Frequently Asked Questions

1. What is a DPIA?

A Data Protection Impact Assessment (DPIA) is a formal risk assessment required under the UK GDPR for processing activities that may pose a high risk to individuals. It identifies how personal data is collected, used, stored and shared, then assesses the potential impact on privacy and security. A DPIA also outlines the steps an organisation must take to reduce or eliminate those risks.

2. When is a DPIA legally required?

A DPIA is mandatory when your organisation engages in any processing that is “likely to result in high risk”. Examples include:

• Handling Special Category Data
• Processing children’s data or information about vulnerable individuals
• Using cloud platforms or new digital systems
• Deploying AI, automation, or innovative technologies
• Monitoring individuals
• Large-scale or sensitive data processing
• Conducting major system changes or migrations
• Processing data relating to criminal offences

If you’re unsure whether your activity qualifies, we can advise quickly.

3. Who needs a DPIA?

Any organisation processing personal data at a level that may pose risk to individuals must complete one. This includes:

• Law firms and legal service providers
• Healthcare providers and clinics
• Schools, academies and Multi-Academy Trusts
• Local authorities
• SMEs handling high-risk data
• Charities and care providers

If your organisation processes sensitive, confidential, or regulated information, a DPIA is usually required.

4. What are the benefits of completing a DPIA?

A DPIA helps you:

• Comply with UK GDPR
• Identify and reduce data protection risks
• Improve your cyber security position
• Build trust with clients, patients or students
• Demonstrate accountability to regulators
• Prevent data breaches or governance failures
• Strengthen procurement and vendor management
• Increase operational clarity and security

It provides a documented, defensible record of your compliance decisions.

5. What happens if we don’t complete a DPIA when we should?

Failing to complete a DPIA for high-risk processing can result in:

• ICO enforcement action
• Reputational damage
• Increased legal exposure
• Governance or audit failure
• Higher insurance costs or invalidated cyber cover
• Avoidable security incidents

A DPIA is not just recommended — it is legally required under specific circumstances.

6. What is a ROPA, and do we need one?

A Record of Processing Activities (ROPA) is a mandatory register of how your organisation handles personal data. It documents:

• What data you collect
• Why you process it
• Who you share it with
• Where it is stored
• Retention periods
• Security controls and access rights

Most organisations — especially legal, healthcare and education providers — must maintain an up-to-date ROPA as part of their GDPR accountability obligations.

7. What is involved in a Cyber Security Review?

A Cyber Security Review evaluates your technical and organisational measures under GDPR Article 32. It typically includes:

• Identity and access control review
• MFA and privileged account assessment
• Cloud configuration and permission checks
• Vulnerability exposure
• Device and endpoint security
• Backup and business continuity arrangements
• Incident response readiness

8. How long does it take to complete a DPIA or ROPA?

This varies depending on:

• The number of systems involved
• The sensitivity and scale of the data
• Whether new technologies or AI are in use
• Sector-specific complexities
• Availability of internal information

9. What information will you need from us?

Typically:

• System descriptions
• Data types and purposes
• Access controls and user groups
• Supplier or third-party information
• Storage, retention and backup details
• Any existing risk or security information

We make the process straightforward, guiding you step-by-step.

10. Can DPIAs help if we are still planning a new system?

Yes — completing a DPIA before implementation is the ideal approach.

We help with:

• Procurement or system selection
• Risk analysis before choosing a provider
• Ensuring cloud and AI systems meet compliance standards
• Supporting internal approvals or governance boards

Early involvement reduces risk and speeds up deployment.

11. Do you work with multi-site or national organisations?

Yes. DPIAS supports:

• Multi-site law firms
• Healthcare groups and distributed practices
• MATs and networks of schools
• Organisations with dispersed teams

We can assess individual systems, multiple platforms, or entire data ecosystems.

12. How do you handle confidentiality?

All information is handled securely within UK-based Microsoft 365 environments. We do not share your data with third parties unless required to deliver the service and only with your explicit consent.

THERE WILL BE OPTIONAL DOWNLOADABLE CONTENT ON THIS PAGE. I WOULD LIKE TO PUT IT BEHIND A SIGN UP SCREEN.