Adding a Privacy Impact Assessment (PIA) link in a webform

A field to add a Privacy Impact Assessment (PIA) link has been added to webforms.

A PIA link is a URL to your PIA document that is sent to your agency after your PIA request has been completed by the Digital Channels privacy team. A PIA link needs to be included when setting up or creating webforms on nsw.gov.au.

Alongside the field, a PIA link notification has also been set up. This notification will pop-up when a form is saved without a PIA link. It guides you with submitting a PIA request or with filling in the PIA link field.

These features will benefit your agency by:

• Improving the management of PIA documents.
• Encouraging early submission of PIA requests so they are completed ahead of your webform’s go-live.
• Ensuring your webforms comply with privacy law and adhere to the Information Protection Principles (IPPs) for agencies.
• Increasing public trust of NSW Government.
• Enhancing visibility of PIA documents on webforms, improving record keeping and knowledge management.
• Allowing you and your team to raise PIA requests within a webform.

Learn why PIA requests should be submitted early

Learn about PIA documents and retaining them

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Adding a PIA link

1. Login to the CMS and navigate to Manage > Structure > Webforms.
2. Click on the +Add webform button.
   
3. Fill in the required fields then click on the Save button.
   
4. You will be automatically redirected to the Build page where the webform fields can be added.
5. On the Build page, you will see a Warning message indicating that the webform is missing a link to the Privacy Impact Assessment (PIA).
   
6. You can opt to add a PIA link or continue building the webform.
   • If you opted to add a PIA link, click on the Add a PIA link button
     
     You will be redirected to the Add link to Privacy Impact Assessment (PIA) field. Paste in the link to the PIA document provided by our privacy team in the field.
     
     
     1. Click on the Save button.
     2. Click on the Build page to continue building the webform.
   • If you opted to continue building the webform on the Build page:
     1. Once the required webform elements have been added, click on the Save button.
     2. If the value is missing in the Add link to Privacy Impact Assessment (PIA) field, the following message will be displayed:
        i. If you click on the Add PIA link now button, you will be redirected to the Add link to Privacy Impact Assessment field.
        ii. If you click on the Save and continue button, the webform will be automatically saved.

If you opted to Save and continue, raise the Privacy Impact Assessment (PIA) request within 30 days.

7. Once you received the PIA link, go to the Build page of your webform and click on the Add a PIA link. 

• You will be redirected to the Add link Privacy Impact Assessment (PIA) field where you can paste in the link to the PIA document.

8. Alternatively, go to the Settings page, scroll to the Third party settings > Privacy information and paste the link in the Add link to Privacy Impact Assessment (PIA) field.

How to raise the Privacy Impact Assessment request

1. Click on the raise a Help Hub support ticket link in the CMS.
   
2. Alternatively, you can Request support for Privacy Enquiries.
3. You will be redirected to the Submit a request page in the Help Hub.
   
4. Select the Privacy Impact Assessment (PIA) value in the Privacy enquiry Type field and follow the prompts.
   

Need more information?

1. Learn more about Privacy Impact Assessment (PIA) to find out more about the assessment process.
2. Fill in our Privacy Enquiries form if you have any questions.