Enhancements to the vendor library

• The Preview functionality provides a detailed overview of each POA tile, offering clients the ability to review vendor details, associated risks, issues, lessons, and tasks before making any decisions.
  
• The vendor library tiles now display the name of the Processing Operation Assessment (POA) instead of the vendor's name. This update helps users quickly identify and Quickstart POAs, improving ease of navigation and selection.
• A new Certified tag has been introduced to indicate vendors recognised by the 9ine Vendor Recognition Programme. Vendor Management users can now easily identify which vendors have earned certification, enabling more informed decision-making when selecting and managing third-party vendors.
• Users will also be able to identify Processing Operation Assessments (POA) which have had a partial assessment against those which have had a full assessment.
  • Partial Assessment: Vendors that have undergone a partial assessment will show an icon with a magnifying glass and an exclamation mark on both the POA tile and the Overview tab. This tag helps users quickly identify assessments where not all necessary documentation has been obtained, meaning the vendor has not yet gone through a comprehensive evaluation.
  • Full Assessment: Vendors who have completed a full assessment will display an icon of a magnifying glass with a check mark on the POA tile and the Overview tab, indicating that all required documentation has been collected and the vendor has undergone a comprehensive evaluation.
    
• Users will be able to easily identify Processing Operation Assessments (POAs) where Privacy Problems have been identified.
  • If Privacy Problems have been recognised, a red icon with a P and a small cross will be displayed on both the POA tile. This helps users quickly see where privacy concerns have been flagged.
  • If no Privacy Problems are present, a green icon with a P and a tick will appear, indicating that no privacy issues have been identified.
    
• If safeguarding issues are identified, a safeguarding icon will be displayed on the POA tile.
  
• If special category data has been identified as being processed, a special category icon will be displayed on the POA tile. This icon helps users easily recognise when sensitive data categories are involved.
  
• If the processing involves Artificial Intelligence then an AI logo is displayed on the POA tile.
  

Changes to the processing operation assessment form

A new question has been introduced on the POA Tab 2 (Processing Compliance) to assess the involvement of Artificial Intelligence (AI) in the processing activities. This addition aligns with the Platform's ongoing efforts to address emerging technologies and their associated risks within the compliance framework.

• The question Does the processing involve the use of Artificial Intelligence (AI)? is added at the bottom of the Processing Compliance tab on the POA.
• The question includes radio buttons with three options: Yes, No, and Don’t Know, ensuring consistency with the existing question formats across the platform.
• The placeholder for the radio buttons will read Please select here.

• Triggering Sub-question: If the user selects Yes, a sub-question will appear, asking, Which description best describes the type of AI in use?
• Risk Levels: The sub-question provides the following options:
  • Unacceptable
  • High risk
  • Limited risk
  • Low or minimal risk

• An information icon (i) will precede the sub-question, providing a tooltip with a detailed explanation of the risk levels associated with AI usage:
  • Unacceptable Risk: AI applications that are prohibited, such as social scoring or manipulative subliminal techniques targeting vulnerable groups.
  • High Risk: AI applications that could negatively impact safety or fundamental rights, such as those used in educational assessments, worker management, or certain physical products.
  • Limited Risk: AI systems interacting with humans (e.g., chatbots, emotion recognition systems) or those manipulating media content.
  • Low or Minimal Risk: AI systems with the lowest risk level, such as spam filters, which do not fall into the higher-risk categories.
• Upon selecting a risk level, a Further Information Rich Text Editor (RTE) field will appear, allowing users to provide additional context or details about the AI's role in the processing activities.

• Preview Page: If Yes is selected for the AI question, the Overview tab on the preview page will display a 9ine review message:  ⚠ From 9ine’s review, it appears this platform uses AI. This message will appear in red, indicating potential risks associated with AI usage.
• POA Tile Icon: Additionally, the POA tile will feature a new icon labeled Artificial Intelligence: AI, with the letters AI inside a circle. This visual indicator alerts users to the presence of AI in the processing activities.
• No Changes for No or Don't Know: If the user selects No or Don't Know, no sub-questions will appear, and there will be no changes or indicators on the POA tile or the Overview page.
• When the POA is downloaded, the new AI-related question and the selected answers will be included in the document. This ensures that all compliance-related information, including AI usage, is captured and available for review in the downloaded report.

Downloading vendor and processing operation assessment data

• A Download button has been added to the Vendor Assessment (VA) log. Upon clicking the button, users will be presented with two sub-options:
  • Log: Exports the Vendor Assessment log data.
  • Advanced: Exports both the Processing Operation Assessment (POA) and Vendor Assessment (VA) data for a more comprehensive view.
    
• When a user initiates a download, a toaster notification will appear, stating: We are processing your request. On completion, you will be notified via email and through an in-Platform notification.
• Once the file is ready for download, the user will receive an email and in-Platform notification
• Clicking the Download button in the email will redirect the user to the login page of the 9ine platform. After logging in, the document will be downloaded automatically to the user's native file explorer.

Bugs

This release includes the fix for 5 bugs.