In a forward-looking step toward modern compliance, Bioland decided to partner with heyData, enabling the association to redesign its data management. The experiences of Sandra Scherzer, in-house counsel in the legal department, reveal the groundbreaking journey of this transformation.

Introduction

Bioland is the largest association for organic farming in Germany by membership. It exclusively admits businesses from Germany and South Tyrol, making it the most regional of the major organic associations. Over 8,700 organic businesses from agriculture, beekeeping, and viticulture, as well as 1,400 partner companies from processing and trade, belong to this community of shared values, which operates according to strict standards. These go beyond the legally required criteria for the EU organic label. Bioland stands for transparent origins of raw materials and food as well as regional supply chains. The association's goal: to make organic possible for everyone and to protect our livelihoods through responsible agriculture and food production. With the aim of achieving 100% organic, the association is supported by a team of over 300 dedicated employees who work every day for the interests of Bioland's members and partners.

As part of Bioland's legal department, Sandra ensures adherence to compliance and data protection policies. Her responsibilities include tackling the complex challenges that come with a large number of members, various data sources, and the need for simplified compliance processes. She pays particular attention to Bioland's operational processes, which reflect the association's core values in handling sensitive data and meet compliance standards. 

After the first months of working with heyData, we reached out to Sandra to ask about her experiences with our solution.

"At Bioland, data protection and compliance aren't just boxes to tick; they're embedded in our core values. Trust and integrity in all areas of our operations are non-negotiable."
Sandra Scherzer
Legal Department at Bioland

Overcoming GDPR Hurdles: Bioland's Compliance Challenges

Sandra emphasizes: "Overseeing data protection for the entire association poses significant challenges and requires considerable time and resources." Bioland thus faced several compliance challenges, particularly navigating complex regulations and integrating compliance into its diverse operational areas. 

The association is highly diverse. Different businesses, departments, and partners have different needs, which it wants to accommodate as best as possible.

"With heyData, we opted for a new organizational and conceptual structure with a new execution level."

Bioland took an important step in the association's development when it recognized the need for a more structured and conceptually different approach to managing data protection within the association.

"When we found a system like heyData that fit our needs, we knew it was a perfect match for us. We were pleasantly surprised by the platform's effectiveness!"

Bioland's Compliance Revolution: Optimizing the Organizational Structure and Increasing Speed

Bioland's decision to use heyData was driven by the platform's ability to address its specific challenges and effectively optimize operations. The centralized nature of heyData and the ability to seamlessly integrate everything from employee information to signed documents into the platform made it the ideal solution for the diverse needs of the Bioland association. Sandra expresses her satisfaction: "The platform truly won us over with how it supports our work. The convenience of having everything in one place, from employee management to handling signed documents and administrative tasks, stood out as a decisive factor." 

These heyData solutions not only meet Bioland's current needs but also lay the foundation for sustainable operational effectiveness.

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"What sets heyData apart is its responsiveness and fast implementation."
  • Organizational structure and employee assignment: heyData's platform provided a comprehensive overview of the entire organizational structure, making it easier to assign responsibilities, documents, and trainings to its employees.
  • Speed and efficiency: The solution's ability to quickly address urgent compliance needs within a 24-hour window and deliver tangible results within that time frame is a major support. 
  • Holistic support and consultation: The availability of comprehensive consultation and support in various areas was crucial for decision-making processes.
"The expert consultation service that comes with the heyData platform is an amazing asset for us. The convenience of having a short-notice option for coordination and consultation has significantly improved our operations."

heyData and Bioland: Mastering Agile Compliance Through Pragmatic Problem-Solving and Streamlined Communication

  • Comprehensive understanding and pragmatic approach
  • Effective communication and solution-oriented discussions
  • Streamlined internal communication support
"heyData stands out as a high-quality platform that's both pragmatic and solution-oriented."

Bioland took a hands-on approach to identifying areas for improvement and implementing actionable solutions. heyData's quick understanding of Bioland's operations supported this practical problem-solving approach, with the focus on practical implementation rather than theoretical advice. The platform offered not only tailored solutions but also legal support that matched Bioland's specific needs. Its effective communication and solution-oriented methods ensured prompt resolution of concerns, avoiding lengthy discussions or the typical vague legal answers. This focus on practical solutions matched Bioland's need for quick and understandable solutions that work for everyone.
 

The availability of structured trainings and comprehensive legal support from heyData became a decisive factor for Bioland, especially when it came to managing the challenges of independently administering its subsidiaries. Sandra highlights the benefits, explaining: 

‍"The combination of well-organized processes, structured trainings, and legal support in various areas at heyData was beneficial, especially when it came to tackling the considerable challenge of independently managing all subsidiaries at Bioland." 

One notable impact was the significant reduction in workload for Bioland's team, paired with a marked improvement in the quality of its data protection practices. 

Bioland experienced tangible benefits such as faster response times to concerns and better adaptability to changing data protection requirements.  Overall, the versatile support of the heyData solution strengthened Bioland's operational efficiency by understanding and optimizing its processes, ultimately leading to a more compliant working environment.

"The platform's legal support is truly impressive. Working closely with Regina Frey, Head of the Privacy Success team at heyData, has made a big difference. Her quick grasp of our challenges and her pragmatic approach are invaluable."

Optimizing Operations and Enhancing Data Protection Through Centralized Coordination and Trainings

  • Consolidation of internal processes
  • Improved coordination and increased quality
  • Impact on data protection training
  • Increased data protection awareness across the organization
  • Reduced workload
"It's a great relief to know I have a team of experts at my side to effectively coordinate the various aspects of compliance, within a platform that integrates documentation, trainings, audits, and vendor risk management."

heyData's solution helped Bioland simplify compliance tasks by centralizing them. Everything from employee management to document storage and administration became accessible and manageable on a single page, improving coordination across the organization. This led to better quality control and increased efficiency. 

Reorganizing data protection trainings for employees has helped Bioland standardize trainings across the organization and ensure a consistent understanding and awareness of data protection regulations. Sandra noted the positive impact: "Since using heyData, employees are even more aware of compliance." This has led to more inquiries, a positive change in employee behavior, and a proactive approach to addressing non-compliance. 

Overall, the results included a significant reduction in workload, streamlined administration through a centralized platform, and improved coordination in compliance — with a positive impact on overall data protection and operational efficiency within the association.

"heyData has brought significant efficiency by seamlessly coordinating various aspects and making our work noticeably easier. I firmly believe they've also improved the overall quality of Bioland's operations."

Bioland Sees Continued Progress with heyData

Based on its experience so far, Bioland eagerly anticipates a future in which almost all members and employees are actively involved in heyData's solution, emphasizing its interest in observing how the platform's functionality evolves going forward.

Currently, heyData continues to support Bioland by providing indispensable data protection consultation for its collaboration with partners, regulatory authorities, and various other associations. The partnership involves close cooperation, with heyData offering comprehensive guidance in all areas where compliance may play a role.

As the association continues to grow, we're committed to helping Bioland tackle future compliance challenges, particularly regarding employee involvement and coordination.

"Beyond a mere platform, heyData's personalized solution, legal advice, and fast support are real game changers for us at Bioland, taking our work to a whole new level!"