Example texts and sharing findings

For many clauses Peilaro has an example of how an organisation can meet the requirement. While a clause has no text yet, the block of the clause offers it under "Start from the Peilaro example". With "Use this example" the text goes into the implementation with your organisation's name in it, saved as any other text, so you see who changed it and when. Then make it your own.

Improved examples

Peilaro improves its examples over time. When an example your text started from gets a better version, the clause shows "Suggested improvement" with your text and the suggested text side by side, and what changed. The member responsible for the clause gets a short email, or the owners and admins when nobody is responsible.

• "Use the suggested text" replaces the implementation text with the new version. The proof stays as it is.
• "Keep my text" leaves everything as it is.

Nothing in your texts changes until someone chooses one of these. Under Overview you see how many improvements your organisation received this year, with a link to the list.

Sharing findings to improve the examples

Owners and admins choose on the organisation page whether your organisation helps improve the examples. It is off until one of them switches it on, which is possible once the updated data processing agreement that describes sharing is accepted on the same page. You receive improved examples either way.

When it is on and an audit finding is confirmed in Peilaro, a small extract is kept:

• the standard and clause number
• the version of the Peilaro example your text started from, if any
• how heavy the finding is (major, minor, observation or improvement) and whether the audit was internal or external
• a weakness from a fixed list, such as missing evidence or responsibilities unclear
• the month

What is never shared: your organisation's name, your texts, the finding's own words, names of people or auditors, files and the exact date. Instead of your organisation, the extract has a code made with a secret key, so Peilaro can count how many different organisations had the same weakness without knowing which ones.

An example is only looked at again when at least three different organisations had the same weakness on it in the last 24 months. Extracts older than 24 months are removed.

Switching it off

An owner or admin clears "Share anonymised findings to improve the example texts" on the organisation page. From then on nothing more is kept. The extracts kept before cannot be traced back to your organisation, so they stay until they are 24 months old.