WORKNOTES

 CONFIGURATION PRIVACY MANAGEMENT

• Privacy Impact Assessment (PIA): A general review of privacy risks in a project

• Data Protection Impact Assessment (DPIA): Required for high-risk data use, e.g., surveillance, tracking, etc.

• Third-party/Vendor Assessment: Evaluates whether partners and suppliers protect data properly

• Data Transfer Assessment: Ensures data sent to other countries remains secure

Configuring privacy assessments using Smart Assessment

• Customize questionnaires
  Use a simple user interface to create and configure questions tailored to your data practices.

• Define processing activities
  Generate processing activities (e.g., data collection, storage) based on assessment responses.

• Map controls to responses
  Link specific privacy controls (e.g., encryption, access restrictions) to question responses to ensure compliance.

• Automate information object mapping
  Configure personal information objects to automatically map the information object with a processing activity.

• Integrate responses with processing activities
  Map question responses to fields in processing activities to populate required data fields automatically.

Mapping to personal information objects

Biometric Data

These are unique physical or behavioral characteristics used for identification.

• Fingerprints

• Iris Scans

• Voice Patterns

• Facial Recognition Data

Demographic Data

This can be data about a person’s identity, background, or characteristics.

• Marital Status

• Gender

• Birthplace

• Age

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Assessment configuration allows users to:

1. Define the template description, which will appear whenever this template is selected

2. Define the data categories that will be displayed for each assessment template

3. Define the state model for each assessment template

4. Define sections of the assessment

   1. Questionnaire: This section is based on the template selected in the configuration

   2. Personal Data: This section allows users to add custom sub-sections to the assessment template

5. Define the section and sub-section descriptions

6. Customize labels for the section/sub-sections

7. Define guidance for each sub-section

8. Select one or all the sub-sections from the list below:

   1. Data elements

   2. Hierarchy

   3. Legal basis

Assessment template configuration

In the Privacy Workspace, navigate to the List view to access the Assessment template configuration under Configure privacy management. By default, you can see two configurations:

• Privacy Impact Assessment Configuration

• Privacy Screening Assessment Configuration

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Reporting & Analytics with PRIVACY MANAGEMENT

1. Interpret real-time insights. They are essential for assessing privacy and compliance status effectively.

2. 2

   Monitor compliance health. Regular checks help identify and address potential issues promptly.

3. 3

   Utilize dashboards effectively. They convert raw data into actionable intelligence for better decision-making.

4. 4

   Emphasize continuous improvement. This ensures accountability across regulatory frameworks.

5. 5

   Understand user roles. Only users with the privacy manager or privacy analyst role can access tailored dashboard insights.

6. 6

   Track compliance trends. Use the dashboard to monitor month-by-month compliance score changes.

7. 7

   Prioritize remediation efforts. Focus on non-compliant controls and activities for corrective actions.

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