Case Study
Data Mapping and Privacy Impact Analysis for an Aged Care Provider
- Summary
We were engaged by a leading aged care provider to enhance their data protection framework through data flow mapping and Privacy Impact Analysis (PIA). By conducting targeted data handling workshops and undertaking PIAs, we identified key risks and provided actionable recommendations for compliance against the Australian Privacy Act and the Australian Privacy Principles (APPs). Deliverables included data flow diagrams, insights reports, and Privacy Impact Analysis documentation and APP recommendations to help protect sensitive information, streamline data handling processes and provide compliance against the Privacy Act.
The Client
Our client is a prominent aged care provider offering critical services to older Australians. As a trusted organisation, they manage highly sensitive resident personal, legal, and financial information, requiring robust data governance practices to ensure compliance with privacy regulations and protect client data integrity.
The Challenge
The organisation faced several challenges, including:
- Limited visibility into how data flows across its lifecycle, from capture to disposal.
- Gaps in existing information protection measures
- Non-compliance with privacy legislation.
- Lack of consistent data handling methods and policies across departments.
- High sensitivity data exposed to potential risks, including external access or insufficient lifecycle management.
These challenges posed compliance risks, operational inefficiencies, and a vulnerability to potential data breaches, making it critical to implement a comprehensive data protection framework.
The Approach
We implemented a structured, multi-phased methodology to address the client’s challenges, including:
- Workshops with Key Departments
We conducted targeted workshops with each department across the organisation. These sessions captured data flows, identified risks, and uncovered departmental challenges and opportunities. - Workflow Deliverables
- Current State Assessment: Evaluated existing information protection measures, compliance gaps, common departmental needs and a high-level technology stack assessment.
- Data Flow Maps: Developed detailed maps to document sensitive data movement across the organisation and identified handling methods for each data type, for both business confidential and PII data.
- Privacy Impact Analysis (PIA): Analysed data flows, identified risks, , recommended mitigating strategies in alignment to the Australian Privacy Principles (APPs).
- Policy Fit-for-Purpose Assessment, Design and Recommendations: Provided updates for existing policies and created new policies based on workshop insights.
Technology Used
The project leveraged advanced data mapping and analysis tools to streamline the assessment process and ensure accurate results. These technologies allowed us to document data flows comprehensively, identify risks efficiently, and generate actionable insights for the client.
The Results
Though quantifiable outcomes are ongoing, the project delivered significant qualitative benefits:
- Improved Sensitive Data Understanding: Staff gained greater visibility into how sensitive data is used, handled, and flows across the business.
- Enhanced Policies and Governance: Updated policies and a clear DLP strategy strengthened the organisation’s governance framework.
- Quick Wins: Immediate actions were identified to cost-effectively mitigate high-risk data exposures.
- Data Classification Framework: Enabled better categorisation of sensitive information, supporting compliance and reducing data handling risks.
Lessons Learned/Best Practices
This project reinforced the value of engaging staff across departments to gain a holistic understanding of data flows and handling needs. A phased approach, starting with quick wins and progressing to longer-term strategies, ensured immediate risk mitigation while setting a foundation for sustainable improvement. Additionally, aligning policy updates with business operations enhanced the adoption of data protection measures.
The project provided the client with a robust roadmap for improving their data protection framework and aligning with regulatory requirements. The next steps include monitoring compliance through ongoing assessments and ensuring that staff are equipped with tools and knowledge to maintain data security best practices.
Contact us today to learn how our tailored strategies and tools can safeguard your sensitive information and optimise your data management practices.
