Published 24 Feb 2023
What is a Privacy Impact Assessment Template?
A Privacy Impact Assessment (PIA) template is a document or tool that helps organizations create effective PIA programs to identify, understand, assess, and address the potential privacy implications of their operational activities. Also, it’s designed to ensure that the appropriate steps organizations must take to protect the privacy of individuals are well-accounted for.
Privacy Impact Assessment Template
Download and use this free privacy impact assessment template when creating your organization’s PIA program. Account for any potential risks and issues before implementation and ensure you’re not missing key details and aspects by using the template as your guide. Apart from those, you can also do the following:
- Fill in key project or system details, such as the date and location of the PIA creation, along with the name of the project manager or system owner.
- Answer Yes-No–N/A questions and describe processes, measures, and systems about your organization’s data collection, processing, and storage activities.
- Discuss specific privacy risks that were identified and the proposed or agreed-upon measures and steps to take to resolve or mitigate them.
- Before completing the report, state any other comments and notes. Finally, include digital signatures.
- Export the completed template into a privacy impact assessment template PDF or privacy impact assessment template Excel file and other formats, including Word or CSV, and store it securely on the cloud.
A privacy impact assessment template also helps businesses ensure their compliance with applicable privacy laws and regulations. It can be used to assess the privacy risks associated with various business operations, including the collection, use, storage, and disclosure of personal information.
In this article
- Types
- Benefits of Using One
- What Must Be Included in a Privacy Impact Assessment Template?
- FAQs About Privacy Impact Assessment Templates
- Ensure and Maintain PIA Compliance with SafetyCulture (formerly iAuditor)
- Related Privacy Impact Assessment Templates
Types
Privacy impact assessments come in a variety of forms, depending on the type of data being collected and the purpose of the assessment. In the same way, PIA templates can be general or specific in nature to reflect the unique needs of an organization.
General ones are used to assess the overall privacy risks associated with a particular system or process. These assessments are typically conducted at the beginning of a project and designed to identify any potential privacy risks that may arise.
Specific PIAs, on the other hand, are used to assess privacy risks on a particular set or type of data. These assessments are typically conducted after a system or process has been implemented and are designed to identify any potential privacy risks that may arise from the collection, use, or disclosure of the data. Specific PIAs are often used to assess the privacy risks associated with the use of new technologies or the introduction of new data sources.
Benefits of Using One
Now, a privacy impact assessment checklist is a valuable tool for organizations to ensure that their data collection and processing activities are compliant with applicable privacy laws and regulations. The benefits of using it include the following:
- Helps organizations identify and assess the potential privacy risks associated with their data collection and processing activities, allowing them to mitigate such
- Aids in developing and implementing effective privacy policies and procedures to protect their customers’ personal data
- Allows organizations to save time and money by avoiding costly mistakes and potential legal implications
What Must Be Included in a Privacy Impact Assessment Template?
While acknowledging the fact that various organizations have unique operational activities and data privacy measures, a privacy impact assessment template must include these basic details and sections:
- Project or system information, including the title, description, and purpose
- Sources, nature, scope, and attributes of the data being collected in the system
- Data access and sharing practices
- Notice to individuals for data use consent
- Privacy analysis
- Completion page for additional notes and sign-off
FAQs About Privacy Impact Assessment Templates
Ideally, those who are part of an organization’s data governance team (consisting of information system stakeholders), along with other departments and team members such as the legal counsel, record managers, and system security staff, must complete a PIA.
According to the United States Department of Homeland Security (DHS), the following are examples of the goals of a PIA:
- Ensure and maintain conformance with relevant legal and regulatory privacy requirements
- Identify risks and effects of privacy implications
- Assess protection measures and backup systems in mitigating privacy risks
One of the risks associated with improperly using a privacy impact assessment template is the potential for data breaches. If the template isn’t securely stored and maintained, it can lead to a lack of security and an increased potential for data to be accessed by unauthorized individuals.
Another risk is the potential for data misuse. Inefficient and inaccurate template access can lead to data being used for purposes other than those intended. This can include the use of data for marketing or other commercial purposes, or the use of data for malicious purposes.
Ensure and Maintain PIA Compliance with SafetyCulture (formerly iAuditor)
Why use SafetyCulture?
Using SafetyCulture, a workplace operations platform, organizations can ensure and maintain their processes in compliance with their PIA program. This way, data privacy and security can be upheld during business operations.
With the platform’s intuitive features and functionalities, be able to do the following and more:
- Download easy-to-use forms, checklists, and templates when creating and conducting PIAs.
- Maximize SafetyCulture’s Scheduling feature to set recurring reminders on performing and updating your organization’s data privacy, protection, and security measures.
- Ensure data security with the platform’s secure cloud storage and reduce potential data breaches and other privacy-related risks.
- Identify and raise issues even before implementing your PIA program. Create and assign corrective actions for prompt resolution.
- Track and monitor organizational compliance with your PIA by accessing and referencing reports in various formats, including PDF, Excel, and Word.
- Leverage insights and data to see where additional measures and controls are needed to be implemented to improve privacy and security systems.
- Create and deploy training courses and programs within the SafetyCulture platform for employees assigned and responsible for this area.
Related Privacy Impact Assessment Templates
Data Protection Impact Assessment (DPIA) Template
Use this DPIA template when identifying the need for a DPIA. Describe the type of data processing involved, explain the context, nature, scope, and purposes of the processing, mention the sources of risks and nature of the potential impact on individuals, and identify measures to reduce them, among others.
General Data Protection Regulation (GDPR) Compliance Checklist
This free GDPR compliance checklist provides control measures to ensure GDPR compliance across the organization, such as providing clear details about data processing, creating an internal policy for team members for data protection awareness, and having a DPIA scheduled and a process in place to carry it out, to name a few.
SafetyCulture Content Specialist
Patricia Guevara
