Privacy Compliance Checklist

Privacy Compliance Monitoring Checklist

Organization: AISA Data Protection Officer: S.E. Ansley ("SEA") Review Period: Monthly Last Updated: October 2025

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📋 Monthly Compliance Checklist

✅ Technical Controls Verification

Encryption & Security

• File Encryption: Verify all uploaded files are encrypted at rest

• Database Encryption: Confirm sensitive fields are encrypted

• Key Management: Verify encryption keys are properly managed

• Access Controls: Test role-based access controls

• Session Security: Verify secure session management

Consent Management

• Consent Collection: Verify consent forms are working correctly

• Consent Storage: Confirm consent records are properly stored

• Consent Enforcement: Test admin access without consent (should fail)

• Consent Withdrawal: Test user consent withdrawal functionality

• Consent Expiry: Verify automatic consent expiry is working

Audit Logging

• Log Completeness: Verify all access events are logged

• Log Integrity: Confirm audit logs are tamper-evident

• Log Retention: Check audit log retention policies

• Log Analysis: Review audit logs for anomalies

• Log Export: Test audit log export functionality

✅ Operational Controls Verification

Data Lifecycle

• Data Collection: Verify only necessary data is collected

• Data Processing: Confirm data is used only for consented purposes

• Data Retention: Check automatic data expiry is working

• Data Deletion: Test secure data deletion functionality

• Data Portability: Verify user data export capabilities

User Rights

• Access Requests: Test user data access requests

• Correction Requests: Test user data correction requests

• Deletion Requests: Test user data deletion requests

• Portability Requests: Test user data export requests

• Response Times: Verify requests are fulfilled within 30 days

Incident Response

• Detection Systems: Verify incident detection is working

• Response Procedures: Test incident response procedures

• Notification Systems: Verify breach notification capabilities

• Documentation: Check incident documentation procedures

• Recovery Procedures: Test data recovery and restoration

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📊 Quarterly Compliance Assessment

✅ Regulatory Compliance Review

Singapore PDPA Compliance

• Consent Management: Review consent collection and management

• Purpose Limitation: Verify data is used only for specified purposes

• Data Minimization: Confirm only necessary data is collected

• Access & Correction: Test user access and correction rights

• Data Retention: Review data retention policies and practices

• Security Safeguards: Assess technical and organizational measures

• Breach Notification: Review breach notification procedures

• DPO Responsibilities: Verify DPO role and responsibilities

GDPR Compliance (if applicable)

• Lawfulness: Verify lawful basis for all data processing

• Transparency: Review privacy notices and information

• Purpose Limitation: Confirm data processing purposes

• Data Minimization: Assess data collection practices

• Accuracy: Verify data accuracy and correction procedures

• Storage Limitation: Review data retention periods

• Integrity & Confidentiality: Assess security measures

• Accountability: Review documentation and evidence

✅ Technical Architecture Review

Privacy-by-Design

• Proactive Implementation: Verify privacy is built into design

• Default Privacy: Confirm privacy-friendly defaults

• Full Functionality: Test that privacy doesn't compromise functionality

• End-to-End Security: Review security throughout data lifecycle

• Visibility & Transparency: Assess transparency measures

• User Privacy: Verify user-centric privacy approach

Security Architecture

• Defense in Depth: Review multiple security layers

• Access Controls: Assess authentication and authorization

• Encryption: Verify encryption implementation

• Monitoring: Review security monitoring and alerting

• Incident Response: Assess incident response capabilities

• Vulnerability Management: Review vulnerability management process

✅ Risk Assessment

Privacy Risks

• Data Breach Risk: Assess risk of unauthorized access

• Consent Violation Risk: Review risk of consent violations

• Data Loss Risk: Assess risk of data loss or corruption

• Compliance Risk: Review regulatory compliance risks

• Reputational Risk: Assess privacy-related reputational risks

• Legal Risk: Review privacy-related legal risks

Mitigation Measures

• Technical Controls: Verify technical risk mitigation measures

• Administrative Controls: Review administrative risk mitigation

• Physical Controls: Assess physical security measures

• Monitoring Controls: Verify risk monitoring capabilities

• Response Controls: Review risk response procedures

• Recovery Controls: Assess risk recovery capabilities

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📈 Performance Metrics

✅ Compliance Metrics

Regulatory Compliance

• PDPA Compliance: 100% compliance with PDPA requirements

• GDPR Compliance: 100% compliance with GDPR requirements (if applicable)

