Privacy Information Management System
INTRODUCTION
The rising concern over privacy and the security of data has led organizations to adopt various security measures. There are various security standards that are obtained by organizations to secure the personal data of individuals. Following such a system an organization not only protects the personal information of the data subjects but also builds trust toward the data subjects.
PERSONALLY IDENTIFIABLE INFORMATION (PII)
Personally Identifiable Information is the data that can be used to identify a specific person. PII may not necessarily be sensitive, but this type of data may lead to a variety of conclusions about the individual or an organization.
The individual’s name, address, phone number, national insurance number, e-mail address, etc., are some of the personally identifiable information. It may also include electronic identifiers like geo-location tags, IP addresses, and ID numbers.
PRIVACY INFORMATION MANAGEMENT SYSTEM (PIMS)
The protection of personal data is an obligation of an organization, so complying with data privacy regulations and laws is an integral part of the organization, so privacy information management system ensures compliance with the data privacy and protection regulations like General Data Protection Regulation (GDPR) and other privacy laws and regulations around the world.
PIMS privacy system provides the data subjects more control over their personal data. PIMS allows the management of personal data in a secure, local, or online storage system.
Privacy information management covers the methods that an organization for collecting, storing, and destroying personally identifiable information which is the PII. It provides the guidelines to extend an already existing Information Security Management system (ISMS) by adding components to support privacy.
There are different ways of describing the data in which that are to be protected, where the International Standards Organization (ISO) calls it “Privacy Information” and the management system as the Privacy Information Management System.
ISO 27701
The ISO which is elaborated as International Standards Organization establishes the standards for businesses and organizations. The ISO in protecting personal information and processes personally identifiable information by the Privacy Information Management System. The certified ISO organizations reflect their integrity, safety, and reliability.
ISO 27701 is a Privacy Information Management System (PIMS), which is designed to comply with privacy laws around the world. This guides the organizations on policies and procedures that comply with the data protection regulations and laws like General Data Protection Regulation (GDPR) and other data privacy and protection frameworks around the world.
This ISO 27701 standard which is a PIMS standard lays out a detailed set of operational checklists that can be adapted to a variety of regulations including GDPR.
Organizations document their policies, procedures, protocols, and activities in line with the standard’s operational checklists, with records, then audited by internal and third-party auditors, resulting in detailed proof of compliance with the standard. ISO 27701 greatly helps organizations to maintain effective privacy and information security systems and reduce privacy risks.
It is one of the most reliable information security management standards that structures managing the various risks that are associated with information security threats, including the policies, procedures, etc.
ISO 27701 CERTIFICATION
The ISO 27701 certification, a Privacy Information Management System (PIMS) specification defines a thorough set of Operational checklists that can be tailored to a wide range of regulations including GDPR. The purpose of PIMS is for it to govern the safe handling of Personally Identifiable Information (PII)
The organizations that are looking to get certified with ISO 27701 to comply with GDPR will either need to have an existing ISO 27001 certification or implement ISO 27001 together as a single implementation audit. In conclusion, ISO 27701 is a natural expansion of the requirements and guidance set out in ISO 27001.
KEY ISO 27701 REQUIREMENTS APPLICABLE TO CONTROLLERS AND PROCESSORS
Following are some of the key ISO 27701 requirements that apply to the controllers and processors:
CONFIDENTIALITY: The individuals who are authorized to access PII must execute a confidentiality agreement.
RISK ANALYSIS: Conducting privacy risk assessments to identify PII processing risk.
OVERSIGHT: Organizations must appoint an individual who is responsible for developing, implementing, maintaining, and monitoring their governance and privacy program.
TRAINING: Privacy awareness training for personnel that has access to PII is required.
INTERNAL PROCESSES: Organizations must adopt various policies and procedures such as incident response plans for breaches of PII.
RECORD KEEPING: ISO/IEC requires organizations to maintain a record of all PII processing activities, including PII transfers between jurisdictions and disclosures to third parties.
THE IMPORTANCE OF ISO 27701 CERTIFICATION
The importance of ISO 27001 certification includes:
- Assisting businesses in maintaining efficient privacy and information security system while reducing privacy risks.
- It is a powerful tool for convincing customers, outside organizations, and internal stakeholders in protecting the data and ensuring compliance with the GDPR and other privacy legislations.
- Reducing risk to the privacy rights of individuals and to the Organization by enhancing the existing Information Security Management System (ISMS).
- Builds trust in managing personal information and transparency between the stakeholders.
- Facilitates effective business agreements.
- Achieving world-class standards with a rigorous risk and compliance-driven approach that meets the requirements of global data governance laws.
- Gain competitive edge
- Minimize PII-related risk by keeping track of evolving privacy threats and the regulatory landscape.
BENEFITS ASSOCIATED WITH PIMS
There are various benefits that are associated with PIMS and it should help in growing the value of the organization as well as managing the threats. The following are the benefits that are associated with PIMS:
- Ultimately builds trust in the organization’s perceived ability to manage personal information both for the customers and the employees.
- Provides increased assurance for the stakeholders, where the users and the stakeholders have the controls and procedures to protect their personal data.
- Greatly supports compliance with the privacy regulations like GDPR and other regulations.
- Improves structure and focuses on data privacy management.
- Embeds personal data management into the organization’s culture.
- Takes a risk-based approach to data privacy management
- Encourages continual improvement to adapt to changes inside and outside the organization
- Improves the customer base and helps in the growth of the organization.
CONCLUSION
PIMS provides new controller and processor-specific controls that greatly help organizations overcome Privacy and security challenges.
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