Records of Processing Starter Template
Document what personal data you hold and why.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Create a template and guide for recording personal data processing activities at [ORGANISATION]. Departments and processes: [PROCESSES]. Systems: [SYSTEMS]. Location of data subjects and regulations I believe apply: [REGULATIONS]. Provide a table template with columns: Process | Purpose | Categories of people | Categories of data | Source | Recipients | Retention | Security measures | Transfers | Lawful basis (to be confirmed). Fill in three fictional examples (payroll, newsletter, customer support) to show the level of detail. Explain how to run interviews with department leads in 30 minutes using ten questions. Mark every legal term and requirement [VERIFY] and tell me to confirm what applies in [JURISDICTION] with a privacy professional. Include a plan to review records twice a year. Add a guide to the interview questions, listing the ten questions to ask each department lead and the follow-up questions for unclear answers. Provide a prioritisation approach so that the highest-risk processes are documented first, and a maintenance routine that updates the records when new systems or vendors are introduced. Defensive purposes only. No malware, no credential theft techniques, no instructions for gaining unauthorised access; explain how to detect and prevent instead.
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See an example result (fictional data)
Process | Purpose | People | Data | Source | Recipients | Retention | Security | Transfers | Lawful basis Payroll | Pay staff | Employees | Name, bank, tax ID | HR | Payroll provider | 6 years [VERIFY] | Access limited | None | To be confirmed Newsletter | Marketing | Subscribers | Email | Sign-up form | Email platform | Until unsubscribe | Encrypted | To be confirmed | To be confirmed Support | Resolve tickets | Customers | Name, issue | Customers | Helpdesk vendor | 2 years | Role access | To be confirmed Interview ten questions: What do you collect? Why? Where stored? Who sees it? Confirm what applies in [JURISDICTION] with a privacy professional [VERIFY].
Illustrative only, made-up data. Your results will differ and must be reviewed.