Getting Started Guide - Data Privacy Program

An introductory guide to setting up a Privacy Information Management System (PIMS) with Trustero

Introduction

Welcome to Trustero, where we bridge the gap between the complex legal language of privacy regulations and the practical actions companies need to take to protect their customers' privacy. Our approach ensures correctness and accuracy in the translation of privacy laws into actionable steps that you can adopt within your organization. This guarantees that you're fully covered from both audit and regulatory enforcement perspectives.

Our goal is to empower you to take full advantage of our platform and AI-driven analysis. The more accurate your data, the more precise and effective your privacy management results. The following steps explain how Trustero assists with each part of setting up a Privacy Information Management System (PIMS).

1. Data Processing Lifecycle Tracker

• Purpose: To efficiently monitor and document each phase of data processing within your organization.
• Why It Matters: This tracker is invaluable for audits and regulatory inspections, providing a clear record of your data handling practices to verify compliance. Tracking the data processing lifecycle is also a requirement for many privacy frameworks, making this step essential for meeting compliance standards.
• How to Implement:
  • Utilize the Trustero-provided template to systematically capture all data processing phases.
  • Log every data entry and processing step to ensure transparency and accountability in how PII is collected, stored, processed, and deleted.

Note: To understand the terms in the column and row headers, we recommend reading the article Intro & Overview - Data Privacy Program Components before proceeding.

2. Privacy Risk Management

• Purpose: Assess and manage potential risks associated with handling PII across your organization.
• Why It Matters: Starting with pre-loaded privacy controls allows you to focus on what matters most to your organization, refining data protection practices proactively to ensure compliance and protect against data breaches.
• How to Implement:
  • As part of setting up your account, Trustero provides a completed Privacy Impact Analysis (PIA) that identifies potential risks and suggests baseline privacy controls.
  • These initial risks and controls are pre-loaded into Trustero's Risk Register on your behalf, streamlining your risk management process from day one.
  • You can customize these baseline controls to better fit your specific needs and compliance requirements.

3. Implementing Privacy Controls - Based on Privacy Principles

• Purpose: Apply necessary controls to mitigate identified privacy risks effectively and align with global privacy principles, shown in below diagram. 
• Why It Matters: Appropriate privacy controls ensure that all identified risks are adequately addressed, reducing the likelihood of penalties and enhancing data privacy protection.
• How to Implement:
  • Based on insights from the Risk Register, determine and implement the necessary privacy controls across your operations. Trustero’s curated privacy control set covers typical needs.

The sizes and positions of the boxes illustrate the proportional emphasis and order of each privacy principle throughout the data processing lifecycle phases. This visualization helps prioritize focus areas based on principle relevance in each phase.

4. Leveraging Trustero Privacy Content

• Purpose: Enhance your privacy controls with Trustero’s comprehensive set of policies, templates, and guidance.
• Why It Matters: Trustero’s content suite offers a unified approach to privacy management, aligning with regulatory requirements and industry best practices. It also saves time and resources, making privacy management more cost-effective.
• How to Implement:
  • Policies: Adopt and customize Trustero’s general and topic-specific policies that guide PII handling.
  • Supporting Documents (Templates): Utilize our templates for compliance practices, consent forms, and privacy notices.
  • GRC KB Articles: Access our knowledge base for detailed articles on informative and instructional guides, FAQs and procedural templates.