On 14 May 2024, the Quebec Commission on Access to Information (CAI) released an updated and more user-friendly version of its Privacy Impact Assessment (PIA) Companion Guide. The guide aims to assist organizations in better protecting and respecting privacy rights from the outset of any project involving personal information.
Key Features of the Guide
- Assessing the Need for a PIA: The guide helps determine when a PIA is required, emphasizing the importance of legal compliance and thorough reflection on privacy impacts.
- Conducting a PIA: Detailed steps are provided, from defining the project and assessing privacy risks to implementing mitigation measures. The guide ensures a structured and comprehensive approach to safeguarding privacy.
- Preparing the PIA Report: It includes instructions on preparing a PIA report following the Commission’s standards, ensuring consistency and thorough documentation.
Key Sections of the Template
- Project Description: Details about the project, including its objectives, timeline, and the personal information involved.
- Roles and Responsibilities: Identification of individuals and administrative units involved in the PIA, with clear definitions of their roles and responsibilities.
- Personal Information Inventory: Comprehensive inventory of the personal information collected, used, communicated, and stored during the project.
- Compliance with Privacy Obligations: Documentation of measures taken to comply with relevant privacy laws and principles.
- Risk Identification and Mitigation: Description of privacy risks associated with the project, their causes, consequences, and the strategies implemented to mitigate these risks.
- Action Plan: Concrete actions to be taken following the PIA, including timelines and responsibilities for managing residual risks.
- Approval and Versioning: Formal approval by a senior official and documentation of updates to the PIA report.
The template includes helpful symbols and codes for guiding users through the documentation process. It also provides suggestions and examples to assist in reflecting on various aspects of privacy evaluation. While it is not mandatory to use this template, the CAI recommends adapting it to fit the specific needs of each organization and project.
👉 Find the guideline and the template here, in French.
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