DPIA template and guide
A step-by-step data protection impact assessment, with guidance, prompts and a worked example
A data protection impact assessment template built around the ICO’s seven steps, with a guide written specifically for UK charities using AI with personal information.
If your charity uses AI with personal information, you’re likely to need a data protection impact assessment (DPIA) under UK GDPR. That might mean an AI notetaker in sessions with beneficiaries, AI features in your case management system, or a chatbot for the public. Many charities have never completed one, and the official guidance isn’t written with small organisations in mind.
This template takes you through each of the ICO’s seven steps, with a plain-English explanation of what each step is for, questions to prompt your thinking and space for your answers. The guide explains when a charity needs a DPIA and who should complete it. It also covers the risks charities most often face when using AI and practical ways to reduce them. It includes safe prompts for using AI to help you write the assessment, and ends with a worked example of a small charity completing the process.
What you'll learn
- Work out whether your AI project needs a DPIA
- Complete a DPIA that follows ICO guidance, even if you’ve never done one before
- Identify the risks of using AI with personal data and put proportionate safeguards in place
- Record your decisions clearly in case the ICO, a funder or your trustees ask
- Introduce AI into your services without putting the people you support at risk
What's included
- A guide to what a DPIA is, when a charity needs one and who should complete it
- A template covering all seven ICO steps, each with an explanation, prompting questions and space to write
- Nine of the most common risks when charities use AI, and eight practical measures to reduce them
- Ready-made tables for consultation, risk scoring, measures and sign-off
- Safe prompts for using AI to help you write your DPIA without sharing personal information
- A worked example of a family support charity introducing an AI notetaker
- An editable Word version and a branded PDF
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