Get to know data types and classification, and get a comprehensive view of the types of data in your inventory of data sources.
Before using data types, make sure you have set up your inventory with data sources.
What are data types?
Mapping out which data types (e.g., email address, phone number, etc.) are collected by each of your data sources is crucial to stay compliant. This is the 'what' (types of data) reside in the 'where' (which data sources):
- Processing Activities: Understand the purposes of processing for data types and identify any data types that are not used in processing activities to comply with GDPR data minimization
- Request handling: To process data types for any DSR request, you first need to identify and locate data types
- DPIA: Recognize sensitive data types to decide which processing activities require a DPIA
- Risk management: Identify data types to recognize risky systems in terms of data sensitivity and PII
There are three steps to mapping your data types:
1. Context based discovery - using suggestions by MineOS AI
How does context based discovery work?
- Auto-scan and analysis of legal documents (PP, ToS, DPA, etc.)
- Analyses of the data source capabilities and features
- Analysis of your company (size, vertical, etc)
To use context based discovery, simply add a data source from your Radar to the Data Inventory by pressing "+ Add to Inventory".
When the data source is added to your Data Inventory, you will see that it may already have a yellow icon indicating that suggested data types are available, which you can view by selecting the data source.
Next to Data Types, click Edit, where you have the option of adding any of the suggested data types one by one, or in bulk.
That's it. Once you've assigned data types they'll be reflected elsewhere in the portal (such as on the Data Types screen or in your Report on Processing Activities).
2. Viewing and modifying data types manually
To view or edit data types, head to your Data Inventory. and locate the system you'd like to view. Press "Edit" in the "Data types" column.
Note: If data types are not included in your column view, click on "Columns" and ensure "Data types" is selected in the "Displayed columns".
To add data types to a system, select "Add type" under the "Data types" component. Select from the available list.
There are over 75 data types you can choose from. They are grouped into 10 (see below for grouping table). You can be as specific or as broad in terms of choosing data types.
For example you can choose "Demographics (other)" instead of choosing "Age" or "Gender"
To remove data types, hover over the data type you'd like to delete, and click "Remove".
Note: You cannot remove data types that have records since they were discovered using content discovery.
You can also view and edit data types from the Data Types page. Here you can find a list of all unique data types as well as the systems and number of records per data type.
To view all systems per data type, click on the desired data type (e.g. Contact Info).
The Data Type pane will display all systems that collect contact information.
Systems that have an integration available and connected (Zendesk as seen on the right) will show the exact number of data type records per system. The pane will also display systems that have an integration available (see Google Drive).
Clicking on a specific system will lead you to the same system pane as from your Inventory.
3. Content discovery & deep dive
For increased accuracy and continuous discovery of data types in specific data sources (unstructured sources such as your Google Drive or storage bucket, internal communication platforms etc.), you can set up integrations for direct discovery of data types.
- Read more about integrating for data type discovery via our Data Classifier tool here.
Talk to us if you need any help with data types via our chat or at firstname.lastname@example.org, and we'll be happy to assist!🙂