For the millions of companies globally that handle data of European residents, GDPR compliance mandates careful attention to data protection. One key aspect of this regulation requires that companies conduct an assessment for GDPR compliance known as the Data Protection Impact Assessment (DPIA).
The DPIA process involves a risk assessment specifically tailored to strengthening data protection. Using the DPIA, the organization assesses the data protection risks involved in a project and proposes mitigation measures. This improves project design while helping to ensure compliance with GDPR and other privacy laws.
How to Know if You Need an Assessment
Under GDPR requirements, a company must conduct a DPIA whenever they start a new project likely to include a high risk to individuals’ personal information. Activities that may signal the need for a DPIA include:
- Introducing new technologies that might affect the privacy of individuals
- Tracking the location or behavior of individuals
- Systematically monitoring a public area
- Large-scale processing of sensitive personal data
Examples include a hospital implementing a new health information database with patients’ health data or a city installing on-board cameras on city buses to monitor the behavior of drivers or passengers.
Steps to Conduct an Assessment for GDPR Compliance
A DPIA typically begins with a description of the data processing activity. This involves clearly identifying what the data processing involves, what data will be collected, how it will be used and stored, who can access the data, and how long it will be retained. Consult with relevant internal or external stakeholders as necessary.
Second, determine the necessity of the project, considering possible alternatives. Then identify the risks to individuals’ rights and freedoms and determine the likelihood and severity of those risks.
Next, determine the steps to take to reduce or eliminate the identified risks. For example, this might involve implementing encryption or training staff. And finally, put the risk mitigation measures into practice.
Carefully document the DPIA process throughout, including all findings and the mitigation measures conducted. This documentation will prove critical for demonstrating compliance. Moving forward, regularly review the DPIA, updating as necessary, particularly when there are changes made to the data processing activities.
Benefits of DPIA Extend Beyond Compliance
While the DPIA fulfills a GDPR requirement, it delivers additional benefits, as well. In the first place, the process serves to highlight potential risks and generate improvements to proposed projects. This will strengthen the protection of sensitive data, facilitating compliance not just with GDPR, but also with other data privacy regulations.
It will also heighten awareness about best practices to ensure data privacy. And by conducting DPIAs, the organization demonstrates to customers, partners, and regulators its commitment to safeguarding personal data.
Ease Compliance with Solid Data Governance Strategies
Information governance plays a significant role in facilitating the process of regulatory compliance, including DPIAs. In simple terms, information governance involves knowing what data you have, where it lives, and who can access it. This encompasses a variety of data processes and policies, such as the following:
- eDiscovery management
- Data categorization and storage
- Multi-faceted data security
- Data access controls
- Information lifecycle management, including retention and destruction policies
- Metadata management
With deep experience in regulatory compliance and information governance, the consultants at Messaging Architects will work with you to gain control of your data. From comprehensive data security to data policy reviews and compliance monitoring, we have the tools and the expertise you need.
