Knowledge

Personal data is both a valuable asset and a major responsibility for every organization. Each transaction, online form, and even internal conversation may contain personally identifiable information (PII). The challenge is that the risks of misuse and data breaches continue to increase.

ISO/IEC 27701:2025 introduces a Privacy Information Management System (PIMS) framework that helps organizations manage personal data securely, transparently, and in compliance with regulations. However, there is one crucial aspect often overlooked — the success of PIMS does not depend solely on documents or technology, but on the people who implement it.

From top management to operational staff, employees are the main drivers that bring PIMS to life within the organization.

What is ISO/IEC 27701:2025 PIMS?

Before discussing the human factor, let’s first understand what PIMS is. A Privacy Information Management System (PIMS) is a management system based on ISO/IEC 27701:2025 for handling personal data. This standard helps organizations protect PII through documented policies, procedures, and controls. Unlike the previous version, ISO/IEC 27701:2025 is stand-alone, meaning organizations can apply it directly without having ISO/IEC 27001:2022 in place first. PIMS covers technical, regulatory, and governance aspects — but its success depends largely on the people within the organization.

Why Employees Are the Key to ISO/IEC 27701:2025 PIMS

1. Humans are the weakest link.
   The majority of data breaches occur due to human error — such as sending an email to the wrong recipient or using weak passwords.

2. Every employee has access.
   From the receptionist to the director, everyone may have access to personal data. Every action matters to overall data security.

3. Privacy culture is stronger than written rules.
   Procedures can be documented, but only a strong culture ensures people actually practice privacy protection in their daily work.

The Role of Employees in Implementing PIMS

To make ISO/IEC 27701:2025 truly effective, each employee level plays a distinct role:

1. Top Management
   Top management is responsible for setting strategic direction and commitment, providing resources and full support, and most importantly — serving as role models in privacy compliance.

2. Managers & Supervisors
   They translate policies into daily procedures, oversee implementation within their teams, and resolve issues when rules or expectations are unclear.

3. All Employees
   Every employee must follow basic procedures — such as maintaining password confidentiality and handling data carefully.
   They should report incidents or potential privacy breaches and participate in regular privacy training sessions.

Strategies to Build a Privacy Culture in the Organization

For employees to be genuinely involved in PIMS, organizations must foster a strong privacy culture. Here are the steps:

1. Education and Training
   Regular education and training ensure employees remain aware of the importance of protecting personal data.
   The materials should be relevant to each department — for instance, HR focuses on employee data, while marketing focuses on customer data.

2. Effective Communication
   Use simple, clear messages such as posters or short reminders.
   Organizations should also provide a clear incident reporting channel so employees feel comfortable speaking up.

3. Integration into Work Processes
   Integrate privacy into daily routines — not as an additional rule but as a natural part of every activity.
   When this happens, employees perceive privacy as a standard work ethic, not a burden.

4. Employee Empowerment
   Empower employees by giving them real roles — such as participating in internal audits, providing feedback, or appointing “privacy champions” in each department.

5. Recognition and Appreciation
   Simple gestures like thank-you notes, small rewards, or acknowledgment from management can make compliance feel meaningful, not mandatory.

Simple Everyday Practices

Protecting privacy is not about grand gestures, but consistent small habits practiced daily by your employees. For example:

• Lock your laptop when leaving your desk.

• Never share passwords with colleagues.

• Double-check recipient addresses before sending important documents.

• Store physical documents in locked drawers.

• Report any phishing emails immediately.

When practiced consistently, these small actions can prevent major incidents.

Challenges and How to Overcome Them

Building a PIMS-based privacy culture is not easy. Common challenges include:

• Employee resistance.
  Some employees see privacy procedures as extra workload. The solution is to educate them about the personal and organizational benefits.

• Lack of understanding.
  Not everyone understands what PII is or why it matters. The solution is to use simple, practical communication.

• Limited resources.
  Not every organization has a dedicated privacy team. Start small — with basic training — and gradually move toward full certification.

ISO/IEC 27701:2025 PIMS provides a clear framework for protecting personal data. Yet, documents and technology are only the foundation — the real life force behind PIMS is your people.

By building a privacy culture, engaging everyone, and making compliance a daily habit, you’re not just protecting data — you’re safeguarding your organization’s reputation, public trust, and long-term future.

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FAQ

Is technology alone enough to protect privacy?
No. Technology is just a tool. Without human awareness, vulnerabilities will always exist.

How can employees be encouraged to care about privacy?
Through regular training, clear communication, and recognition for compliance.

Should all employees be involved in PIMS?
Yes. Privacy is a shared responsibility, from staff to top management.

What if employees resist new rules?
Educate them using real-world examples of data breach impacts — both for the organization and themselves.

What are the long-term benefits of a privacy culture?
Increased customer trust, fewer incidents, and stronger organizational competitiveness.