Use Case | Compliance with Security Regulations

Use Case 1: Compliance with Security Regulations

Description:

This use case ensures that agreements related to technology and services include critical clauses for information security. Validating these documents guarantees organizations comply with requirements for business continuity, secure data handling, and subcontracting, thus reducing security and legal risks.

How It Works:

1. Document Upload:
   • The system receives agreements or contracts related to technology services.
   • Example: Agreements with technology providers, outsourcing contracts, or cloud services.
2. Rule Definition:
   • Example JSON rules:
     • Does the document mention business continuity plans?
     • Are clauses about secure data deletion included?
     • Are responsibilities and guarantees for subcontracting specified?
     • Are applicable security protocols defined?
3. System Analysis:
   • The endpoint analyzes the documents line by line, verifying the presence and clarity of security-related clauses.
4. Report Generation:
   • The report details:
     • Clearly defined clauses.
     • Missing or ambiguous elements.
       Example:
       The system detects that an outsourcing contract includes business continuity clauses but lacks details on secure data deletion.

Benefit:
Ensures the security of technological services and compliance with specific regulations, minimizing contractual risks.

Use Case 2: Evaluation of Supplier Proposals (RFPs)
Description:
During supplier selection processes, it is crucial to validate that proposals submitted in response to Requests for Proposals (RFPs) include all necessary elements, especially regarding scope, timelines, and security commitments.

How It Works:

1. Proposal Upload:
   • Proposals submitted by suppliers are uploaded to the system for evaluation.
   • Example: Proposals for a software or technological infrastructure project.
2. Rule Definition:
   • Example JSON rules:
     • Is the project scope clearly defined?
     • Are detailed timelines with key dates included?
     • Are specific security commitments, such as data encryption or security audits, mentioned?
     • Are procedures for handling security incidents described?
3. System Analysis:
   • The endpoint reviews each proposal to verify compliance with the requirements stated in the RFP.
4. Report Generation:
   • The report details:
     • Proposals fully aligned with requirements.
     • Proposals with omissions or deficiencies.
       Example:
       The system identifies a proposal lacking a detailed timeline and omitting security audits, while another meets all requirements.

Benefit:
Simplifies the selection of the right supplier by ensuring proposals meet all essential criteria, especially security-related ones.

Use Case 3: GDPR Compliance
Description:
The General Data Protection Regulation (GDPR) requires policies and agreements related to personal data processing to comply with key principles such as transparency, security, and user control over their data. This use case automatically validates these documents to ensure compliance.

How It Works:

1. Document Upload:
   • Documents such as privacy policies, Data Processing Agreements (DPA), or contracts related to personal data management are uploaded.
2. Rule Definition:
   • Example JSON rules:
     • Does the document mention the legal basis for processing personal data?
     • Are clauses included about users’ rights to access, modify, or delete their data?
     • Are technical and organizational measures specified to ensure data security?
     • Is the data breach notification process described?
3. System Analysis:
   • The endpoint verifies that the documents comply with GDPR key principles, such as transparency, data minimization, and accountability.
4. Report Generation:
   • The system indicates:
     • Full or partial compliance with GDPR principles.
     • Areas missing critical elements.
       Example:
       The system detects a privacy policy that lacks details on the right to erasure and does not specify how users can request data deletion.

Benefit:
Enables organizations to ensure GDPR compliance, avoiding penalties and building customer trust.

Common Benefits Across Use Cases:

1. Guaranteed Compliance:
   • Ensures that documents related to security, supplier proposals, and GDPR meet required standards.
2. Time Savings:
   • Automates document validation, significantly reducing manual review time.
3. Increased Accuracy:
   • Identifies omissions and ambiguities that may go unnoticed in manual reviews.
4. Traceability:
   • Generates detailed reports documenting compliance status, enabling informed decision-making.
5. Scalability:
   • Can handle large document volumes, ideal for audits, evaluations, and mass reviews.

Example Report Generated:
Supplier Proposal Evaluation (RFPs)

• Proposals Analyzed: 10
• Fully Compliant: 7
• Deficiencies Identified:
  • 2 proposals lack detailed timelines.
  • 1 proposal does not mention clear security commitments.
• Recommendations:
  • Request suppliers with deficiencies to include the missing elements.
  • Prioritize proposals fully meeting the requirements.

Conclusion:
This endpoint is an essential tool for validating documents in processes related to information security, supplier proposal evaluations, and GDPR compliance. It automates complex tasks, enhances accuracy, and ensures regulatory compliance, allowing organizations to save time, reduce risks, and make informed decisions.