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Healthcare Organisation

As a large Healthcare provider, we work with the National Health Service, other government agencies and private Healthcare providers. Our company’s portfolio is diverse with a wide range of activities, primarily health and social care to property management and fundraising.

Our data landscape is vast and much of our data is ‘special category’ which drives the need for robust data governance and protection for our customers sensitive information.

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ROBUS helped us identify our complex and sensitive data processing activities which enabled us to apply appropriate controls. The system guides each user to standardise information making the completion of a data risk assessments.

When managing subject access requests – ROBUS enabled us to quickly identify where the requested data was held.

Company Type



Healthcare Services Provider




Healthcare organisations handle a wide spectrum of data — from financial records and health insurance information to patient test results and biometric information. Some of these data types are more sensitive than the typical information collected by non-healthcare organisations.

According to Articles 13-15 of the GDPR, there are three types of personal data relevant to the healthcare industry that need to be protected:

Health data

Any data that is related to a person’s physical or mental health is considered personal and protected under the GDPR. This includes any information related to the type of care a person receives.

Biometric data

Biometrics refers to the physical or behavioural characteristics of a person. The GDPR defines such information as personal, as it can be used to identify a specific person. It includes facial images, fingerprints, gait traits, etc.

Genetic data

Information related to a person’s genetic makeup. It includes any lab results connected with the analysis of a biological sample as well as any characteristics that might reveal details of a patient’s physiology or health.

Healthcare providers should give patients correct information about their rights, for what purposes their health-related personal data is processed and how it is processed as well as by whom, for how long, and additional information.

For health data, the majority of EU countries have a form of doctor-patient confidentiality, where even treatment data sharing with third parties, including other medical professionals, generally demands the patient’s consent. So what other unique industry points need to be taken into account while working with private information?

One unified source of data

How quickly and coherent an organisation responds to the patient’s needs sometimes influences not only the health but also the life of the patient, so the whole system must be able to recognise and connect the data received personally from the patient and data that came from software and other organisations.

Requirements for apps, profiling, and big data

Apps are becoming a very important part of the healthcare sphere. Thanks to mobile devices, users can benefit from health services provided anywhere. But it also may imply special risks for their health data. The GDPR outlines what data protection requirements should be paid special attention to and what additional legal requirements must be taken into account.

Requirement to comply with multiple frameworks

GDPR compliance is absolutely vital in the healthcare industry, as it helps to prevent personal data breaches and so to protect the most sensitive information that each individual has. For this purpose, healthcare organisations must have a secure, digital, technological system led by skilled trained staff strictly following rules and regulations.

Reporting a breach

If a breach of personal data occurs, a healthcare organisation may be required to inform the relevant Data Protection Authorities. Under serious circumstances, there may be a necessity to inform the individuals whose data has been put at risk. DPIAs are required if an organisation’s data processing activities could pose a risk to the rights and freedoms of individuals.

Why is it Important?

Healthcare cyberattacks are now more frequent, with bigger financial losses and more patient data compromised by exposure.

The increase in cyberattacks is largely down to the COVID-19 pandemic, as resources were ploughed into COVID-19 responses, drawing attention away from cybersecurity. Healthcare has been targeted by a wave of cyberattacks as a result.

With so much sensitive data at stake, healthcare data breaches are some of the most damaging leaks when compared to any other industry.

Around 50% of healthcare data breach victims suffered medical identity theft, with an average out-of-the-pocket cost of $2,500 for patients.

Client Specific Needs?

Consistent data management approach

The business is very diverse with a wide range of activities from health provision to property management and fundraising. There was a challenge in ensuring a consistent approach to data management.

Back data alignment with the GDPR

Retention schedules for the whole organisation needed review and analysis of their GDPR compliance.

Subject requests processing systematisation

The nature of the organisation implies that we constantly receive subject data access requests that require a lot of resources to proceed with, so one of the key needs we had before the ROBUS’ launch was a formalised way of dealing with such requests.

ROBUS Solutions Description

Data records unification

ROBUS assigns ‘ownership’ to all records and activities and embeds the completion of activities and ‘gates’ for data processing into an easy-to-understand end-to-end business process. ROBUS assists in the identification and documentation of all special category data, together with a robust system for the approval of data use.

Instant audit history with built in accountability

ROBUS enables tracking the review and approval of data activities and third-party processors in real time, with built-in accountability, providing an instant audit history. Subject data access request management ensures these are now fulfilled and recorded in a consistent manner.

Records management

Retention schedules are easily assigned to data assts in ROBUS and linked to our records management strategy. The ROBUS retention functionality has been fundamental to our data minimisation project.

Built in data protection help and guidence

Throughout ROBUS, every activity and every record have easy to understand help and guidance. The built-in functionality has helped us with our organisation wide Data Protection awareness programme and bespoke teams and individuals’ deeper data protection training.

implementation outcomes

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Easy to follow guide

ROBUS Data Subject Access Rights manager records the full lifecycle of document flow from the request for the document deployment to the system to its final approval. With this function in place, ROBUS enables companies to demonstrate compliance with global privacy standards.

Microsoft 365 compliance

Unlike other privacy SaaS providers, ROBUS does not need multiple data centres but covers all the documents under one umbrella. It makes data processing easy and smooth for us, positively influencing employee efficiency. With high-security standards declared in Microsoft’s policies, fears of data loss are now minimised when working with information in ROBUS.

Secure data sharing system

Interactions with third parties became more secure and transparent and this is what we were looking for since the GDPR launch. All operations with sensitive data are greatly simplified when they are maintained via ROBUS. The programme is able to promptly generate and provide the necessary information on demand, consistently structured and formatted according to the current GDPR regulations.

One version of the truth

Formalising the approach to handling requests is greatly aided by the programme’s all-in-one operating principle, which entails centralised secure data storage instead of disparate sites. Now employees do not have to search for where a particular file is located, as it can be found simply by logging into ROBUS.

Extra value ROBUS brings

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DSAR function

ROBUS Data Subject Access Rights manager records the full lifecycle of the document flow from the request for document deployment to the system to its final approval. With this function in place, ROBUS enables companies to demonstrate compliance with global privacy standards.

Customised support

ROBUS team of experts follows a personalised approach to meet your organisation’s needs on the way to compliance and navigates you through ROBUS functionality and features.

FOC onboarding training

The ROBUS subscription comes with the onboarding training so that the team could quickly learn how to work with the system, its capabilities, analytical dashboards, and requirements. ROBUS treats each client individually, so you can rest assured that the specifics of your company will be taken into account.

Configurable e-mail notification

ROBUS provides your team with limitless opportunities to track the activities that each employee involved in the process of data management wants to focus on. The function of auto notification can be set up with one click.

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