NinjaOne Email Archiving Solution to Support GDPR Compliance

NinjaOne’s solution supports “Right to Access” requests through its advanced search and granular restore capabilities. The platform allows IT teams to quickly locate and extract specific email data, contacts, and associated files using multiple search criteria. With our advanced search dashboard supporting over 20 search parameters, organizations can efficiently pinpoint and retrieve an individual’s personal data across Microsoft 365 and Google Workspace environments. The system supports downloading and restoring individual email items, entire mailboxes, or specific data subsets, enabling rapid response to data subject access requests while maintaining a comprehensive audit trail of each retrieval action.

While NinjaOne’s current solution doesn’t offer automated PII detection, it provides robust tools for managing potentially sensitive information. The platform supports comprehensive email archiving with advanced search capabilities that can help organizations identify and manage personally identifiable information. By leveraging granular search functions and detailed audit logs, administratorsauthorized personnel can track and review email content. The system’s role-based access controls help ensure that only authorized personnel can access sensitive data. AES-256 encryption safeguards data at rest, while TLS protocols protect information during transfer.

NinjaOne’s Audit Log provides a comprehensive, chronological record of all system activities critical for GDPR compliance. The audit log categorizes activities into three primary sections: Messages & File Audit Log (tracking downloads, restores, migrations), User Activity Log (recording actions like account additions and policy creations), and System Activity Log (documenting system notifications). The platform generates detailed reports showing backup status, protection coverage, and seat usage. Full Admin and Compliance & Review Officer roles can access these logs, which include timestamps, user details, and specific actions—providing the verifiable evidence regulators require during GDPR audits.

NinjaOne’s retention policies directly support GDPR’s storage limitation principle by allowing organizations to set customizable retention periods ranging from 30 days to 11 years. The system calculates retention from the email’s received date, applying policies to existing and future emails automatically. When a retention period expires, emails are automatically deleted within 24 hours, ensuring data is not kept longer than necessary. The Backup Plus Archiving plan offers additional compliance features like legal hold, customizable retention periods, and an audit trail. Organizations can create domain-level or account-level retention policies, with the system providing clear documentation of each retention and deletion action.

The Backup Plus Archiving product is specifically designed for organizations requiring robust regulatory compliance. It uses Envelope Journaling to ensure comprehensive email archiving and offers advanced eDiscovery with 17 attribute filtering. Key GDPR-aligned features include legal hold capabilities, customizable retention periods, detailed audit trails, role-based access control, and the ability to create compliance-focused user roles like Compliance & Review Officer and Data Protection Officer. The solution provides evidentiary-quality records stored in a secure, tamper-resistant central repository, with encryption and strict access controls that help organizations meet GDPR’s data protection standards.

NinjaOne solution is designed to handle large-scale data retrieval efficiently. The platform supports batch processing of user data across multiple tenants, with automated discovery and backup features. While performing bulk data subject requests, the system uses incremental backup technologies to minimize performance impact. The advanced search capabilities allow simultaneous searches across multiple accounts, and the platform’s cloud infrastructure (built on AWS with three availability zones) ensures robust, scalable performance. However, organizations should note that very large-scale requests might require careful planning and potentially phased execution to maintain system responsiveness.

NinjaOne provides comprehensive documentation tools for GDPR audit preparation. The platform generates detailed reports capturing protection coverage, seat usage, and organizational backup status. Audit logs meticulously record every system action, including user activities, system notifications, and data management events. Role-based access help ensures that only authorized personnel can perform critical actions, with each action logged and timestamped. The platform supports exporting compliance reports and audit logs, allowing organizations to demonstrate their data protection practices. Features like the SaaS Insights Dashboard provide visual representations of email usage and backup strategies, offering tangible evidence of an organization’s commitment to data protection and regulatory compliance.