Conduct Payment Card Industry Data Security Standard (PCI DSS) Compliance Testing

GAT lets G Suite Admins search all Domain-wide email folders and email contents and attachments with the same ease it lets you search Domain-wide Drive folders and contents.

This is like a Gmail UI search but applied to all or some of your accounts. You can use all the search parameters described here.

The string below is the suggested opening search string for Payment Card Industry Data Security Standard (PCI DSS) compliance testing using GAT+.

(See our third-party risk assessment post addressing PCI DSSP)


Cut and paste into the ‘Gmail Search’ tab of Email audit. You may add or subtract from the list as appropriate, to a max of 1024 characters. Should you need a longer search string, use 2 searches.

‘Amex’ OR “American Express” OR ‘Mastercard’ OR ‘Visa’ OR ‘Discover’ OR “Diner’s Club” OR “Diners Club” OR ‘JCB’ OR ‘CCV’ OR ‘CID’

You will notice the string above is starting inside a bracket. This is because the full string set of strings can also be enclosed in brackets as follows:


(‘Amex’ OR “American Express” OR ‘Mastercard’ OR ‘Visa’ OR ‘Discover’ OR “Diner’s Club” OR “Diners Club” OR ‘JCB’ OR ‘CCV2’ OR ‘CID’)  

Allow some time for the search to finish, in particular for larger domains.  Searches may be confined to users, groups or OU’s to improve on-screen interaction, domain-wide (and all another type) searches may be run as scheduled jobs.


In our case, we search for the whole domain and its sub-OU.

When the scan is finished click on the green button in actions  to examine the returned results

This search ‘context’ remains in force for all subsequent filter operations. It can be further refined with any of the many other filters available.

Full-text search in the General Audit Tool happens without email extraction. This means your data never leaves your domain, the search is passed in for Google to complete. Only the metadata of emails with potential hits are passed back out. This is by far the most secure method of third-party testing for PCI compliance and means credit card details or other confidential information is not passed out to the third party and thus avoids lengthening the chain of vulnerability.

This method is also suitable for abusive language, bullying language or any other context searches.

How to Find the Number of Emails Each User Sent and Received in a 24 Hour Period

Using the G Suite Admin Console or Google Vault it’s a difficult task for a super admin to find all of the emails sent or received by the entire organization or sub-group of users in a clear and readable way. That’s why the Email auditing in GAT+ is so important. For any filter you create, you can see who was involved with sending or receiving of those emails.

From the GAT+ side-menu go to the email audit section.

While in the first tab.

Click on the ‘Apply custom filters’ button.

Add the dates to capture the previous 24 hour period.

In the search definition area, the following search parameters were applied.

Sent date after or equal MM/DD/YYYY HH:MM

AND

Received date before or equal MM/DD/YYYY HH:MM

Once you have selected the look-back period, apply the filter. In the above example, we looked back one day, you can have your custom look back cover a date range you need to audit.

Now when the filter is applied, click on the ‘Sender/Receiver’ tab, the filter will be carried over to this area!

The first table will show you the number of emails sent from your domain’s users.

The second table shows the number of emails each local user received (including, cc’s and bcc’s).

The third table shows you all of the external senders and the number of emails they sent in the last 24 hours.

The fourth and last table will show you the external receivers and how many emails they received in the last 24 hours.

You can export each table to see further details.

How to Find All Emails for a Gmail User

When GAT+ is installed, our system begins to index all of the emails in every account covering a period of 28 days (4 weeks) prior to the install date. This helps us build up some statistics so you can view recent trends. We then index every email going forward indefinitely.

In cases where you need to search for emails older than 28 days from the date of GAT+ install you can use the real-time search called Gmail Search in GAT+.

Search the entirety of any users mailbox for any set of emails, from any time period, as long as the email is still there (not permanently deleted by the user).

