Understanding data subject search
The data subject search form is divided into sections:
Date of birth
National ID number
- Primary sections
Give you a higher probability of identifying an individual. For example, every National ID number is unique. The primary sections are Name, Telephone number, Email, and National ID number.
- Secondary sections
May be relevant to an individual but are not unique. For example, many people can share the same date of birth. The secondary sections are Address, Date of birth, and Other.
Each section has one or more fields.
Using multiple values
You can enter multiple values in:
If you use multiple values in a section, NOW Privacy uses a logical OR in the sub-query. For example, if you give the first name as ‘Jon Jonathon John’, any of those values will trigger a hit.
We combine the fields in each section into a sub-query. Then we combine all the sub-queries into a final search query.
If you enter values in at least one primary section, the search finds items that match any of those values.
If you enter values in no primary sections, the search finds items that match any of the values you enter in the secondary sections.
Best practice: enter values in at least one primary section.
Using the Other field
You can enter any word or phrase in the Other field. NOW Privacy searches these metadata fields:
You enter a name and a telephone number
These are both primary sections
The search finds all items containing either the name or telephone number or both
You enter a name, address, and National ID number
This is a mix of primary and secondary sections
The search finds all items containing either the name or National ID number
It rejects items that contain the address but not the name or National ID number
Although the address does not affect which results are returned, documents containing the address are likely to be ranked higher, and the address will be highlighted in the item preview
The address will be included in an export with matches export
You enter an address and date of birth
These are both secondary sections
The search finds all items containing either the address or the date of birth