Introducing new e-Privacy Impact Assessment system

Dear colleagues,

We are very pleased to announce the launch of our new e-PIA system (Privacy Impact Assessment system).

A Privacy Impact Assessment (PIA) is a tool that helps you identify the privacy aspects of your project(s) and minimise the data protection risk of your project. Therefore you must complete a PIA before you start a project that would be using a significant amount of personal data, including special category personal data. This will ensure that your project incorporates the privacy by design, which is a key requirement under the General Data Protection Regulation.

You can now complete a Privacy Impact Assessment form for your project online. Please note that with effect from 1st February 2021, the Data Protection Team will not be accepting any paper-based PIA forms, and you will be directed to the online form for re-submission.

Once you submit your PIA form online, this will create workflow for various departments, as necessary, for their assessment and you will be alerted once a decision has been reached about your PIA. The new system has the benefit of streamlining individual processes and also ensuring all information relating to the PIA are recorded progressively. You can download guidance for PIA purposes.

The PIA document demonstrates that you have thought about how you will use personal data for your project and that this will comply with the Data Protection Legislation. If you want to check whether a PIA is necessary for your project then you can use our decision maker to help you decide.

Should you have any queries please do not hesitate to contact the Data Protection team.

Best wishes,
Data Protection Team