Adding, Editing, and Deleting Personal Data

Using the Inventory Manager, you can create and configure Data Subjects, Data Categories, Data Classifications, and Data Elements.

Adding, Editing, and Deleting Data Subject Types

In Data Mapping Automation, you can create and configure the types of data subjects available to add to your organization's inventory records. Data subject types refer to the categories of individuals whose information is being processed or collected by your organization. Examples of data subject types include Customers, Employees, and Applicants.

Note:

To view, add, edit, and delete data subject types, you need specific permissions. These permissions are available by default to the Site Admin, Privacy Officer, and Data Mapping Automation Manager roles. For information about the specific capabilities of OneTrust's default roles, see Adding, Editing, and Customizing Roles.

To add a data subject type

  1. On the Data Mapping Automation menu, select Inventory Manager from the Setup section.

    TheInventory Managerscreen appears.

  2. Click the View button on the Personal Data Configurationtile.

    The Personal Data Configuration screen appears.

  3. Go to the Data Subject Types tab.
  4. Click the Add New button.

    The Create New Data Subject Type modal appears.


    Create New Data Subject Type modal
  5. Enter the name of the data subject type.
  6. Enter a brief description of the data subject type.
  7. Click the Create button.
    Note:

    To immediately assign data elements to the data subject type, click the Create and Assign button.

To assign data elements to a data subject type

  1. On the Data Mapping Automation menu, select Inventory Manager from the Setup section.

    The Inventory Manager screen appears.

  2. Click the View button on the Personal Data Configuration tile.

    The Personal Data Configuration screen appears.

  3. Go to the Data Subject Types tab of the Personal Data Configuration screen.
  4. Hover over the data subject type you want to assign until the Context menu icon Context Menu icon appears.
  5. Click the Context menu icon.

    The Context menu icon appears.

  6. On the Context, menu, select Manage Data Elements.

    The Manage Data Elements modal appears.


    Manage Data Elements modal
  7. Select the Data Category that contains the data element(s) you want to assign.
  8. Select the check boxes for the data element(s) you want to assign to the data subject type.
  9. Click the Save button.

To edit a data subject type

  1. On the Data Mapping Automation menu, select Inventory Manager from the Setup section.

    The Inventory Manager screen appears.

  2. Click the View button on the Personal Data Configuration tile.

    The Personal Data Configuration screen appears.

  3. Go to the Data Subject Types tab of the Personal Data Configuration screen.
  4. Hover over the data subject type you want to edit until the Context menu icon appears.
  5. Click the Context menu icon.

    The Context menu appears.

  6. On the Context Menu, select Edit.

    The Edit Data Subject Type modal appears.

  7. Update the description, if necessary.

    Edit Data Subject Type modal with description field highlighted.
  8. Click the Save button.

To localize data subject type names

You can localize or translate the names of your data subject types into any of OneTrust's supported languages. These translated values will appear in assessments, reports, and inventories.

  1. On the Data Mapping Automation menu, select Inventory Manager from the Setup section.

    The Inventory Manager screen appears.

  2. Click the View button on the Personal Data Configuration tile.

    The Personal Data Configuration screen appears.

  3. Go to the Data Subject Types tab of the Personal Data Configuration screen.
  4. Hover over the data subject type you want to translate until the Context menu icon appears.
  5. Click the Context menu icon.

    The Context menu appears.

  6. On the Context menu, select Translate Name.

    The Update Term modal appears.

  7. Enter the localized value of the data subject type name for each language you want to add.
    Note:

    OneTrust provides default translated values for the default data subject types in the application. You can customize these to meet your organization's needs.

  8. Click the Save button.

To localize data subject type descriptions

You can localize or translate the descriptions of your data subject types into any of OneTrust's supported languages. These translated values will appear in assessments, reports, and inventories.

  1. On the Data Mapping Automation menu, select Inventory Manager from the Setup section.

    The Inventory Manager screen appears.

  2. Click the View button on the Personal Data Configuration tile.

    The Personal Data Configuration screen appears.

  3. Go to the Data Subject Types tab of the Personal Data Configuration screen.
  4. Hover over the data subject type you want to translate until the Context menu icon appears.
  5. Click the Context enu icon.

    The Context menu appears.

  6. On the Context Menu, select Translate Description.

    The Update Term modal appears.

  7. Enter the localized value of the data subject type description for each language you want to add.
    Note:

    OneTrust provides default translated values for the default data subject types in the application. You can customize these to meet your organization's needs.

