How to use this tool

A quick walkthrough of filling out the PIA Data Mapping Tool correctly.

1. Start with Company Profile.

   Fill in the one-page entity profile — name, entity type, employee count, offices, and a short business description. This is saved in your browser whenever you click Save.

2. Add each process under Core Business Services.

   A "process" is any activity where your organization collects, uses, or shares personal data — e.g. client onboarding, employee payroll, vendor KYC. Click + Add process and fill in the form. There's no limit — add one entry per distinct activity.

3. Pick the Business Line and the Department.

   Business Line is one of PMS, AIF, IA, RA, MF or Enterprise; Department is IT, HR, Finance, Legal, Compliance, Marketing, Operations, Sales, Customer Service or Admin. Both have an Other option with a note box. Choosing IT switches the form to the IT question set (Business Line becomes Enterprise; storage, hosting and safeguards are asked only here). For PMS / AIF / IA / RA / MF, picking a Process Type filters the Personally Identifiable Information list to the elements that apply and pre-fills Data Collected From, Our Role and Purpose — you can still edit everything, or tick Show all PII options.

4. Whenever you pick "Other," explain it.

   Several fields (Personally Identifiable Information, Purpose, Business Line/Department, Data Collected From, Process Type, Country Transferred To) include an "Other" option. The moment you select it, a small note box appears — use it to briefly describe what "Other" means in your case. This note is preserved in the Excel export as Other (your note).

5. Consent and Privacy Notice are worked out per purpose.

   Under Purpose of Collection & Use, each purpose you tick gets its own card showing whether Consent, a Privacy Notice or both are required (this is automatic; choosing Yes for third-party processing makes every purpose require both). For each requirement, say whether it has been captured / issued and record the evidence (document name, reference or link). Source of Data records how the data reaches you — Software (with software name/details), Whatsapp, Official Mail ID, Personal Mail ID or Other.

6. Multi-select fields.

   Fields like Personally Identifiable Information, Purpose, and Current Safeguards let you tick multiple options. Click the box to open the list, use the search bar to filter, and tick as many as apply. Selected items appear as removable chips — click the × on a chip to remove it.

7. Save, edit, duplicate or delete a process.

   Use Save process to store it. From the process list you can click Edit to revisit and update any process, Duplicate to copy it (handy for similar processes), or Delete to remove one that no longer applies.

8. Save to History.

   When the client's details are complete, click Save to History. A snapshot is kept in Saved Clients (shown on the Company Profile tab), where you can load it back into the form, view it or export it to Excel.

9. Export the report.

   Click Export Excel report on the process list page at any time. It generates a three-sheet workbook — "About the Company", "Core Functions" (one row per process) and "IT Function" (one row per IT entry) — reflecting everything saved so far.