You can exclude “chats” if you use “in:anywhere -in:chats” if you wish to narrow down the search to a specific period use the following search operators after:YYYY/MM/DD and/or before:YYYY/MM/DD. Alternatively, you can use older_than:5d or newer_than:30d.

So the full search term might look like this “in:anywhere -in:chats after:2019/03/01 before:2019/03/31 is:read”. View the full list of search operators available.


The search may take quite some time especially if you’re dealing with thousands of emails.

When the Start Search button is pressed, this will redirect you to the Recent tab. In this tab, you will see the status of all your email searches.

After the search completes, you can select the green check mark and all emails for this user will be displayed.

Once the results are shown, you can add and build new filters on the top of the current search. To find specific emails or examine the totality of that user’s activity.

To add additional filters on top of this real-time search, click on the Apply custom filter button.

One example of using the Apply custom filters in Gmail Search is to narrow down the above search to find only emails with more than 2 email attachments.

You can always return to Gmail Searches you had previously done and remove them from the listing.

In conclusion, Gmail Search provides a powerful alternative to scan based searches but may be slower as the email metadata is not already indexed. If your email audit does not require up to the minute information I would recommend sticking with scan based searches within the Emails tab.

Delete Spam, Inappropriate or Accidental Emails

There are multiple reasons to have the ability to identify and remove emails which have been received by all or any of your domain users. Here are some unwanted scenarios:

  • An email is sent to the wrong user or group
  • An email contains inappropriate content
  • An email that contains sensitive information
  • An email which has gone pass spam filtering or is a phishing email.

GAT+ allows Admins to delete these emails from all accounts at once.

We recommend using ‘Gmail Search’ for tracking down these emails. It is a ‘real time’ search that is highly configurable (see ‘search tips’ link beside the search box). In the screenshot above we use the example search parameters

“SEO proposal” in:anywhere newer_than:180d”

This tells GAT+ to search in all folders, for all users and look for emails that contain the words “SEO proposal” which are also newer than 180 days. When the results come back, click on ‘Apply’.

Next, select the ‘Toggle Selectable’ button and select the emails you wish to view/download/delete.

Once the emails are selected, click on the ‘Access permissions granted’ button and send a request to your SO (security officer). Your SO will have to approve your request. 

Before sending the request if you intend to delete the emails rather than just view or download them then check the ‘Request permission to remove’ box.

After doing that hit ‘send request’ and wait for approval to be returned from the Security Officer. 

Once you have received an approval email, remember to refresh the list within the ‘Access permissions granted’ and click on the ‘Activate grant’ to display just your selected emails. 

You can then delete one or all of the emails using the drop-down option in the Emails Operation button. 

By default, you can send the emails to user’s trash folder on their Gmail but if you wish to permanently delete these emails then select ‘Delete permanently’.

In future when you search for these emails they will still be listed in our database but they will have a bin icon next to the subjects.

GAT Unlock – First Steps

GAT Unlock is the most sophisticated security management mechanism for Google Apps available today. It works on the principle that access to documents, or change of ownership of documents, without the owner’s knowledge or permission can only be accomplished with the active input of at least two people in the organization. One of these will be the requestor who must be an Administrator, the other a Security Officer (or Verification Officer), who must be identified and verified through a senior executive in the organization.

This is an extra service on top of all GAT versions and for non-education domains comes with a limited cost. All license types must apply for this service if they require it. It does not automatically install nor can it be self configured.

Policy

Because of the sensitivity of documents held in the cloud ‘Unlock’ can not be self enabled and is available ‘on trial’ only by special request.

From introduction the service will be visible to domains and each domain Admin can apply to have it enabled. To avail of this service please email unlock@generalaudittool.com with your request. The requesting email must contain the following 4 items.

  • The contact details of the Google Apps Administrator applying.  
  • The name of the Security Officer(s), her/his position(s), email and phone number.
  • The contact details (email and phone number) for the person from whom the GAT team must seek confirmation before enabling this feature (See list below for minimum level of organization officer we expect to have to request approval from. Please send us their full contact details also and inform them they may receive contact from us.) This is required to verify the separate identities of both the Administrators and Security Officers.
  • The PO details for the requested service, see price list below. (Not required for education domains that have purchased GAT.)

