With Ailance RoPA, you can easily solve complex processing activities. An important component is the data protection impact assessment (DPIA). We will show you how easy it is to carry out a DPIA in RoPA.
What is a data protection impact assessment (DPIA)?
A data protection impact assessment (DPIA) is a systematic evaluation of the potential risks and impacts of data processing on the privacy of individuals, as required by the GDPR. Its main purpose is to help organizations identify and mitigate risks before they start high-risk processing activities and thus demonstrate compliance with the GDPR.
The assessment of potential risks begins with the performance of a preliminary DPIA, which indicates whether a full DPIA is required.
A preliminary DPIA serves as an initial assessment to determine whether a full DPIA is required for a particular processing activity. According to the guidelines of the former Article 29 Working Party, this preliminary assessment evaluates the potential risks and impact of the data processing on the privacy and data protection rights of individuals. The Working Party guidelines contain the following main criteria for the assessment of processing activities that may present a high risk to the rights and freedoms of data subjects:
- Evaluation or assessment
- Automated decision-making with legal implications
- Systematic monitoring
- Sensitive or highly personal data
- Extensive data processing
- Comparison or combination of data records
- Persons at risk
- Innovative use of technologies or solutions
- Processing which adversely affects the rights of data subjects or prevents them from using a service or contract.
By evaluating processing activities against these criteria, organizations can make informed decisions about the need for a comprehensive data protection impact assessment. This first step is in line with the overarching goal of the GDPR: Promoting accountability and robust safeguards for data subjects' rights.
Perform intelligent preliminary DPIA
Ailance RoPA guides users through a questionnaire that identifies the need for a Data Protection Impact Assessment (DPIA) based on the European Data Protection Board (EDPB) standards. This intelligent assessment function supports the DPO and compliance team in risk assessment and ensures that decisions on DPIA requirements are accurate and informed.
To perform a preliminary DPIA check for a processing activity, proceed as follows:
- Open a processing activity for which you want to perform the preliminary DPIA check.
- Open the DSFA (DPIA) tab.
- Go to the section DSFA (DIPA) - Preliminary check.
- Click on "Add".
- Complete the details of the preliminary check.
- Click on "Create".
Carry out a complete DSFA
If a preliminary DPIA indicates that a full DPIA is required, the comprehensive assessment should include the following aspects:
- Description of the processing activity
- Assessment of necessity and proportionality
- Identification of existing technical and organizational measures (TOMs)
- Assessment of the risk to the rights and freedoms of data subjects
- Implementation of TOMs and risk mitigation
To document a data protection impact assessment for a processing activity, proceed as follows:
- Open a processing activity for which you want to document a data protection impact assessment.
- Open the tab Data protection impact assessment.
- Upload the data protection impact assessment documents.
- Evaluate the risk level of the processing activity based on the result of the data protection impact assessment.
- Based on the risk assessment (validation), document whether prior authorization of the processing activity is required.
- Click on "Save"as soon as you have entered the information.
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