Why Privacy Training Matters
Privacy is not optional. It’s a cornerstone of trust, credibility, and compliance. Whether you’re a scrappy startup or a massive corporation, understanding how to handle personal data responsibly is crucial. Enter the Privacy Impact Assessment (PIA) — a structured way to identify and mitigate risks to individual privacy in your projects, systems, or processes.
So why train employees on PIAs? Simple: without good PIAs, you’ll miss identifying key risks that could lead to costly debacles, regulatory penalties, and loss of people’s trust. Training equips your people to recognize when PIAs are necessary, understand how to execute them, and take ownership of privacy practices.
What’s a Privacy Impact Assessment?
A PIA is more than just paperwork; it’s a proactive approach to managing data privacy risks. Think of it as a risk radar that helps you spot and fix potential problems before they blow up into full-blown breaches or compliance violations.
At its core, a PIA answers three key questions:
- What personal data is being collected?
- How is that data being used, shared, or stored?
- What risks exist, and how can they be mitigated?
Training employees starts with helping them grasp these fundamentals. It’s about showing them how to connect the dots between their daily tasks and the broader goals of privacy protection.
When Are PIAs Necessary?
Not every task needs a full-scale PIA. Training should focus on helping employees identify triggers for assessments. Examples include:
- Launching new projects involving large quantities of personal data
- Rolling out new technology systems
- Partnering with third-party vendors
- Collecting and suing sensitive data
- Engaging in any activities involving personal data that could potentially cause harm to people
These are just a few examples. When in doubt, PIAs are always a wise undertaking because they involve thinking about risk and mitigating risk.
What Should the Privacy Impact Assessment Training Cover?
Let’s break it down into actionable chunks:
Privacy Impact Assessment Documentation Know-How
Documentation is the backbone of a solid PIA. Employees need to understand what’s required and why. Key areas include:
- Descriptions of the data being collected
- A list of stakeholders involved
- Evidence of compliance with laws and regulations
- Risk assessments and mitigation strategies
Teaching employees how to keep thorough, accurate records ensures your organization stays audit-ready and transparent.
The Privacy Impact Assessment Process
Effective training walks employees through the entire assessment workflow, from start to finish:
- Identify Risks: Highlight potential privacy pitfalls early. Tools like checklists and templates can simplify this step.
- Evaluate Impact: Explain how risks affect individuals and the organization.
- Plan for Action: Show how to address identified risks and document the solutions.
- Collaborate with Stakeholders: Encourage open communication with legal, IT, and other key departments to ensure no blind spots.
When people see the steps broken down, they’re less likely to feel overwhelmed and more likely to embrace the process.
The Bigger Picture
Organizations that invest in PIA training create a culture of accountability and trust. It’s not just about compliance; it’s about empowering your team to make privacy a priority. And when your employees understand the “why” behind PIAs, they’re more likely to see their role as part of the solution — not just another box to check.
Since its founding by Professor Daniel J. Solove in 2010, TeachPrivacy has provided training for hundreds of organizations, boutique to Fortune 500, both nationwide and globally. A leading international expert in privacy law, Solove is a law professor at George Washington University Law School, has authored more than 10 books and more than 100 articles, as well as given lectures around the world. His LinkedIn blog has more than 1 million followers. Click here for more information about Professor Solove.