There can be many Security Officers, and the service will be available to all Super Admins once enabled.

Administrators and Security Officers should remember the verification process is there to protect you, your domain data and your user’s privacy and rights, while also enabling you to act in the organization’s best interests.

When the ‘GAT Unlock’ service is enabled Administrators can generate access or change requests, but only Security Officers can approve them. An individual can be a member of both lists but cannot approve their own requests. The Security Officer list for all domains is maintained by GeneralAuditTool.com staff. A Security Officer can not generate a change or view request and have it approved by another Security Officer.

Why all this effort? We really respect your data security. We respect your company’s right to be protected. This is the highest security model available within the Google for Work environment.

‘GAT Unlock’ pricing and approval authority needed

From September 1st, 2016, GAT Unlock will be bundled at no extra cost for educational domains who subscribe to GAT+ Email at the educational rate of $0.50 per user per year.

How to use GAT Unlock

File Management – Changing ownership or file access rights

GAT Unlock is tightly integrated with the powerful search and filter options available in GAT+. This means you only have to do things once.

In this example we are going to find all the spreadsheets owned by the group ‘sales’ that are shared externally, then we will remove the external sharing and change the ownership (on all the selected files at once).

TIP: Always narrow the file request with a search first – saves time and makes approval simpler.

Step 1: Click on the ‘Apply custom filter’ button in Drive Audit.

Step 2: Select the following option:

  • For the filter type select User/Group/OU search, we will enter the ‘Sales’ group in this field ‘Local User/Group’, make sure to enter the full email address.
  • Click the checkbox option ‘Owned’, this will show all the files owned by ‘Sales’ group. Otherwise, it would show all of the files associated with ‘Sales’ group, were Sales shows up as Owner, Editor or Reader.
  • In the filter definition area, select the parameter Type equal to Spreadsheets and to add another search parameter click on ‘Add rule’ button and select ‘Sharing Flag’ to ‘Shared Out’. Selecting shared out will only focus on files leaving your domain.  

Step 3: Next click on the ‘Toggle Selectable’ button, this will allow you to select files individually or all of them at the same time.

Note: You can not perform actions on a ‘Suspended’ account.

Step 4: Click on the button ‘File operation’ and then select the ‘File Management’ option.

Step 5: In this example, we are removing external access to the spreadsheets and making the manager the owner of all the files.

When you click on the ‘Send request’ button, an email is going to be sent to your security officer.


If the security officer approves your actions, they will be executed and you will be notified.

If permission is not granted by the security officer, you will also be notified and no actions will be taken.

Access Permissions Granted – How to silently copy or view files

We are going to use a powerful search feature inside of GAT+ Drive audit to identify the contents of documents we’re going to investigate. This feature is called the ‘File content text search’. It allows admins/delegated auditor to use a word or sentence to search through all of the files across the domain and to return documents which contain them.

Step 1: Click on the ‘Apply custom filter’ button.


Step 2: Enter the word or sentence to return files which contain them. Select the user’s account you want to search through you can leave this field blank to search your entire domain’s Drive or enter a user, Google Group or Org Unit to search through them only.

You can also use multiple rules in the definition section of the Apply custom filter. I used the Updated search parameter. Once you click on Apply button the search will begin.

It will take a few minutes depending on how many files you have across your domain.

Step 3: Select the files you are interested in, remember that these files contain the sentence “private and confidential”.

Step 4: Click on the ‘Files operation’ button and then select ‘Access permissions granted’.

Step 5: Next we will select a date in the future, we will have access to these files until this date. You have an option to write to your security officer explaining why you need access to these files.

Send the request to the Security Officer(s) for approval.

The following email will be sent to the Security Officer.