• Industry Standards: Compliance with relevant industry standards

• Certification Status: Current status of privacy certifications

• Audit Results: Results of external privacy audits

Operational Metrics

• Consent Rate: Percentage of users granting consent

• Data Encryption: Percentage of sensitive data encrypted

• Audit Coverage: Percentage of access events logged

• Incident Response: Average incident response time

• User Requests: Percentage of user requests fulfilled on time

✅ Security Metrics

Technical Security

• Vulnerability Management: Number of critical vulnerabilities

• Access Control: Number of unauthorized access attempts

• Encryption Effectiveness: Percentage of data encrypted

• Audit Trail Integrity: Percentage of audit logs tamper-evident

• System Availability: System uptime and availability

Incident Metrics

• Security Incidents: Number of security incidents

• Privacy Incidents: Number of privacy incidents

• Breach Incidents: Number of data breach incidents

• Response Time: Average incident response time

• Resolution Time: Average incident resolution time

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🔍 Audit & Review Schedule

✅ Monthly Reviews

• Technical Controls: Verify all technical controls are working

• Operational Controls: Review operational procedures

• Incident Response: Test incident response procedures

• User Rights: Verify user rights fulfillment

• Audit Logs: Review audit logs for anomalies

✅ Quarterly Reviews

• Regulatory Compliance: Comprehensive compliance review

• Risk Assessment: Update risk assessment and mitigation

• Policy Review: Review and update privacy policies

• Training Assessment: Assess staff privacy training

• Vendor Review: Review third-party privacy compliance

✅ Annual Reviews

• Privacy Impact Assessment: Comprehensive PIA review

• Compliance Audit: External compliance audit

• Security Assessment: Comprehensive security assessment

• Policy Framework: Review entire privacy policy framework

• Training Program: Comprehensive training program review

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📋 Documentation Requirements

✅ Required Documentation

• Privacy Policy: Current and comprehensive privacy policy

• Data Processing Records: Records of all data processing activities

• Consent Records: Records of all user consents

• Audit Logs: Complete audit trail of all access events

• Incident Records: Records of all privacy and security incidents

• Risk Assessments: Current risk assessments and mitigation plans

• Training Records: Records of staff privacy training

• Vendor Agreements: Data processing agreements with all vendors

✅ Documentation Maintenance

• Version Control: All documents under version control

• Review Schedule: Regular review and update schedule

• Approval Process: Document approval and sign-off process

• Distribution Control: Controlled distribution of sensitive documents

• Retention Policy: Document retention and disposal policy

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🚨 Incident Response Checklist

✅ Immediate Response (0-1 hour)

• Incident Detection: Confirm incident has been detected

• Initial Assessment: Conduct initial incident assessment

• Containment: Implement immediate containment measures

• Notification: Notify incident response team

• Documentation: Begin incident documentation

✅ Investigation (1-24 hours)

• Detailed Assessment: Conduct detailed incident investigation

• Impact Analysis: Assess impact and scope of incident

• Evidence Collection: Collect and preserve evidence

• Stakeholder Notification: Notify relevant stakeholders

• Regulatory Assessment: Assess regulatory notification requirements

✅ Resolution (24-72 hours)

• Remediation: Implement remediation measures

• Recovery: Restore normal operations

• Regulatory Notification: Complete regulatory notifications

• User Notification: Complete user notifications (if required)

• Documentation: Complete incident documentation

✅ Post-Incident (1-4 weeks)

• Lessons Learned: Conduct lessons learned review

• Process Improvement: Implement process improvements

• Training Updates: Update training based on incident

• Policy Updates: Update policies based on incident

• Follow-up: Conduct follow-up monitoring and verification

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📞 Emergency Contacts

✅ Internal Contacts

• Data Protection Officer: [Your Name] - [Phone] - [Email]

• Chief Technology Officer: [CTO Name] - [Phone] - [Email]

• Security Lead: [Security Name] - [Phone] - [Email]

• Legal Counsel: [Legal Name] - [Phone] - [Email]

• CEO: [CEO Name] - [Phone] - [Email]

✅ External Contacts

• Privacy Legal Counsel: [Law Firm] - [Phone] - [Email]

• Security Auditor: [Audit Firm] - [Phone] - [Email]

• Incident Response Team: [Response Team] - [Phone] - [Email]

• Regulatory Authority: [Authority] - [Phone] - [Email]

• Cyber Insurance: [Insurance] - [Phone] - [Email]

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📊 Compliance Dashboard

✅ Key Performance Indicators

• Compliance Score: [Score]/100

• Risk Level: [Low/Medium/High]

• Incident Count: [Number] this month

• Response Time: [Average] hours

• User Satisfaction: [Score]/100

✅ Trend Analysis

• Compliance Trend: [Improving/Stable/Declining]

• Risk Trend: [Decreasing/Stable/Increasing]

• Incident Trend: [Decreasing/Stable/Increasing]

• Response Time Trend: [Improving/Stable/Declining]

• User Satisfaction Trend: [Improving/Stable/Declining]

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Checklist Status: [ ] Complete [ ] In Progress [ ] Needs Attention Last Reviewed: [Date] Next Review: [Date] Reviewed By: [Name] Approved By: [Name]

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This checklist ensures ongoing compliance monitoring and provides a framework for continuous privacy and data protection excellence.