  8. Click the Save button.

To delete a data subject type

  1. On the Data Mapping Automation menu, select Inventory Manager from the Setup section.

    The Inventory Manager screen appears.

  2. Click the View button on the Personal Data Configuration tile.

    The Personal Data Configuration screen appears.

  3. Go to the Data Subject Types tab of the Personal Data Configuration screen.
  4. Hover over the data subject type you want to delete until the Context menu icon appears.
  5. Click the Context menu icon.

    The Context menu appears.

  6. On the Context menu, select Delete. A confirmation modal appears.
  7. Click the Delete button.
    Note:

    If the data subject type is linked to an inventory record, then you will need to first unlink it before you are able to delete it. For more information, see Linking Personal Data to Inventory Records.


    Confirmation modal prompting to delete the selected data subject type

Adding, Editing, and Deleting Data Categories

You can create data categories that are used to organize data elements. Data categories describe the types of data being collected. Examples of data categories include Contact Information, Personal Identification, and Background Checks.

Some data privacy regulations allow individuals to request information about the categories of data being processed. Categorizing the data elements your organization uses can help produce this information to individuals and for official review.

Note:

To view, add, edit, and delete data categories, you need specific permissions. These permissions are included by default in the Site Admin, Privacy Officer, and Data Mapping Automation Manager roles. For information about the specific capabilities of OneTrust's default roles, see Adding and Editing Users.

To add a data category

  1. On the Data Mapping Automation menu, select Inventory Manager under Setup. The Inventory Manager screen appears.

  2. Click the View button on the Personal Data tile. The Personal Data screen appears.

  3. Go to the Data Categories tab.
  4. Click the Add New button. The Create New Data Category modal appears.


  5. Enter the name of the data category.
  6. Enter a brief description of the data category.
  7. Click the Save button.

To edit a data category

  1. Go to the Data Categories tab of the Personal Data screen.
  2. Hover over the data category you want to edit until the Context Menu icon appears.
  3. Click the Context Menu icon. The Context menu appears.

  4. On the Context menu, select Edit. The Edit Data Category modal appears.

  5. Update the description, as necessary.
  6. Click the Save button.

To localize data category names

You can localize or translate the names of your data categories into any of OneTrust's supported languages. These translated values will appear in assessments, reports, and inventories.

  1. Go to the Data Categories tab of the Personal Data screen.
  2. Hover over the data category you want to translate until the Context Menu icon appears.
  3. Click the Context Menu icon. The Context menu appears.

  4. On the Context menu, select Translate Name. The Update Term modal appears.

  5. Enter the localized value of the data category name for each language you want to add.
    Note:

    OneTrust provides default translated values for the default data categories in the application. You can customize these to meet your organization's needs.

  6. Click the Save button.

To delete a data category

  1. Go to the Data Categories tab of the Personal Data screen.
  2. Hover over the data category you want to edit until the Context Menu icon appears.
  3. Click the Context Menu icon. The Context menu appears.

  4. On the Context menu, select Delete. A confirmation modal appears.
    Note:

    If the data category is assigned to a data element, then you will not be able to delete it.

  5. Click the Delete button.

Adding, Editing, and Deleting Data Classifications

You can create and configure the data classifications available to select from when creating data elements. Data classifications refer to the nature of the data element and provide context to how the element should be handled. Examples of data classifications include Sensitive, Publicly Available, and Confidential.

Note:

To view, add, edit, and delete data classifications, you need specific permissions. These permissions are included by default in the Site Admin, Privacy Officer, and Data Mapping Automation Manager roles. For information about the specific capabilities of OneTrust's default roles, see Managing Roles.

To add a data classification

  1. On the Data Mapping Automation menu, select Inventory Manager under Setup. The Inventory Manager screen appears.

  2. Click the View button on the Personal Data tile. The Personal Data screen appears.

  3. Go to the Data Classifications tab.
  4. Click the Add New button. The Create New Data Classification modal appears.


  5. Enter the name of the data classification.
  6. Enter a brief description of the data classification.
  7. Click the Save button.

To edit a data classification

  1. Go to the Data Classifications tab of the Personal Data screen.
  2. Hover over the data classification you want to edit until the Context Menu icon appears.
  3. Click the Context Menu icon. The Context menu appears.

  4. On the Context menu, select Edit. The Edit Data Classification modal appears.

  5. Update the description, if necessary.
  6. Click the Save button.

To localize data classification names

You can localize or translate the names of your data classifications into any of OneTrust's supported languages. These translated values will appear in assessments, reports, and inventories.

