General Data Protection Regulation (GDPR)

General Data Protection Regulation (GDPR)

In providing Services to its customers, Onit adheres to GDPR Requirements and has implemented the following measures designed to ensure data is protected:

  • Continuing to invest in our security infrastructure;
  • Making sure we have the appropriate contractual terms in place;
  • Supporting international data transfers by maintaining our Privacy Shield self-certifications, and by executing additional agreements as required; and
  • Product offerings that include new tools for data portability and data management.

We monitor the guidance around GDPR compliance from privacy-related regulatory bodies, and will adjust our plans accordingly if the law changes.

Our Security Infrastructure and Certifications

Protecting our customers’ information and their users’ privacy is extremely important to us. As a cloud-based company entrusted with some of our customers’ most valuable data, we’ve set high standards for security. Onit is audited on an annual basis to ensure we maintain SSAE 18 SOC 2 Type 2, SSAE18 SOC 1 Type 2 Certification and HIPAA Compliance.

Onit has invested heavily in building a robust security team, one that can handle a variety of issues — everything from threat detection to building new tools. In accordance with GDPR requirements around security incident notifications, Onit will continue to meet its obligations and offer contractual assurances.

If you’d like to learn more about Onit’s security policies and procedures, please see our security page. It provides detailed information on how we approach security.

International Data Transfers: Privacy Shield

We continue to maintain our self-certification under the E.U.-U.S. Privacy Shield. We will continue to monitor developments as they relate to Privacy Shield.

What Are Your Responsibilities as a Customer?

Onit customers will typically act as the data controller for any personal data they (or their vendors) provide to Onit in connection with their use of Onit’s services. The data controller determines the purposes and means of processing personal data, while the data processor processes data on behalf of the data controller. Onit is a data processor and processes personal data on behalf of the data controller when the controller is using the Onit Platform or BillingPoint.

Data controllers are responsible for implementing appropriate technical and organizational measures to ensure and demonstrate that any data processing is performed in compliance with the GDPR. Controllers’ obligations relate to principles such as lawfulness, fairness and transparency, purpose limitation, data minimization, and accuracy, as well as fulfilling data subjects’ rights with respect to their data.

If you are a data controller, you may find guidance related to your responsibilities under GDPR by regularly checking the website of your national or lead data protection authority under the GDPR (as applicable), as well as by reviewing publications by data privacy associations such as the International Association of Privacy Professionals (IAPP).

You should also seek independent legal advice relating to your status and obligations under the GDPR, as only a lawyer can provide you with legal advice specifically tailored to your situation. Please bear in mind that nothing on this website is intended to provide you with, or should be used as a substitute for, legal advice.

Things to consider

Consider these tips in connection with GDPR compliance:

  • Familiarize yourself with the provisions of the GDPR, particularly how they may differ from your current data protection obligations.
  • Consider creating an updated inventory of personal data that you handle.
  • Review your current controls, policies, and processes to assess whether they meet the requirements of the GDPR, and build a plan to address any gaps.
  • Monitor updated regulatory guidance as it becomes available, and consult a lawyer to obtain legal advice specifically applicable to your business circumstances.

Data Portability Solutions and Data Management Tools

Customers have requested tools to help them comply with the GDPR. And we’re happy to say that we’ve built those tools.

Data controllers can use the Onit Platform administrative consoles and services functionality to help access, rectify, restrict the processing of, or delete any data that they and their users put into our systems. This functionality will help them fulfill their obligations to respond to requests from data subjects to exercise their rights under the GDPR.

Administrators can export customer data, via the functionality of the Onit services, at any time during the term of the agreement. We have included data export commitments in our data processing terms for several years, and we will continue offering those after the GDPR comes into force, and working to enhance the robustness of the data export capabilities of the Onit Platform.

Administrators can also delete data, via the functionality of the Onit services, at any time. Once data is deleted the data may be recovered for up to 45 days.

Compliance-related tools include the following:

  • Export tools– businesses and organizations may access and export their Customer Data, including documents and metadata.
  • Onit advanced designer –  your organization’s settings around ability to delete and other controls, or contact an admin who is your organization’s main administrator.

Data Protection Team

Onit has a team dedicated to data protection where data protection related enquiries can be directed ([email protected]).

Incident Notifications

Onit has provided contractual commitments around incident notification for many years. We will continue to promptly inform you of incidents involving your data in line with the data incident terms in our current agreements.

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