Getting started with third parties

What are third parties?

In TerraTrue, a third party is anyone outside of your team with whom you exchange data. This can be a separate team within your organization or an external unit. 

What can I do with third parties?

TerraTrue allows you to send third parties customizable questionnaires called assessments to understand how each third party’s data practices will impact your organization. 

These assessment invitations and corresponding responses are cataloged and can be tracked in Third Parties > Invitations.

You can also track, report, and search third parties with a single easy-to-use dashboard. 

New third parties can be created during launch creation or in Third Parties. Once a third party is created, you can assign it a risk level, status, visibility rule, and category type.

  • Risk level (low, medium, high) is directly assigned by your privacy manager. This is a manual process based on the privacy manager’s assessment of the risk level of that third party based on the responses in their assessment. When creating a new third party, the risk level defaults to “low.”
  • Status (active, prospective, archived, rejected) provides clarity on the current and historical level of engagement between you and the third party. Status is not required to be added at the time a third party is created, but third parties without a status will not appear in the third party dashboard. 
  • Visibility indicates whether or not the third party is available for assignment or selection in the Data Spec.
  • Categories are manually created by the privacy manager to provide more context and organization to third parties within the Data Spec and the dashboard.  At least one category must be assigned at the time a third party is created.
  • Contract allows you to add links or attachments you have for data controller(s)
  • Contact document any contact information you have for any representatives of the data controller(s)

How do I create and manage third party categories and attributes?

Third party categories, and attributes are added from Third Parties > Settings by clicking the Create New button within each tab.

All categories and attributes are maintained here within the org settings. 
Categories allow you to control which third parties are visible in the Data Spec.
The attributes and their values created are automatically available within the dashboard to track elements of third parties (for example, location, business model, etc…).
You can create the attribute names you want, add your own values, and assign them to any third party.

How do I assign categories and attributes to third parties?

Categories are assigned to third parties from a Third Party profile.

  1. Click on a third party. 
  2. Hover over the category field.
  3. Click to edit.

Attributes are assigned to third parties from a Third Party profile.

  1. Click on a third party. 
  2. From the Attributes column, select which attribute values you’d like to assign to that third party. 

Third Party Contacts

When leveraging TerraTrue’s processor review, you may want to provide additional third party details that will be referenced in the processor privacy worksheet and in your processing records. In your third party settings, we give you the ability to add relevant contracts and contacts to your third parties.

  1. Navigate to Third Parties.
  2. Click the third party name to go to the Third Party Profile view.
  3. Navigate to the Contact section on this Third Party Profile tab.
  4. Click on “Add Third Party Contact”.

Contacts allows you to provide the Name, Email, Phone, Notes, and Primary Contact designation for third parties with multiple contacts. Note: contacts must have unique names, emails and phone numbers for a Third Party (i.e. no two contacts can have the same name, or email or phone number).


Third Party Attachment and Contracts

You can add attachments and contracts on a third party directly from the profile view.

  1. Navigate to Third Parties.
  2. Click the third party name to go to the Third Party Profile view.
  3. Click on the Attachments tab.

  4. Click on the “Add Attachment” button.
  5. Drag and drop or click “Browse” to add an attachment.
  6. Optionally, choose a document type and add a description.

💡Learn more about what else you can do with third parties in these articles:
How do I invite a third party to complete an assessment?
How do I use the third party dashboard?

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