Compliance Management as a Service | SITS
Secure management through consistent Compliance

The labyrinth of laws and guidelines is a major challenge for companies: the GDPR (data protection), the NIS2 directive (cybersecurity), the whistleblower guidelines, the ESG rules on sustainability and the IT Security Act 2.0 are just a few examples of guidelines that (inter)nationally operating companies must comply with (read more).

In particular, companies that process customer data are confronted with strict legal requirements regarding the protection, processing and disclosure of this data. In order to avoid sanctions and ensure data security, the implementation and consistent enforcement of IT compliance guidelines throughout the company is therefore crucial.

These obligatory requirements apply to all employees. Their implementation must be actively monitored and enforced in order to ensure effective data and IT security. The legal requirements differ depending on the branch and type of company: Each company must implement individual requirements.

Achieving Compliance with “as a Service”

Companies must ensure that compliance is fully integrated into their structures – from technology to staff. Setting up a customized Compliance Management System (CMS) once is not enough: it must be continuously adapted – and companies must react to compliance infringements. The 24/7 availability of a Compliance Officer (CO) offers security during this process.

SITS helps to set up a consistent compliance management process. This includes initial checks, pre-audits, the optimization of compliance measures and continuous monitoring by a compliance officer. This ensures compliance with all relevant legal framework requirements.
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Challenges for Businesses

Compliance: A load of regulations

Compliance with legal regulations and internal controls is a central pillar for the secure management of a company. The following is an overview of the key requirements.

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Key Regulations
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The importance of implementing IT Compliance guidelines
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Technical and organizational Implementation
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Your guide through the Compliance labyrinth
There are specific regulations for almost every industrial sector. The most important are:
  • GDPR: Every company that processes personal data in the EU must comply with this EU regulation. From the smallest agency to the global group of companies, data protection is a key compliance element under the GDPR.
  • NIS2: This EU directive will be legally implemented in Germany in October 2024. It primarily affects a number of providers of critical services such as energy suppliers and transportation businesses. NIS2 sets new standards for the security of their network and information systems.
  • IT Security Act 2.0: This law focuses on operators of critical infrastructures. These include, for example, healthcare providers, financial institutions and supply companies. They are under obligation to make their IT systems even more resistant against cyber attacks.
  • ESG regulations: These apply not only to financial institutions that invest in sustainable projects, but also to all companies that are committed to acting in an ethical, socially responsible and environmentally responsible manner (``Environmental Social Governance``, ESG).
  • HIPAA (Health Insurance Portability and Accountability Act): In the USA, this law is essential for the protection of patient data in the healthcare sector.
  • PCI DSS (Payment Card Industry Data Security Standard): This is a globally established standard for all organizations that process, store or transmit credit card transactions.

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You need to pay attention to this
Compliance with legal requirements and internal policies is a central pillar for the secure management of a company. The following aspects are key here:

Responsibility of the Management Board

The company Management is responsible for strict compliance with all legal regulations. However, it can also delegate this responsibility to someone who is knowledgeable about industry-specific regulations and knows which technical measures are both necessary and appropriate. If available, the IT department or an IT administrator is therefore often assigned to these tasks. The designated person then coordinates the development of IT compliance policies with the company management.

Compliance with national and international regulations

Internationally operating companies must be compliant in all countries in which they are active. This is because violations of the law abroad - for example by subsidiaries - can have group-wide consequences.

Consequences of non-compliance

Non-compliance is dangerous and financially risky. Not complying with the relevant regulations can have serious consequences. These include::

  • Financial consequences: Significant financial sanctions and compensation payments
  • Loss of reputation: Negative public image, loss of customer trust
  • Operational disruptions: Possible impairment of operational processes due to non-compliance

The need for a CMS

Among other things, a CMS is necessary to meet the requirements of the German Corporate Governance Code (DCGK) and the specific needs of the company.

Adapting and being efficient

A compliance management system must be flexibly adaptable to technical and legal changes in order to ensure operational excellence and, not least, to justify the financial investment. A compliance officer is essential in order to react immediately to compliance non-compliance and to ensure the current status of the CMS.

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To achieve compliance
The technical implementation of compliance regulations requires careful planning. First of all, it is essential to identify all relevant regulations and risks that apply to your company. This includes not only the well-known regulations and standards such as GDPR or PCI DSS, but also local and regional regulations. Conduct an internal audit to determine whether and to what extent your company already complies with the required regulations.

To avoid compliance violations and fines, a compliance strategy should set priorities and take basic laws and regulations into account from the very start. In addition, all employees must be involved in the compliance processes: Compliance is not the only responsibility of the compliance officer.

Implementing compliance - the most key steps:

Risk identification: Identifying all regulations and laws relevant to the company, including the types of risks to which it may be exposed

Internal audits: Conducting internal audits to evaluate the effectiveness of the security and compliance strategy

Compliance roadmap: Creating a roadmap that defines which compliance regulations need to be addressed

Employee training: Ensuring that employees are aware of the latest rules and regulations and are able to apply to them

Check. Optimize. Monitor.
Three milestones to increased data protection with CaaS
Initial Check & Pre-Auditing
Compliance Management and Optimization
24/7 Monitoring by Compliance Officer
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Inital Check & Pre-Auditing
The foundation for compliance is laid with a detailed check and pre-audit. This step forms the fundamental framework for transparency and understanding of the company's current compliance situation and provides information on the required measures:
  • Review of existing compliance documentation
  • Review of responsible parties and whistleblower reporting systems
  • Evaluation of compliance measures, GAP analysis, reporting
  • Conducting pre-audits and compliance audits in accordance with ISO 37301
Compliance Management and Optimization
After assessing the status quo, the phase of active compliance management and continuous optimization comes into play. The focus is on fine-tuning guidelines and processes and integrating new compliance standards. The aim is to protect companies from sanctions and to set them up securely.
  • Establishing a compliance management system including an industry-specific legal register and whistleblower reporting system
  • Establishment of a whistleblower reporting system
  • Implementation of the compliance guidelines applicable to your company
  • Compliance sensibilization and awareness
24/7 Monitoring by Compliance Officer
In the final phase, compliance implementation becomes a continuous process. Permanent monitoring and support by a compliance officer ensures that the company follows the relevant regulations at all times. This keeps you on the secure track - 365 days a year, around the clock.
  • Providing a qualified compliance officer
  • Providing a secure data space for processing and storage of documents
  • Independent management and coordination of the required work, including reporting by the CO
  • Preparation of the necessary documentation for the CMS
  • Providing a 24/7 whistleblower reporting system for compliance violations
  • Additionally, we provide reinsurance of up to two million euros in the event of a breach as well as a hotline (Mon-Fri 8 a.m. - 5 p.m.) for compliance inquiries.
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Our Solutions

Compliance as a Service

Very few companies have a compliance management system and a compliance officer. However, both should be an integral part of your security investment.

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Providing a CO
The Compliance Officer will provide you with guidance on security issues, safeguard the compliance of your IT infrastructure, help you avoid security incidents and regulatory sanctions and assist with ESG reporting.
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CMS Implementation
The CO implements a compliance management system tailored to your business. This avoids legal issues and ensures compliance with the relevant regulations.
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Insider Threat Protection
Implementation of a whistleblower system to safeguard people in your company who report compliance issues anonymously.
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Jonas Fischer
Account Manager, SITS Group