Lesson 15 of 26

Maha prepares the privacy policy for approval

For: Data Protection OfficerAbout 6 min

What you will be able to do

This lesson is for the Data Protection Officer. Maha, the AI agent for privacy governance, keeps the company's privacy policies, notices and training in order. You will ask Maha to prepare the customer privacy policy from the template, approve her go-ahead to submit it, and find it waiting for your approval.

Before you start

  • You are signed in as the Data Protection Officer of Meridian Souq Trading LLC.
  • The company's PDPL profile, with the DPO's contact details, is filled in; no customer privacy policy exists yet.

Steps

  1. 1

    Ask Maha for the policy

    In the AI team's Chat for Meridian Souq Trading LLC, type @ and pick Maha, the privacy governance agent, and type: please prepare our customer privacy policy from the template and send it to me for approval.

    • Type Message to the AI team: @Mah
    • Choose MMahaAIPrivacy governance
    • Type Message to the AI team: @Maha please prepare our customer privacy policy from the template and…
  2. 2

    Select Send

    Select Send. Maha's card under your message is marked Working.

    • Select Send
  3. 3

    Read Maha's to-do list

    Maha writes a short to-do list: read the company's privacy profile, create the notice from the template, check that no placeholder is left, and send it for approval. The ticks fill in within a minute or two.

    The screen at step 3: Read Maha's to-do list
  4. 4

    Approve Maha's go-ahead

    Sending the draft for approval is a change, so Maha asks first: the go-ahead reads Send a draft for approval, maker and checker. Select Approve.

    • Select Approve
  5. 5

    Read Maha's answer

    Maha's green Answer says the customer privacy notice, version 1.0, is in your Approvals inbox. She created it from the template for the UAE data protection law, with the company as controller and you as the owner; your contact details came from the privacy profile, and no placeholder is left. Before it is published, legal counsel must record a legal review, and you approve it. Maha also lists points you may want to change, such as giving the 30-day response time and setting an effective date: reject the draft with a reason and she will revise it.

  6. 6

    Find the policy in Data Protection

    In the left menu, open Data Protection and Privacy policies and training. The overview shows one policy version awaiting approval, and one template-based policy not yet reviewed by counsel. The draft is under Policy library. You approve it, and it is published after the legal review.

How to check it worked

Data Protection, Privacy policies & training shows the customer privacy notice awaiting approval, with no placeholder left in it. Maha's answer says what she filled in and that legal counsel should review it.

Common mistakes

  • Publishing the policy because Maha drafted it. It is published after your approval and the legal review.
  • Leaving the PDPL profile empty. Maha fills the policy from it; gaps come back as questions.

Check your understanding

  1. 1. Where does Maha get the company's details for the policy?

    1. A.She invents them
    2. B.From the PDPL profile and the records
    3. C.From the internet
    4. D.From another company
    Show answer

    Answer: B. From the PDPL profile and the records

    Agents fill documents from the records they can read, and ask about what is missing.

  2. 2. Who publishes the privacy policy?

    1. A.Maha
    2. B.A person, after approval and legal review
    3. C.The web shop
    4. D.Nobody
    Show answer

    Answer: B. A person, after approval and legal review

    Agents prepare and submit; people approve and publish.