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.