What information to enter and how to fill in the record of processing activities
All the information below should be treated as suggestions. We advise you always to review your privacy rules with qualified professionals.
Who has to keep the record of processing activities?
All data controllers and processors must keep a register of processing activities. The controller is the person who determines the purposes and the means of processing personal data. The processor is the person who processes personal data on behalf of the controller.
What is the activity log?
The record of processing activities is a document that must contain the following information:
- the name and contact details of the data controller.
- the purposes of the processing.
- a description of the categories of data subjects and of the categories of personal data processed.
- the categories of recipients to whom the personal data have been or will be disclosed, including any recipients in third countries outside the European Union.
- The final deadlines set for erasing the various categories of data.
- A general description of the technical and organisational security measures identified in order to ensure a level of security of personal data appropriate to the risk to which it is exposed.
How do you fill in the record of processing activities?
To fill in the record of processing activities, you need to gather all the information required by the GDPR. This information can be collected from various sources, such as customer contracts, contact forms, data management software, etc.
Once the information has been gathered, it must be entered in the record of processing activities clearly and completely. Remember that the record of processing activities is an official document, so you must pay attention to the accuracy of the information.
What form must the record of processing activities take?
The record of processing activities may be in written or electronic form. The written form is preferable in the event of checks by the supervisory authority.
Keeping the record of processing activities in electronic form is more practical and cheaper. There are several online tools that let you fill in and manage the record of processing activities simply and quickly.
The record of processing activities is an important document for GDPR compliance. By filling it in correctly, companies can show they have taken adequate measures to protect personal data.
Tips for filling in the record of processing activities:
- Use a template for the record of processing activities. There are several templates available online that can be used as a starting point.
- Make sure the record of processing activities is up to date. The record of processing activities must be updated whenever changes are made to personal data processing activities.
- Keep the record of processing activities in a safe place. The activity log must be kept for at least 5 years from the date of the last update.
A tip for filling in the record of processing activities in electronic format:
- Use an online tool that is simple to use and offers the features you need.
- Make sure the online tool can generate reports and statistics. Reports and statistics can be useful for monitoring personal data processing activities.
Tip for choosing an online tool to fill in the record of processing activities:
- Search online to compare the different solutions available.
- Read user reviews to get an idea of the features each tool offers.
- Contact the tool's supplier to request the free trial. A demo will let you test the tool first hand and see whether it suits your needs.
With BeebeeBoard il record of processing activities comes filled in ed updated automatically to every processing operation.
