integrated with the first and only certification scheme approved by the European Data Protection Board. The platform includes a global contributor network of lawyers, researchers, and translators who provide updates on privacy regulations and requirements directly through the platform.

The platform employs a Business Intelligence engine that automates compliance reporting and generates KPIs for board-level reporting. This allows organizations to demonstrate the value and effectiveness of their privacy programs while maintaining visibility into their compliance status across different jurisdictions and requirements.

Use cases and industries

OneTrust supports organizations in implementing privacy information management systems (PIMS) and maintaining compliance with various privacy regulations. The platform provides specialized solutions for specific regulations like GDPR, CCPA, and LGPD, with templates and workflows tailored to each framework's requirements.

The platform addresses several key privacy management challenges, including third-party risk management, incident response, and privacy impact assessments. Organizations can use OneTrust to conduct due diligence on vendors, manage security incidents, and maintain documentation of their privacy practices. The system supports both internal and external auditing processes, with customizable questionnaires and assessment templates.

For marketing and advertising use cases, OneTrust includes specific features for managing advertising consent and compliance with frameworks like IAB TCF 2.2. The platform enables organizations to manage vendor relationships, configure consent choices, and maintain transparency in their advertising practices while respecting user privacy preferences.