Privacy Impact Planner

Privacy Impact Planner: practical plan

Assessment plan

Describe the feature

Document purpose, user groups, data sources, analysis method, outputs, recipients, retention and whether content is used to train models. Map each data flow and system.

Necessity and alternatives

Explain why chat analysis is needed, whether aggregate or redacted data would work, and whether the feature can operate without sensitive content.

Risks to assess

• Employees may expect private support conversations.
• Recommendations may reveal sensitive topics to managers.
• Incorrect classification may affect access to support.
• Data may be retained or reused beyond the stated purpose.

Mitigations

Minimize and redact data, restrict access, avoid manager-level individual dashboards, provide transparency and opt-out where appropriate, set retention limits, test bias and error, and allow human review.

Consultation

Include privacy, security, HR, employee representatives and support operations as appropriate. Verify applicable legal requirements with qualified counsel.

Decision gates

Do not launch until residual risks, owners, monitoring, deletion and incident response are approved. Reassess after material changes.

Measurement and review

Record the baseline, source, date range, denominator and owner. Use one primary measure plus quality guardrails; compare like-for-like cohorts and disclose missing data. Treat estimates as scenarios, not observed outcomes.

Risks and controls

Check relevance, consent, disclosure, workload and downside before scaling. Keep an evidence trail, obtain human review for material commitments, and pause if trust, quality or compliance signals deteriorate.

Next steps

1. Confirm the goal, audience and available capacity.
2. Gather the minimum evidence for a first test.
3. Assign an owner, budget and review date.
4. Run a small pilot, record outcomes and decide whether to iterate, expand or stop.