Data privacy involves the practices and measures taken to protect personal data, which helps you comply with regulations and maintain customer trust. By implementing data privacy measures, you protect personally identifiable information (PII) and mitigate risks associated with data breaches.
Own is committed to Data Privacy (formerly known as GDPR) compliance and assisting users with Right of Access, Right to Rectify, and Right to Forget data protection requests. As a data processor, seeks to make sure that administrators have the tools needed to facilitate Data Subject Requests within their backups and archives.
Data Privacy capabilities are available for the ServiceNow environment.
To handle Data Privacy inquiries from a Data Subject, and to make sure the relevant records are being handled in your backups, use:
- For Right to Rectify, and Right to Forget: Use the Data Privacy tab.
- For Right of Access: Use Find in the main navigation.
Data Privacy Subject Requests
From the Data Privacy tab, both Right to Rectify and Right to Forget requests are handled. All requests can be canceled within 48 hours of submission.
Data Privacy requests are handled at the table level. Hierarchies and related tables are not supported within the request, and require their own separate Data Privacy requests. For example, when submitting a Data Privacy request for a Person Account, separate Data Privacy requests must be submitted for both the Account and Contact tables.
Right of Access
Own provides authorized cloud service administrators with a tool to locate and report which backups contain the data subject and their service region. With the Find capability, users can easily search their entire backup history of data and attachments. This capability allows users to accomplish the following:
- Quickly find and retrieve records and files that were removed or archived.
- Address any legal, compliance, and audit inquiries relating to the backed-up data.
- Allows the admin to Forget or Rectify a record directly from the results page.
Protect Personal Data in ServiceNow with Privacy Requests
Safeguard personal data in ServiceNow from unauthorized access to comply with regulations such as GDPR. Protecting personally identifiable information (PII) helps you maintain customer trust. Implement data privacy measures to efficiently handle data subject requests and mitigate risks associated with data breaches.
Request to Forget a Single Record
Own provides authorized administrators with a tool to locate the data subject’s Record ID and submit it for deletion.
Forget Requests in Own only affect records stored in Own, not within the cloud service provider. A forget request must be made in the cloud service provider as well, otherwise the records will still be included in future backups.
- On the Services page, select the relevant service.
- In the Data Privacy tab click New Request and select Forget Record.
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Enter:
- The Table name.
- The Record ID of the specific record you want to remove.
Request to Forget Bulk Records
A Forget request for a collection of records identified in a CSV file can be made using the Bulk Forget option.
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In the Data Privacy tab click New Request and select Bulk Forget.
If the total requests (Forget and Rectify) for the twenty-four-hour period have been met or exceeded, the Forget Record, Rectify Record and Bulk Forget buttons are deactivated.
- Confirm your CSV file format.
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Select the CSV file you want to upload.
Note The header columns names are case-sensitive.
Request to Rectify a Record
Own provide authorized administrators with a tool to locate the data subject’s Record ID and edit the Data Subject's table (both are needed to submit a request).
- In the Data Privacy tab click New Request and select Rectify Record.
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Enter:
- Table
- Record ID of the specific record you want rectified.
- Field Name
- New Value
- Add a comment if required.