  1. Go to the Data Classifications tab of the Personal Data screen.
  2. Hover over the data classification you want to translate until the Context Menu icon appears.
  3. Click the Context Menu icon. The Context menu appears.

  4. On the Context Menu, select Translate Name. The Update Term modal appears.

  5. Enter the localized value of the data classification name for each language you want to add.
    Note:

    OneTrust provides default translated values for the default data classifications in the application. You can customize these to meet your organization's needs.

  6. Click the Save button.

To delete a data classification

  1. Go to the Data Classifications tab of the Personal Data screen.
  2. Hover over the data classification you want to edit until the Context Menu icon appears.
  3. Click the Context Menu icon. The Context menu appears.

  4. On the Context menu, select Delete. A confirmation dialogue appears.
    Note:

    If the data classification is assigned to a data element, then you will not be able to delete it.

  5. Click the Delete button.

Adding, Editing, and Deleting Data Elements

You can create and configure data elements to add to your organization's inventory records. Data elements refer to individual pieces of data that can be linked to inventory records to create a more comprehensive data inventory landscape. Examples of data elements include Email Address, Age, or Browsing History.

Note:

To view, add, edit, and delete data elements, you need specific permissions. These permissions are available by default to the Site Admin, Privacy Officer, and Data Mapping Automation Manager roles. For information about the specific capabilities of OneTrust's default roles, see Managing Roles.

To add a data element

You can manually add data elements, create them through assessment questions, or upload them via bulk imports. For more information, see Adding, Editing, Reordering, and Deleting Questions and Bulk Importing Personal Data.

  1. On the Data Mapping Automation menu, select Inventory Manager under Setup. The Inventory Manager screen appears.

  2. Click the View button on the Personal Data Configuration tile. The Personal Data Configuration screen appears.

  3. Go to the Data Elements tab.
  4. Click the Add New button. The Create New Data Element modal appears.

  5. Complete the fields. For more information, see Create New Data Element Modal Reference.
  6. Click the Save button.

Create New Data Element Modal Reference



Field
Description
Name

Enter the name of the data element.

Data Category

Select the categories of data involved.

Note:

For information about configuring data categories, see Adding, Editing, and Deleting Data Categories.

Data Classification

Select the classification types of the data involved.

Note:

For information about customizing data classifications, see Adding, Editing, and Deleting Data Classifications.

Data Subject Types

Select the types of data subject involved.

Note:

For more information about customizing data subject types, see [NO TITLE FOUND].

Description

Enter a brief description of the data element.

To edit a data element

  1. On the Data Mapping Automation menu, select Inventory Manager under Setup. The Inventory Manager screen appears.

  2. Click the View button on the Personal Data tile. The Personal Data screen appears.

  3. Go to the Data Elements tab of the Personal Data Configuration screen.
  4. Hover over the data element you want to edit until the Context Menu icon appears.
  5. Click the Context Menu icon. The Context menu appears.

  6. On the Context menu, select Edit. The Edit Data Element modal appears.

  7. Update the fields. For more information, see Create New Data Element Modal Reference.
  8. Click the Save button.

To localize data element names

You can localize or translate the names of your data elements into any of OneTrust's supported languages. These translated values will appear in assessments, reports, and inventories.

  1. On the Data Mapping Automation menu, select Inventory Manager under Setup. The Inventory Manager screen appears.

  2. Click the View button on the Personal Data tile. The Personal Data Configuration screen appears.

  3. Go to the Data Elements tab of the Personal Data screen.
  4. Hover over the data element you want to translate until the Context Menu icon appears.
  5. Click the Context Menu icon. The Context menu appears.

  6. On the Context Menu, select Translate Name. The Update Term modal appears.

  7. Enter the localized value of the data element name for each language you want to add.
    Note:

    OneTrust provides default translated values for the default data elements in the application. You can customize these to meet your organization's needs.

  8. Click the Save button.

To delete a data element

  1. On the Data Mapping Automation menu, select Inventory Manager under Setup. The Inventory Manager screen appears.

  2. Click the View button on the Personal Data tile. The Personal Data Configuration screen appears.

  3. Go to the Data Elements tab of the Personal Data screen.
  4. Hover over the data element you want to delete until the Context Menu icon appears.
  5. Click the Context Menu icon. The Context menu appears.

  6. On the Context menu, select Delete. A confirmation modal appears.
  7. Click the Delete button.
    Note:

    If the data element is linked to an inventory record, then you will need to first unlink it before you are able to delete it. For more information, see Linking Personal Data to Inventory Records.