PRIV- 2 Data Protection / Privacy Officer

What is this control about?

Assigning a Data Protection / Privacy Officer is crucial for ensuring effective data protection and privacy management within an organization. The Data Protection / Privacy Officer serves as a dedicated and knowledgeable individual responsible for overseeing and implementing the organization’s data protection and privacy policies and practices.

Available tools in the marketplace

Tools:

No tool recommendation is made for this section

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:

• Data Protection Officer (DPO) Roles and Responsibilities template

Control implementation

In order to choose effectively a Data Protection / Privacy Officer, the following steps should be considered. 

• Identify the Need: Assess the organization’s data handling practices, privacy policies, and regulatory requirements to determine the need for a dedicated Data Protection / Privacy Officer. Consider factors such as the volume of personal data processed, the complexity of privacy regulations applicable, and the organization’s risk exposure.
• Develop Job Description: Create a comprehensive job description for the Data Protection / Privacy Officer role. Clearly outline the responsibilities, qualifications, and reporting structure to ensure the officer has the necessary authority and support to fulfill their duties effectively.
• Seek Approval and Support: Obtain executive-level buy-in and support for the creation of the Data Protection / Privacy Officer position. This will ensure that the officer’s role is well-respected within the organization and that they can access the necessary resources to carry out their responsibilities.
• Recruitment and Selection: Conduct a thorough recruitment process to find the right candidate for the role. Look for individuals with a strong understanding of data protection laws, privacy best practices, and experience in implementing privacy programs.
• Reporting and Documentation: Once the Data Protection / Privacy Officer has been selected, create a  proper documentation of the roles and responsibilities of the individual including the name, title of the individual.  Review the document periodically.

What evidence do auditors look for?

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

1. Provide the documented roles and responsibilities of the Data Protection / Privacy Officer

Evidence example

For the suggested action, an example is provided below:

• Provide the documented roles and responsibilities of the Data Protection / Privacy Officer

Use this Data Protection Officer (DPO) Roles and Responsibilities template