Version 2.1
Issued on
14/11/2018
Company logos, risk reduction and simplified register of operations
- User management: we have extended the range of action of the collaborator user. From now on he can navigate in reading mode in all the sections of UTOPIA and thus benefit from a complete view of each activity.
- Simplification of the register: the register as the person in charge of operation has been simplified following the latest indications of the Guarantor and eliminating mandatory fields not required by the regulation.
- Management of sub-managers: we have detailed the management of sub-managers, adding the possibility of indicating to which manager of operation they are subordinate.
- Text search: the search function in every area of the application has been optimized. Now by clicking on the search button you can immediately type the desired word without wasting time in further clicks.
- New section forsystem administrators: within the organizations page we have added a new section for system administrators. Here you can find all the people, divided between authorized and responsible, who cover this role.
- Risk reduction: We have added, in the impact section, a new criterion for the application of security measures. From now on, in addition to reducing the risk value, you will find a new way of managing the measures based on reducing the probability.
- Opinion of the DPO: always in the impact section we have added an important textual field where the DPO can insert his opinions and comments on the DPIA as required by Art. 35.
- Data Retention: We have also added the option to indicate if no personal data is retained.
- Enrichment of the Dashboard: two additional cards relating to violations have been added to provide details of data breaches that have been notified either to the guarantor or to the interested parties.
- Company logo upload: from now on, for each organization you can upload the company logo with the possibility to apply it on all the prints you make with UTOPIA, such as the operations register or the privacy policies.
Version 2.0
Issued on
31/10/2018
Usability, security measures, user activity list and exercise of data subjects' rights
- Security measures: for each operation you can, as required byArticle 32 of the GDPR, indicate the technical and organizational security measures applied to ensure a level of security appropriate to the risk.
- Address book: from now on, the entry of master data, such as those responsible for operation or DPO, can be done by searching for data from a global address book. This saves you valuable time.
- Users activity list: we have added a new section in the left menu. It keeps track of all users' activities distinguishing between insertions, changes or deletions. For a more immediate search you can filter them by user or by organization.
- Quick access to the organization section: you can now directly access your assets ororganization while filling out operation without switching screens or making many clicks.
- Rights of the interested party: from today you have a new field to explain how interested parties can exercise their rights. The information entered is automatically reported in the privacy policy.
- New print templates: we have significantly improved the print templates for authorizers, managers and system administrators. We have also improved the templates for operations logs.
- Joint ownersin privacy policies: once entered in a operation, joint owners are automatically added to privacy policies.
- Organization data: access to organization information has been made even easier and now the navigation menu is fully visible without having to move left or right with the arrows.
- Explanation of impact levels: within the assessment of operations we have included an explanatory note that helps to interpret the different impact levels: low, medium, high, very high. Essential to use the assisted assessment mode for risk calculation.
- Approvals page: now it's easier to check changes to operations . We have added the possibility to filter them by register.
- Bug fixes and performance improvements: we have fixed some bugs and improved the overall performance level.
Version 1.16
Issued on
17/10/2018
Risk calculation at operation, printing templates and asset and authorization management
- Risk calculation: for each operation you can obtain, with a simplified and guided method, the general risk level. If it is high, UTOPIA invites you to draw up the DPIA, automatically creating the register in which to proceed to the impact assessment.
- Improved records: As of today, the collection of data onassessmentsprivacy policies and violations, is more orderly and intelligent. During their insertion, UTOPIA indicates their exact destination by specifying the existence of an available register for that data, and in case of absence, invites to create a dedicated one.
- Adding authorizations to operation: now it's faster to add authorizations to operation . In addition to the single entry you can organize massive entries starting from specific company areas, according to the structure of your organization chart.
- Print templates: we have optimized the layout of the print templates and in particular that of the register of operations and privacy policies privacy. For the latter we have added the possibility to include the signature for acknowledgement.
- Attachments in violations: from today the compilation of a violation is enriched with the possibility of attaching documents of any kind.
- Access todocumentation: in order to deepen the functionalities of UTOPIA you can access our support material directly from the left menu of the application.
for each organization you can motivate, in the Tab related to the DPO, the choice not to designate a data protection officer.
- Asset grouping: you can now group and organize your assets by type or by owner.
- Layout improvement and bug fixes: we have improved the layout of some pages and fixed some bugs.
Version 1.15
Issued on
20/9/2018
Co-ownership of operation, sub-owners and DPO information
- Sub-responsible: we have introduced the possibility to manage also the sub-responsible of a operation as indicated by the regulation
- Joint Ownership Agreement: You can add the joint ownership agreement to the Joint Owners tab so that you can have access to it at any time by logging into your account.
- DPOcontacts in the privacy policy: DPO contact information such as phone and email are now available for printing in the privacy policy, as required by the regulation.
- New export setting: we have added the possibility to choose the separator character used to export the documents in CSV format. This makes it easier to open with Excel.
- Layout improvement and bug fixes: we have improved the layout of some pages and fixed some minor bugs.
Version 1.14
Issued on
11/9/2018
Choice of legal basis, authorization of employees and documentation
- New fields: we have added new fields to the operations which allow an even more detailed description of them. All in a perspective of accountability.
- Legal basis: the management of the legal basis has been moved from theprivacy policy to the tab of the operation. This means that when the user creates a operation he can, at the same time, also deal with this without waiting to generate the'privacy policy privacy. Finally, all data, both existing and new, will be collected only within the tab of operation.
- Retention: we have added the possibility of indicating, for each category of personal data, the retention period or, alternatively, the criteria that must be used to determine it. This change accommodates a fundamental requirement of the new regulation that requires us to specify, for each operation and for each category of data contained therein, the retention period.
- Export of appointment letters for managers: we have improved the layout of the appointment document and its content, added a new appointment template completely dedicated to system administrators. The new feature applies to both legal entities and individuals.
- Export of the authorization document to operation: also the print layout of the appointment document has been improved in content and a new template completely dedicated to system administrators has been added.
- Head of function as authorized: it is possible to add among the authorized to operation also the head of function in an automatic way without having to census his data manually. To do this, simply indicate his tax code.
- Permissions for Contributors: A new mode of sharing operations is available for contributor-type users. You can choose between 3 sharing modes: by organization, by registry and by operation. None is mutually exclusive, and all together provide maximum flexibility and control over access management.
- Improved layout and fixed glitches: we improved the layout of some pages in the app and fixed some minor glitches.
