A Guide to Privacy Governance

Establishing robust privacy governance is an essential aspect of business planning. But what exactly does privacy governance involve? The International Association of Privacy Professionals (IAPP) defines it as the framework that guides an organisation’s privacy practices, ensuring compliance with legal and regulatory requirements while supporting overall business objectives.

It is about weaving privacy into the fabric of your organisation, ensuring that all aspects work together to protect personal data and build trust with customers and other stakeholders.

Key Components of a Successful Privacy Program

The IAPP outlines several key components that form the foundation of a strong privacy program:

1. Define Your Privacy Mission and Vision

Start by confirming your organisation’s commitment to privacy.

• Mission Statement: Clearly state your privacy goals, target audience, and how you plan to achieve these goals.
• Vision Statement: Outline your long-term aspirations for your privacy program.

For example, at Principle Defence, our mission is to empower customers to achieve their security and privacy goals, and our vision is to eliminate poor security and privacy practices.

2. Determine the Scope of Your Privacy Program

Clearly define the boundaries of your privacy program.

• Charter: Provide a high-level overview of the program’s purpose and objectives.
• Scope: Detail the specific activities, resources, and timelines required to achieve your privacy mission and vision. This includes outlining goals, deliverables, costs, and deadlines.

3. Select a Suitable Framework

Choosing an effective framework is crucial for effective privacy governance. Popular options include:

• ISO 27701: An international standard which provides guidance on how to establish, implement, maintain, and continually improve a Privacy Information Management System (PIMS). It is an extension of the ISO 27001 standard for information security management.
• NIST Privacy Framework: A voluntary tool created by the National Institute of Standards and Technology (NIST) to help organisations manage privacy risks. It provides a flexible and scalable approach that can be adapted to any organisation’s specific needs and risk profile.

Consider legal and regulatory requirements like GDPR, and leverage tools  to support your chosen framework.

4. Develop a Comprehensive Privacy Strategy

The next step is to translate your chosen framework into actionable steps. A robust privacy strategy addresses:

• Compliance: How your organisation adheres to privacy policies, laws, and regulations.
• Data Governance: How you manage and protect personal data throughout its lifecycle.
• Incident Response: Processes for handling privacy-related complaints and inquiries.

Developing a privacy strategy can be complex for the uninitiated so engaging a privacy professional to guide the process can be helpful.

5. Establish a Privacy Team and Assign Responsibilities

Building a dedicated privacy team is vital for successful implementation and ongoing management. Consider different organisational structures:

• Centralised: A single person or department oversees all privacy-related matters.
• Decentralised (or localised): Responsibility is distributed across various individuals and departments.
• Hybrid: A combination of centralised and decentralised approaches.

In the UK and Europe, some organisations are legally required to appoint a Data Protection Officer (DPO) (although it’s considered best practice to appoint one) to:

• Monitor internal compliance.
• Provide expert advice on data protection obligations.
• Advise on Data Protection Impact Assessments (DPIAs).
• Act as a point of contact for data subjects and liaise with Supervisory Authorities

6. Create a Culture of Privacy

The final task is embedding privacy into your organisational culture. This involves:

• Employee Training: Educate employees on privacy policies and best practices. This should be an ongoing process.
• Awareness Campaigns: Promote understanding of privacy principles and the importance of data protection.
• Leadership Buy-in: Secure commitment from the senior management team to champion privacy initiatives.

Principle Defence Can Help

Understanding the complexities of privacy governance can be challenging. Principle Defence offers expert support, including:

• Data Protection Officer (DPO) services: We can function as your DPO or provide virtual DPO (vDPO) support.
• Compliance Guidance: We help you meet regulatory requirements and industry standards.
• Privacy Program Development: We assist in building and implementing comprehensive privacy programs.

Contact us today to learn more about how we can help you strengthen your privacy management, mitigate the risks posed by poor compliance and leverage privacy as a competitive advantage.