The Security Officer can click on the link in the email and will be taken to the approval area(Grant) in GAT+.

When the Security Officer grants access an email will be sent to the requesting Administrator/delegated auditor informing them. The Administrator from the ‘Access permission granted’ menu can see the full list of their access requests along with the time left for each request to remain valid.

Once the request is selected, the requestor can download documents or view the contents silently without the owners’ awareness.

Pre-approved Access for Admins to all Files for a range of Users

If your Super admins wish not to get Security Officer approval every time they want to make file permission changes or to view file contents, a security officer can give them pre-approval.

In the Security Officer section on the GAT+ sidebar menu, select ‘Pre-approved Access’ and then click on +’ button to add a new pre-approved admin.

Once clicked a new ‘pop-up’ screen will appear.

Here the security officer can add the email address of the Super Admin, the OU over which they will have access, they can select a full OU tree and set approval access until a certain future date. In the above screenshot, I gave Anna (super admin) access to the entire organisation because I selected / and I covered the Sub-Org Units as well.

Multiple different grants can be given by the security officer, including several to the same Super Admin, each covering different scopes.

Changing Ownership of an entire folder tree

Another feature of ‘Unlock’ is that it enables an often requested task of moving an entire folder tree, root folder and sub-folders, from one or many owners to a new owner.

This task is completed with the File Management tab. Use the drop-down menu button next to the folder name to see the options. Click on ‘Apply permission change to this folder (recursive)’. When the File Management option menu appears enter the new owner’s email address. And make sure to remove the previous owner as editor.

Note: When changing ownership with GAT Unlock the previous owner is added automatically as an editor to the files he owned prior to your changes. Make sure to enter the previous owner into the field ‘Remove following users as Editors’ if you don’t want them to have that privilege by default before sending the request to your Security Officer.

This is an ideal feature for consolidating a shared folder structure, or handling leaving staff or students.

Delegating Access to an email account

GAT+ allows Admins to delegate access for a User account to another User for a certain period of hours. This may be for business purposes but it is also facilitates the fast search and viewing of all the account emails via another user’s browser.

BEFORE USING: Please ensure email delegation is allowed for users in your domain. Go to the G Suite Admin Console and under Apps > G Suite Apps > Settings for Gmail check if the email delegation box is allowed for your domain.

Launch the GAT+ tool, enter the User Audit section and click on the Email Info Tab.

In the Email Info Tab, select any user and click on the Actions button to add an email delegate to their account.

You have the ability to remove existing mail delegation which are already in place as well.

Here the Admin can select the account they wish to gain access to, then select the account they want to give this access to and finally select the number of hours they would like delegated access to be granted for. Once the request is sent, the Security Officer will still have to approve before the delegation is created.

Once granted the delegated account appears in the accounts drop down list when the profile picture is selected in Gmail.

The delegation will automatically be revoked after the requested time period.

Note: If during the period of delegation, the account under audit, logs into their Google account and goes to their email settings, then under ‘Accounts’ the account owner will see that the Admin has granted delegated access to the account.

In addition if the delegated user reads any unopened email in the audit account, this email will be marked as ‘read’.

Deleting Spam, Inappropriate or Accidental Emails

There are multiple reasons to have the ability to identify and remove emails which have been received by all or any of your domain users. Here are some unwanted scenarios:

  • An email is sent to the wrong user or group
  • An email contains inappropriate content
  • An email that contains sensitive information
  • An email which has gone pass spam filtering or is a phishing email.

GAT+ allows Admins to delete these emails from all accounts at once.

We recommend using ‘Gmail Search’ for tracking down these emails. It is a ‘real time’ search that is highly configurable (see ‘search tips’ link beside the search box). In the screenshot above we use the example search parameters

“SEO proposal” in:anywhere newer_than:180d”

This tells GAT+ to search in all folders, for all users and look for emails that contain the words “SEO proposal” which are also newer than 180 days. When the results come back, click on ‘Apply’.

