PRIV- 14 – Privacy Training

What is this control about?

Implementing the control ‘Privacy Training’ is crucial because it plays a fundamental role in ensuring that employees and stakeholders within an organization are equipped with the knowledge and understanding of data protection and privacy principles. Privacy training is designed to educate staff about the importance of safeguarding sensitive information, handling personal data appropriately, and complying with relevant data protection laws and regulations.

Available tools in the marketplace

Tools:

Privacy templates Knowbe4 Terranova

Available templates

TrustCloud has a curated list of templates internally or externally sourced to help you get started. Click on the link for a downloadable version:

• N/A- No templates for this section

Control implementation

Here are some guidelines to implement a Privacy  program:

• Assess Privacy Training Needs Assessment – The first step in implementing the ‘Privacy Training’ control is to conduct a thorough privacy training needs assessment. This assessment will help identify the training requirements for different roles within the organization. It should consider factors such as the type of personal data handled, privacy regulations applicable, job responsibilities, and existing knowledge levels of employees.
• Develop Privacy Training Materials – Based on the findings of the needs assessment, develop comprehensive privacy training materials. These materials should cover topics such as data protection laws, organizational privacy policies, handling sensitive data, data breach response, and employee responsibilities regarding privacy.
• Utilize Various Training Methods – Offer a variety of training methods to cater to different learning styles and preferences. This may include in-person workshops, online courses, webinars, e-learning modules, and interactive quizzes. Consider using a learning management system (LMS) to manage and deliver online training effectively.
• Schedule and Deliver Training Sessions – Establish a training schedule and deliver the privacy training sessions to all relevant employees. Ensure that all employees, including new hires, receive the training promptly. Make sure the training content is engaging, clear, and tailored to the specific roles and responsibilities of each employee.
• Assess Training Effectiveness – Conduct periodic assessments to measure the effectiveness of the privacy training. Use quizzes, surveys, or other evaluation methods to gather feedback from employees. Analyze the results to identify areas for improvement and make necessary adjustments to the training program.
• Maintain Training Records – Keep detailed records of privacy training completion for each employee. These records should include the date of training, the topics covered, and the names of employees who attended. Having accurate and up-to-date records will help demonstrate compliance during audits.
• Provide Ongoing Refresher Training – Privacy training should not be a one-time event. It’s crucial to provide ongoing refresher training to reinforce privacy principles and keep employees informed about any updates to privacy regulations or organizational policies.
• Monitor Compliance – Regularly monitor employees’ compliance with privacy policies and procedures. If any non-compliance issues are identified, take appropriate corrective actions and provide additional training and guidance if needed.
• Communicate Privacy Updates – As privacy laws and regulations evolve, communicate any updates or changes to employees promptly. Ensure that employees are aware of their responsibilities and the latest privacy requirements.
• Perform Periodic Reviews and Audits – Conduct periodic reviews and internal audits of the privacy training program. Evaluate its effectiveness, identify areas for improvement, and ensure that all employees receive the required training.

What evidence do auditors look for?

Most auditors, at a minimum, are looking for the below-suggested action:

• Privacy Training Plan: A detailed privacy training plan should be in place, describing the frequency, content, and delivery methods of the training sessions. The plan should consider different employee roles, job functions, and the specific privacy topics to be covered.
• Training Materials: Auditors examine the training materials used during the privacy training sessions. This includes presentations, handouts, online modules, and any other materials provided to employees. The content should be comprehensive, up-to-date, and aligned with applicable privacy regulations.
• Training Attendance Records: Organizations should maintain records of privacy training attendance for all employees. These records should include the date of training, the names of employees who attended, and the topics covered during each session.

Evidence example

For the suggested action, an example is provided below:

• Privacy Training Plan

Use this  PRIV-14 -Privacy Training Plan Template

• Training Materials

• Training Attendance Records