Yes, DPIAs can be linked to RoPAs. If a DPIA and a RoPA are linked, shared information (such as the processing description) will automatically populate in both forms to avoid duplicate data entry.

If a DPIA is linked to a RoPA, shared questions in the screening step (such as processing activity details) will automatically populate to ensure consistency across forms. Updates made in one form will reflect in the linked form, saving time and reducing data entry errors.

The DPIA screening step helps determine if a full DPIA is required based on the initial assessment of risks. This preliminary evaluation allows organisations to decide if further detailed steps are necessary, focusing resources on high-risk processing activities.

The options include:

• Yes: Indicates that a full DPIA assessment will be conducted, unlocking additional steps in the DPIA form.
• No: Indicates that a DPIA is not needed, allowing users to provide a rationale and schedule follow-up reviews if needed.
• Don’t Know: Indicates uncertainty and prompts additional fields for a scheduled review.

Yes, selecting No or Don’t Know will keep subsequent steps of the DPIA form locked. The remaining sections will only be accessible if the screening decision is changed to Yes or if a review leads to further assessment requirements.

You can open and edit a DPIA once you are added to it in a role. Being given access to the DPIA module lets you log a new DPIA, but it does not, on its own, open every existing DPIA. To work on a specific DPIA you must be added to it as an owner, member, screening reviewer, reviewer, approver, attachment reviewer or notified user. Owners and members of a risk, issue, lesson or task also gain edit access when that item is linked to the DPIA, and linking a DPIA to a record of processing activity grants the activity’s people edit access. If you cannot see a DPIA you expect to, ask your Primary Account Administrator (PAA) to add you.

The My DPIAs toggle filters the log to the DPIAs you are involved in. It shows the DPIAs where you are the owner, member, screening reviewer, reviewer, approver or notified user, and hides the rest. Turn it off to return to the full list of DPIAs you can access.

No. Each DPIA is given a unique reference number when it is created, starting with DPIA, and it cannot be edited. The reference stays with the assessment so you can track it and link it to other records.

Duplicating a DPIA creates a copy of the assessment together with its associated risks, issues, lessons and tasks, each labelled with the prefix Copy of. The copy does not carry over notes, attachments, or logged time and cost. Use it to start a new assessment from a similar one without re-entering everything.

Closing a DPIA marks it and its associated risks, issues, lessons and tasks as closed and removes them from the active logs; you can reverse this with Reopen, which restores the associated items (tasks return to Not Started, and risks, issues and lessons return to Open). Deleting a DPIA marks it and its associated items as deleted and removes them from the log. In short, close is a reversible tidy-up, whereas delete is for assessments you no longer need.

No. The Completion Required By and Next Review Date fields record your intended dates, but they do not trigger a reminder or an escalation when the date arrives. DPIA notifications are sent for other events, such as a screening reviewer being assigned, a screening answer or status change, a review or approval change, a close or reopen, and being mentioned in a note. Diarise these dates separately if you need a prompt.

Yes. If the data subject type you need is not in the default list, add it with the +Other function. Any data subject type you add this way becomes available to everyone in your organisation for future assessments, so it only needs adding once.

Each attachment on a DPIA can be given a single reviewer, along with a review date and any further information. This keeps supporting evidence accountable and helps ensure attachments stay current rather than becoming out of date. You can upload up to five attachments at a time.