Next, select the ‘Toggle Selectable’ button and select the emails you wish to view/download/delete.

Once the emails are selected, click on the ‘Access permissions granted’ button and send a request to your SO (security officer). Your SO will have to approve your request.

Before sending the request if you intend to delete the emails rather than just view or download them then check the ‘Request permission to remove’ box.

After doing that hit ‘send request’ and wait for approval to be returned from the Security Officer.

Once you have received an approval email, remember to refresh the list within the ‘Access permissions granted’ and click on the ‘Activate grant’ to display just your selected emails.

You can then delete one or all of the emails using the drop-down option in the Emails Operation button.

By default, you can send the emails to user’s trash folder on their Gmail but if you wish to permanently delete these emails then select ‘Delete permanently’.

In future when you search for these emails they will still be listed in our database but they will have a bin icon next to the subjects.

Pre-approved Access for Super Admins to all Emails

To enable pre-approval for Super Admins navigate to the Configuration section of GAT+ and enter the security officer area.

Once there click on the Pre-approved Tab and click on the plus icon “Add new pre-approved access”.

Your security officer will have to select you (super admin) to have pre-approval over users across your domain.

This is ideal for situations where Admins do not need to get constant approval to view/download or remove emails. An example would be in an education domain where the Super Admin would have full open access (view/download or remove emails) for all Student OU’s but would still have to get selective approval from the security officer to access an in the Staff or HR OU.

For a single OU level add a value like /Staff (Note, this will not grant access to the OU /Staff/IT unless “Sub Org. Units equals Yes!).

In the above screenshot I put Anna (Super Admin) to have pre-approved access to the entire domain by select / for the Org Unit and I made sure to cover all Sub-Org Units. / means the root User Org. Unit. She has access to remove and add email delegations as well because I enabled the last two option which are “Can remove?” and “Can add email delegation”.

The Admin should now see something like this when they click on ‘Access permissions granted’ in Email audit.

Every time admins enter the Email audit area they need to apply the Granted pre-approval privilege then carry out the search for the email(s) in question and next to each email there will be an action column visible.

Bulk Download or View Email Contents

The global live email search is under the ‘Gmail Search’ tab within email audit.

Here you can search for all the emails sent to or from a particular user on your domain. (You can also search for emails associated with groups or OUs of users.) The search can also take many flags, for example you could search for email sent to a particular user that was ‘Unread’, click on ‘Search tips’ to open a new page with all the flags you can use.

Because the entire domain is searched, it may take some time unless you narrow down the scope in which case I’m doing in the above screenshot. I narrowed down the search to a specific Google Group. The above example will look for all emails older than 1 day and that have been opened.

When the search is finished you can click on ‘Apply’ to see the table of the results.

When the results appear select some or all emails in the result table by using the ‘Toggle Selectable’ button then click on the Email Operation drop-down menu and click on ‘Access permissions granted’.

Click on ‘New Request’ to send this search to a Security Officer for their approval to allow you to read or download copies of these messages. Decide for how long you want to have access to these emails and enter a custom message to your Security Officer with your request.

The Security Officer will receive an email detailing the the access request being made. They can click on the link in the email to approve.

Once approved the Super Admin will receive an email in return notifying them of the SO decision.

It will look like this.

Once you receive this email, refresh the Current request list to see access grants that have been changed from pending to granted. These requests will now have a check mark beside them. Click on ‘Activate Grant’.

Each email can be read or downloaded individually by clicking on the Action button beside them.

To download all the emails select the ‘Toggle Selectable’ button and click on the top checkbox which will select every email within the result table. Right next to the ‘Toggle Selectable’ button click on ‘Email Operations’ drop-down menu and click on Download e-mails.

Downloading individual emails will occur almost instantaneously. Downloading all the emails takes some time. We have to retrieve the emails and add them to a zip as PDFs. Allow about 10 minutes for every 100mb of emails. To make it efficient we will create the download zip file on one of our servers and will create a link for you to bring down the zip to your own PC or server.

