Enhancing Consent Management with OneTrust

As the digital landscape continues to rapidly evolve, regulatory compliance and data privacy are more critical than ever for businesses working to protect consumer rights and maintain trust. The collaboration between Protiviti and this IT solutions provider exemplifies a forward-thinking approach to navigating these challenges. We partnered with the company’s senior IT director in this project, leveraging OneTrust technology to revolutionise the client’s consent management processes, ensuring robust compliance with international data regulations like GDPR in Europe and CCPA in California.

Recognising the need for enhanced consent processes

At the core of this initiative was the client’s need to adapt to a stringent regulatory environment that demands transparency and user control over personal information. As businesses expand their digital footprint, they face increasing scrutiny from both regulators and consumers who are more aware of their data rights than ever before. Recognising this shift, the client sought Protiviti’s expertise to refine its consent management practices, an area critical for maintaining customer trust and legal compliance.

The role of OneTrust technology

OneTrust, as a leader in end-to-end data management software solutions, provided the necessary tools to implement a state-of-the-art consent framework. Its technology enables companies to design consent mechanisms that are not only compliant with local laws and policy, but also user-friendly in a way that encourages greater consumer participation in managing their privacy preferences.

Protiviti’s role involved integrating OneTrust's technology into the client's existing systems, ensuring seamless operation while enhancing functionality. We began by conducting client discovery sessions to help define requirements and understand in-scope systems. This involved working across the organisation with a wide variety of teams (IT, marketing, sales, legal, etc.) to incorporate each team’s requirements. Following that, we designed a client preference center/collection point and began to build the necessary integrations. Because the client had not yet started working with the Universal Consent and Preference Management (UCPM) modules offered by OneTrust, we helped define which data elements should be captured. The client determined that the users’ business email would be the primary identifier and then used its already-purchased WebMethods middleware to connect to OneTrust.

Ultimately, this integration allowed the company to:

• Automate consent updates whenever there were changes in legislation or business operations.
• Enable real-time tracking of user consents across multiple platforms.

Impact on regulatory compliance

The updated consent processes have positioned this client well ahead of its competition concerning regulatory compliance. In an era where non-compliance can result in hefty fines and significant brand damage, this is no small feat. The proactive measures taken by the company underscored its commitment to not just meeting but exceeding regulatory expectations.

Strategic benefits for risk leaders

The client’s collaboration with Protiviti using OneTrust technology has delivered strategic benefits beyond compliance:

1. Risk reduction: Enhanced consent processes significantly lower the risk of legal challenges related to non-compliance.
2. Brand loyalty: By respecting consumer privacy preferences consistently, the client has strengthened its reputation as a trustworthy company.
3. Operational efficiency: Automated updates and real-time tracking reduce manual oversight needed for consent management—freeing up resources for other strategic initiatives.

Next steps on the journey

The implementation of consent and preference management is a journey and one best handled in phases. The first phase of this partnership, facilitated by OneTrust technology, represents more than just technological implementation; it’s a strategic move that aligns with broader business goals including risk management, customer satisfaction, and operational efficiency — all while navigating complex regulatory waters successfully.

Thoughtful collaboration, coupled with innovative technology, can address some of today's most pressing business challenges — in this instance making substantial strides in data privacy and consumer rights protection under rigorous regulatory standards.