Put your organisation ahead of its privacy risk with an assessment.
Reviewing your organisational practices to identify where high-risk privacy issues lie should be a routine part of your internal or external review practices. Also referred to as privacy health checks or privacy assessments, these reviews give organisations the evidence needed to manage personal information responsibly and demonstrate compliance to regulators.
Votar Partners delivers practical privacy assessments through senior consultants who understand how privacy intersects with records management, information security, data governance, Microsoft 365, AI, and operational business processes. Structured around your specific risks and obligations rather than a generic checklist, assessments should take place before new systems, projects, or data sharing arrangements go live.
What a Votar privacy impact assessment covers.
Each PIA assessment examines the full range of privacy risks associated with a project or system, across both the technical and governance dimensions of personal information handling.
Personal Information Flows
Maps how personal information is collected, stored, used, disclosed, and disposed of throughout the project or system lifecycle, identifying where privacy risks arise and where controls are needed.
Legislative Compliance
Evaluates the project or system against applicable privacy legislation and Australian Privacy Principles, identifying obligations that are not being met and the risks that non-compliance creates.
Data Minimisation and Purpose Limitation
Examines whether the personal information being collected is necessary for the stated purpose and whether appropriate controls prevent it from being used beyond that purpose.
Third Party and Data Sharing Risks
Assesses the privacy risks associated with sharing personal information with third parties, including vendors and contractors, and whether appropriate data sharing agreements and controls are in place.
Security and Access Controls
Reviews the technical and governance controls protecting personal information from unauthorised access, use, disclosure, and loss, identifying gaps that leave the organisation exposed.
Consent and Notice
Evaluates whether individuals whose personal information is being collected are appropriately notified and whether consent is obtained consistently with legislative requirements.
Privacy obligations do not begin at go-live.
A PIA is required whenever an organisation plans to introduce a new system, project, or process involving the collection, use, or disclosure of personal information.
The most common triggers include new technology implementations, procurement of third-party systems that handle personal information, data sharing arrangements between organisations, and significant changes to existing systems or processes. Legislative changes that alter how personal information must be handled also commonly prompt the need for a structured PIA assessment.
For regulated organisations, a PIA is also increasingly required as part of procurement and project governance frameworks. Conducting a PIA assessment early in the project lifecycle gives organisations the opportunity to identify and address privacy risks before they are embedded in a system or process that is costly to change.
01. Project Initiation, Control and Reporting
We define the scope of the PIA, the systems or projects to be assessed, the evidence collection approach, and the legislative framework applicable to your organisation and jurisdiction.
02. Consultation and Evidence Gathering
Through interviews, document review, and system observation, our consultants gather the evidence needed across project, ICT, and business unit teams to build a complete picture of personal information flows and controls.
03. Privacy Risk Analysis
Evidence is assessed against applicable privacy legislation and Australian Privacy Principles to identify compliance gaps, privacy risks, and the controls needed to address them in a structured, prioritised manner.
04. Reporting and Recommendations
A PIA report is delivered covering identified privacy risks, a privacy risk register, evidence-based recommendations, and a prioritised action plan for addressing the gaps the assessment has identified.
If requested Votar can present findings to the organisation Executive, Audit and Risk Committee or any nominated audience. Experience shows these presentations are well received and bode well for Executive Endorsement and support of implementing recommendations.
Our privacy impact assessment services.
Every PIA assessment concludes with a structured set of deliverables designed to give your organisation a clear, actionable, and defensible record of its privacy risk position.
Privacy Impact Assessment Report
A comprehensive, evidence-based report documenting the privacy risks identified, the controls assessed, and the gaps requiring remediation, structured for both executive and operational audiences.
Privacy Risk Register
A structured register of privacy risks identified during the assessment, rated by likelihood and impact, and linked to the recommended actions needed to address them.
Recommendations
Practical, evidence-based recommendations for addressing identified privacy risks, tailored to your organisation's specific context, regulatory obligations, and operating environment.
Action Plan
A prioritised action plan providing a clear pathway for implementing the recommendations and demonstrating to regulators and auditors that privacy risk is being managed responsibly.
Get ahead of your privacy obligations before your next project goes live.
Contact us to discuss your specific privacy requirements and determine whether a privacy impact assessment is the right next step for your project or system.
What an independent privacy impact assessment delivers for your organisation.
A privacy impact assessment conducted early in a project or system lifecycle gives organisations the opportunity to address privacy risks before they are embedded in processes that are difficult and costly to change. The result is a more privacy-respecting system, a stronger compliance position, and a defensible record that demonstrates privacy obligations are being managed responsibly.
A defensible record of privacy risk management for regulators and auditors
Reduced risk of privacy breaches and the reputational damage they cause
Stronger compliance with Australian Privacy Principles and applicable legislation
Early identification of privacy risks before they are embedded in systems
Clearer understanding of personal information flows across projects and systems
Improved privacy governance and awareness across the organisation
An independent PIA assessment starts with a conversation.
We welcome the opportunity to discuss your organisation’s privacy obligations and determine whether a privacy impact assessment or data protection impact assessment is the right next step.
Common questions about our privacy impact assessments.
A privacy impact assessment is a structured, evidence-based process for identifying and addressing the privacy risks associated with a new project, system, data sharing arrangement, or change to existing processes. It is conducted to ensure privacy obligations are identified and addressed before implementation.
A PIA assessment is required whenever an organisation plans to introduce a new system, project, or process involving the collection, use, or disclosure of personal information. Common triggers include new technology implementations, third-party data sharing arrangements, procurement of systems handling personal information, and significant changes to existing processes.
At the federal level, the Privacy Act 1988 and the Australian Privacy Principles govern the handling of personal information. State and territory privacy legislation applies additional requirements for state and local government organisations. Our PIA assessments are structured to address the legislation applicable to your specific jurisdiction and sector.
The duration depends on the complexity of the project or system, the volume of personal information involved, and the scope agreed during the initial scoping conversation. We work with each client to define an approach that fits their project timeline and available resources.
A PIA typically involves project management, ICT, legal or compliance, and the business units responsible for the personal information being assessed. We guide clients through the appropriate stakeholder involvement for each engagement.
A privacy impact assessment examines the privacy risks associated with a specific project or system and is conducted before implementation. A privacy audit examines how personal information is being handled across an organisation’s existing operations against applicable legislative requirements.
Yes. While a PIA is most effective when conducted before implementation, Votar can conduct a privacy impact assessment of an existing system to identify the privacy risks present and the controls needed to address them.
Insights on privacy risk and information management.
The perspectives our team shares on privacy risk and assessment practice are drawn directly from engagements conducted across government, health, water, education, and not-for-profit organisations.