A password is generated and sent to your email address, use this password to be able to view the contents in the zip file because all of the PDFs will be password protected.

If the download is big, you can complete other audit tasks or grab a coffee. When you return to GAT+ go to the Admin Log in the Configuration section.

Non-Super Admin Auditors

This feature is ideal where Super Admins want to delegate the audit function to local managers or regional security personnel. GAT+ allows anyone to audit any range of users based on the model of Google Groups, Google Classrooms, and Org Units. It does not require passing on Google Admin authority. Selected auditors can have audit rights over individual users, Google Groups or Org Units. This allows you to have multiple auditors for a specified scope.

Auditors will have access to the auditing areas of GAT+ but will not have access to the Configuration sections.

To learn more visit our knowledge base and read the following article ‘Create Delegated Auditors within GAT+’.

Delegate access to your Gmail account

GAT+ allows Admins to delegate access for a User account to another User for a certain period of hours. This may be for business purposes but it is also facilitates the fast search and viewing of all the account emails via another user’s browser.

BEFORE USING: Please ensure email delegation is allowed for users in your domain. Go to the G Suite Admin Console and under Apps > G Suite Apps > Settings for Gmail check if the email delegation box is allowed for your domain.

Launch the GAT+ tool, enter the User Audit section and click on the Email Info Tab.

In the Email Info Tab, select any user and click on the Actions button to add an email delegate to their account. 

You have the ability to remove existing mail delegation which are already in place as well. 

Here the Admin can select the account they wish to gain access to, then select the account they want to give this access to and finally select the number of hours they would like delegated access to be granted for. Once the request is sent, the Security Officer will still have to approve before the delegation is created.

Once granted the delegated account appears in the accounts drop down list when the profile picture is selected in Gmail. 

The delegation will automatically be revoked after the requested time period.

Note: If during the period of delegation, the account under audit, logs into their Google account and goes to their email settings, then under ‘Accounts’ the account owner will see that the Admin has granted delegated access to the account.

In addition if the delegated user reads any unopened email in the audit account, this email will be marked as ‘read’.

Who Read What Document and When?

This question comes up from time to time and GAT makes it easy to find the detailed answer.

 

First, we find all the documents the person reads (or has ‘viewed’).
To achieve this we navigate to the Drive audit in GAT+. We select the Event tab, then we apply a custom filter.
For the search we enter the email address of the person we’re interested in, then pick an event type as “View” (you can select different options such as download, upload, print, created).
You can select a date parameter to narrow down your search results (If you don’t put date it will scan the user and event type and find every document ever read by that person).

 

The example in the screenshot below will display all events (view) by the user in the past 29 days(since the start of month).

 

However, we can refine this further…

Let’s exclude files where this user is also the owner of those files because we are only interested in files this user viewed which are not his own.

To do this export the results, this will create a spreadsheet where we can edit the owner tab to exclude the person you are currently searching for.

The result you get is all the documents visited by the subject, excluding the files he owns.

A follow-on question from this is how do we create daily/weekly reporting for all or some documents in our domain?

We have a post about how to schedule daily/weekly report on event activities on files you can read more about that below here:

How to Track Visitors and Editors

Out of Hours Email Activity Reporting with GAT+

In France, the legal length of the working week is 35 hours in all types of companies with more than 50 employees. The working day may not exceed 10 hours. Furthermore, employees may not work for more than 4.5 hours without a break. The maximum working day may be extended to 12 hours under a collective agreement.

If you wish to enforce this policy throughout your organization you can utilize GAT Shield. Let’s presume you already know about Shield and utilize it within your organization.

You have the ability as a super admin to enforce the French working hours after getting proper approval from your management team.

Navigate to the Configuration area of GAT Shield. In the Login Control section.

Now, I will create a time frame window outside of this time frame users on my domain won’t be allowed to log into their G Suite account to check emails or other cloud services.

