What Is And What Should Be Included In A DPIA

Posted on 12th April 2023

Owning a business these days and not having it online is like not allowing yourself to grow exponentially. You’ll grow much slower and many of your potentials will never be discovered.

So why would you do that to your business?

However, being online comes with some difficulties and challenges that you need to overcome. Despite all the great opportunities the online world offers us, there are also some shortcomings.

One of the biggest is the protection of data.

This is one of the crucial battles in today’s world, but you don’t have to worry because there are more good guys than bad guys and the law is on your side.

Your business is protected by the law, and you have several procedures at your disposal to ensure the security of your company’s or your employees’ data.

One of the procedures that ought to be used is an assessment of a DPIA. What is it, what should it include, who must follow it, and in what situations?

Keep on reading to learn more.

What is a DPIA?

DPIA or Data protection impact assessment is regulated by the law and GDPR (General Data Protection Regulation). It was created to thoroughly evaluate, recognize and minimize any risks for data protection in a project or a plan.

DPIA is a mandatory process whenever there’s a high risk of exposure to individuals’ data, rights, or freedoms. Also if companies or organizations are applying any new processing or information processing systems they’re under obligation to conduct DPIA.

It’s important to say that somewhat privacy data involvement already exists as part of project planning.

A DPIA should be used during the planning, creation, and execution of a project while adhering to accepted project management procedures. The DPIA should be updated as the project or business transformation progresses.

Yet, a successful DPIA can also have wider compliance, economic, and reputational benefits, contributing to accountability evidence and increasing individual participation and confidence.

A DPIA is a continuous process. It must be viewed as a continual process that is periodically reviewed.

Is there a DPIA template and what should it include?

The following is not a full list of what should include in a DPIA, as there is no set procedure for doing one.

However, it needs to:

Name the type of data, and identify the risk
Set context and goals of the processing
Analyze the use of the personal data you’re processing
Individual hazards should be identified, evaluated
Any further countermeasures are to be noted

If you’re having trouble defining your DPIA there’s always a range of DPIA templates you can download and use or at least use them as guidelines.

Even though you’re not obliged to address higher authority unless you decide to accept high risks to data protection, or need guidance on how to protect the exposed data, it’s recommended to reach out to experts for advice and expertise.

You can consult all experts connected to a particular project, like IT experts, and stakeholders, and even get a piece of law advice. Sometimes it’s best to do thorough research by yourself and after conducting DPIA understand the whole situation the best you can.

What circumstances require DPIA use?

What’s important to say about DPIA is that it’s been a relatively new part of GDPR in Europe, to be precise since May 2018. In the US some states are beginning to implement this kind of data protection assessment in their regulations.

So, many business owners and entrepreneurs are confused with the use of these new regulations and no wonder.

Let’s try to clarify and understand better what’s expected of you and what is this process of data protection doing for you, your business, employees, and clients.

Perhaps you’re in a situation where your business has to collect, store or use personal data. It’s a very common action especially now with so many online businesses. But every time you do that the individuals whose data you process are put at risk. These risks go from stolen personal data being used by criminals to impersonate the individual, to individuals’ concerns that their data will be used by your company for unknown purposes.

Or you’ve decided to install surveillance cameras. And your employees’ privacy is disturbed so DPIA is to be applied.

It’s not strictly determined what the high-risk situations are, and therefore it’ll be best to consult some authority whenever you’re in doubt. Also, you can run this process whenever you’re implementing some new features or at the beginning of the project, to avoid any chance of having valuable data put at risk.

Benefits of using a DPIA

Carrying out a DPIA may have financial advantages. A simpler and less expensive solution will typically be needed when a problem is discovered early. A DPIA can also lower a project’s ongoing expenses by reducing the amount of data that is gathered or used, where practicable, and by creating simpler work procedures for staff.

More generally, the regular usage of DPIAs will raise awareness of privacy and data protection issues within your business and guarantee that all necessary staff members involved in project design consider data protection in its early phases.

Also, the use of DPIAs will build your reputation and your business will gain the trust of your clients.

Remember that using this method will be helpful not just for you and your business or corporation. Its primary objective is to protect the clients and employees who are essential to your business and you.