A POPIA compliance framework is a requirement of the Regulations relating to the Protection of Personal Information Act. Its the responsibility of the information officer to ensure that their organisation's responsible parties implement a compliance framework. The purpose of this compliance framework is to put into practice a holistic and interrelated set of technical and organisational measures to be understood and implemented in an integrated manner, and that can be evaluated and directed to ensure the rights to privacy of individuals in South Africa are protected.
Building on 20+ years of privacy experience with fulfilling the extensive requirements for data protection in Germany, we assist organisations establish Compliance Framework adapted to an organisation's specific circumstances and aligned with the Protection of Personal Information Act. We provide a comprehensive solution to implement the full POPIA compliance framework covering governance, planning and development through to the implementation of POPIA compliant business operations, monitoring and continuous improvement in a cost effective way. The established compliance framework will provide information officers with an extensive monitoring and workflow management capability to handle data subject and regulator information and access requests, consent management, incident management and prompt breach notifications to the Regulator and data subjects.
Web-based POPIA Compliance Framework and Monitoring System
An automated POPIA compliance framework and monitoring system contains the features to plan, assign, assess and manage privacy risks, implement privacy practices and compliance controls, and ensure ongoing monitoring. Authorized users from business, legal, IT and support functions can build, execute, and analyse practices; operationalise privacy requirements; and monitor the status of all POPIA initiatives, processes and individual tasks via a single compliance management system and an enterprise-wide POPIA compliance dashboard.
The cornerstone of a sustainable POPIA compliance framework is a process approach that integrates with existing organisational processes for business operations and data protection to leverage available resources and assigned responsibilities. POPIA requirements for data discovery, impact assessments, data processing reviews and legal obligation compliance audits are co-ordinated and managed to optimise resource usage.
Key features of the POPIA compliance framework and monitoring system include:
- Policy and legal obligation registers
- Regulatory compliance mapping and monitoring
- Risk based process approach to data protection
- Data mapping and data processing documentation
- Threat and vulnerability knowledge bases
- Operational, privacy-enhancing work practices
- Document template library
- Automated gap analysis for POPIA, ISO 27001, ISO 27002, ISO 30301, cyber security, cloud computing, human resource practices, etc.
- Data processing privacy practices/controls database
- Operational privacy and security practices
- Business process compliance assessment templates
- Operator and subcontractor compliance validation
- Integrated data processing and protection audits
- Compliance status and % Done reporting
- Workflow management integrated with operational processes and ‘business as usual’ responsibilities
- Centralized evidential records management
- Enterprise POPIA status and attestation dashboards.
Benefits of Automated POPIA Compliance Framework
The benefits of POPIA compliance framework investments are now clear. Try maintaining POPIA compliance with emerging technologies, changing business processes and an evolving POPIA requirements definition. Keep operational practices up-to-date, controls effective and personnel informed.
Companies have struggled with a costly combination of point solutions, consultants and spreadsheets. Now POPIA compliance framework tools can help organizations conduct privacy impact assessments, check processing activities against requirements, and track incidents of unauthorized disclosures of personal data through investigation, remediation and reporting.
The automated POPIA compliance framework documents data flows of personal information (for the responsible party and information officer), supports authoring and distribution of privacy policies, practices, templates and controls, tracks individual privacy activities across the entire enterprise and summarises the current status and maintains evidential records and history logs to respond when required to data subject and regulator information requests and complaints.
Design of the POPIA Compliance Framework
Developed in consultation with our experienced accredited experts, the automated POPIA compliance framework puts responsible parties and information officers in the driver seat, giving them full control of data protection management, automating data protection processes and increasing productivity as they manage their enterprise’s global POPIA initiatives from a single dashboard.
Twenty years of data protection experience has helped develop the first automated POPIA compliance framework. It incorporates actionable practices to address complex regulatory requirements, enabling end-to-end POPIA programme management, leading to increased efficiency and productivity of employees and reduced levels of POPIA non-compliance.