The below example covers 9AM to 7PM.

Login time window (from): 0 0 9 1/1 * ? *

Login time window (to): 0 0 19 1/1 * ? *

This means my employees can log in and do their work from 9AM to 7PM after which they will be blocked.

If you don’t wish to block entry into the account when users are out of hour you can report on your employee’s activities using GAT Shield User Activity section. This will show you when a user was active and what sites they went to throughout a given day.

Getting Alerted When Files are Shared to Gmail

Some of you may know that you can create G Suite accounts with usernames based on your yahoo.com and hotmail.com accounts. Therefore it is possible to share Google Docs to and from these account names. These Google accounts are typically personal accounts therefore many businesses want to track shares to and from these usernames. In this post, we show you how to monitor files that are shared out to the external domain such as Gmail.com, Hotmail.com, Yahoo.com.

Below is an example of how this can be achieved using GAT+:

set alerts in gat

In Drive audit, Click on the “Apply custom filter” button.
Then we select “Sharing Flags contains Shared Out”
Then any changes made after or equal to yesterday – this is used to display files that have been shared out since yesterday.
Then we add a group which has the option “OR” – this allows us to search, all the external domains, for example, gmail.com, hotmail.com, yahoo.com.
This will display files which have been shared out to the domains above, that have been updated in the last day.

After this, we can schedule a report to run everyday after midnight showing all files that have been shared to these personal domains in the last day. This can be scheduled with different time frame if we like. To schedule the report we can simply select “Scheduled” and an extra submenu will be displayed where we can select “Occurrence” and select the recipients.

To schedule the report we can simply select “Scheduled” and an extra submenu will be displayed where we can select “Occurrence” and select the recipients.

Then we can click “Apply & Schedule”.

This report will now run everyday after midnight producing a report of updated files that have been shared out to members of these of the selected domains.

GAT, GDPR Compliance and G Suite: How GAT+ Keeps You GDPR Complaint

GAT helps you ensure you meet your GDPR obligations

One of the most important aspects of GDPR is to be able to show that your staff and customer data is not carelessly exposed via file sharing or email attachments. In pursuit of this goal regular and scheduled testing of all content and shares should be carried out. GAT+ is designed to meet this obligation. In addition, from time to time it will be necessary for administration or security staff to inspect on-line content which may belong to other staff or customers. It is critical that this be carried out in a structured and approved workflow. GAT Unlock is currently the ONLY solution in the G Suite Marketplace that has such a structured workflow. This ensures that all access to all content is approved by properly appointed Security Officers within the company. Data leakage can occur not only via email and document sharing but also via the browser, using cut and paste, into any other web page the user is logged into on his or her browser. Detecting this dynamic flow of sensitive information is critical to ensuring proper compliance with GDPR. GAT Shield is designed to meet just such a requirement, watching and alerting in real time.

 

GDPR obligations

 

Our well thought out and sophisticated design that pre-dates the GDPR requirements means we have always coded to ensure none or minimal customer content ever has to pass through our architecture.

How GAT ensures it is GDPR compliant

Given its access to all aspects of your G Suite environment, the GAT family of products must themselves respect the GDPR environment for your data. GAT does this in several ways. The only data it collects and stores is your user metadata. This consists of username, company email address, access times, email addresses to and from the user account, email metadata, Google + postings with the domain account, files owned, calendars and appointments in the company domain and other non-specific usage data (such as membership of email groups, OUs, etc.). It does NOT collect any file or email content. It does not transfer any content to its servers for inspection. This is critical, other tools do this for content inspection, GAT+ avoids doing this and can still search content. GAT Shield, which is designed to look in real time for sensitive content, can also search and report on content without that content ever having to pass through our servers. Our well thought out and sophisticated design that pre-dates the GDPR requirements means we have always coded to ensure none or minimal customer content ever has to pass through our architecture. Finally, all idle databases are automatically deleted 30 days after last use and there is no metadata harvesting for future use.