To review Privacy Assessments, you initially need to be added as a reviewer of a program. See article: How do I create a Privacy Program?

Email Notification

Once you have been added as a reviewer and a respondent submits an assessment within that program, you will receive an email titled: 'A Privacy Assessment has been Submitted for Review.'

To help reviewers easily identify which assessment is ready for review, this email includes:

• The respondent’s name
• The name of the submitted assessment

⚠️ Note: Existing customers who have already customised their Review Email template before January 2022 will not be able to avail of the latest Review Email template. Please contact your Customer Success Manager if you would like to access the latest version. 

Accessing the Assessment

• Click the Review Privacy Assessment button in the email to navigate directly to the submitted assessment.

As a reviewer, you can:

• Edit any of the responses.
• Answer questions specifically assigned to reviewers.

Configuration

• Click the cogwheel icon beside a question to:
  • Review responses provided.
  • View question explanations and attachments.
  • Comment on responses.

Adding Comments

• Click Comments to open a pop-out window where you can enter and submit questions to the respondent.
• ⚠️ Note: Respondents will not be notified of comments until the assessment is sent back.

Completing the Review

Once you finish reviewing, you have two options:

1. Send Back

• Resets the assessment status to In Progress.
• Sends an email to the respondent notifying them that the assessment has been sent back.
• Removes the assessment from your Privacy Reviews tile until the respondent makes changes and resubmits.
  (Repeat the steps above if required.)

2. Approve

• Marks the assessment as Completed.
• Typically selected when responses are accepted by the reviewer.
• Clicking Approval Options allows you to:
  • Send an approval email (or approve without sending an email).
  • Include a custom message to the respondent.

⚠️ Note: Approved assessments can be sent back for review again at any stage, typically on an annual basis.

Viewing Privacy Reviews

To see all assessments requiring review:

• Go to the Privacy Reviews tile on the end-user homepage (visible only to reviewers).

• A list of outstanding assessments will appear.
• Click View to open the submitted assessment.

You will now be able to see any completed (Approved) Privacy Assessments under Step 2 of the relevant program.

⚠️ Notes: 

• You may need increased permissions to access programs.
• Step 2 of the program will also show the status of other Privacy Assessments as 'In Progress', 'In Review' or 'Completed'.
• Privacy Reviews can also be undertaken from Step 2 of a program, provided you have been assigned as a reviewer for the program.

Related Articles

• What is a 'Privacy Program'?
• How do I create a Privacy Program?
• What is a 'Privacy Assessment'?