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Data Protection Impact Assessment (DPIA)
Assess and document data protection risks with this DPIA Template.
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Data Protection Impact Assessment (DPIA) Template
This Data Protection Impact Assessment (“DPIA”) is prepared by [Organization Name] on [Date] to evaluate the data protection implications of [Project/Processing Activity].
1. Project Overview
Project Name: ____________________________
Department/Owner: ________________________
Purpose of Processing: ____________________
Stakeholders Involved: ____________________
2. Description of Processing
Categories of Personal Data: [e.g., names, addresses, health data].
Data Subjects: [e.g., customers, employees, minors].
Processing Operations: [collection, storage, analysis, transfer].
Data Flow: [describe how data is collected, processed, shared, and retained].
Recipients: [internal teams, third-party processors].
International Transfers: [Yes/No — specify countries if applicable].
3. Legal Basis and Necessity
Lawful Basis under GDPR (e.g., consent, contract, legitimate interests).
Justification for processing necessity and proportionality.
4. Risk Assessment
Identify risks to data subjects’ rights and freedoms, such as:
Unauthorized access or breaches.
Data misuse or over-processing.
Inadequate data retention policies.
Risks from third-party vendors or international transfers.
5. Safeguards and Mitigation Measures
Technical Measures: [encryption, access controls, pseudonymization].
Organizational Measures: [policies, staff training, audits].
Data Minimization: Collect only necessary data.
Retention Limits: Define storage period.
Vendor Management: Ensure data processors meet compliance standards.
6. Consultation and Stakeholder Input
Data Protection Officer (DPO) involvement.
Consultation with affected stakeholders or employee representatives.
Regulatory authority consultation (if required).
7. Residual Risks
Document remaining risks after mitigation measures and assess whether they are acceptable or require further action.
8. Approval and Sign-Off
DPO Name/Signature: ___________________ Date: ________
Project Owner Name/Signature: __________ Date: ________
Executive Approval: ____________________ Date: ________
Details
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Data Protection Impact Assessment (DPIA)
DATA PROTECTION IMPACT ASSESSMENT (DPIA) FAQ
What is a Data Protection Impact Assessment (DPIA)?
A DPIA is a formal risk assessment required under the General Data Protection Regulation (GDPR) and other privacy laws. It helps organizations analyze how personal data is processed, identify risks, and plan measures to mitigate them.
Why is a DPIA important?
It ensures compliance with data protection laws, minimizes legal and reputational risks, and builds trust with customers by showing that data handling practices are transparent and responsible. In many cases, conducting a DPIA is legally required before initiating high-risk processing activities.
When should you use a DPIA?
A DPIA should be used before implementing new technologies, launching data-heavy projects, handling sensitive categories of personal data, or conducting large-scale monitoring. It applies especially when processing may significantly impact individuals’ rights and freedoms.
What should a DPIA include?
It should outline the nature, scope, context, and purposes of data processing, assess the necessity and proportionality of processing, identify potential risks, and document safeguards or controls to reduce risks.
Who is responsible for conducting a DPIA?
The data controller is responsible, often with input from the Data Protection Officer (DPO), IT, legal, and compliance teams. Regulators may also review DPIAs if risks remain high.
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