Privacy documentation
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Identify GAPs to GDPR, create your Record of Processing Activities and start building out your GDPR framework towards compliance.
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Core GDPR requirement
ROPA (Art. 30 GDPR)
The Record of Processing Activities (ROPA) serves as the central document demonstrating a controller’s compliance with GDPR. It records all processing operations, including their purpose, legal basis, data categories, recipients, retention periods, and security measures. Through this, it fulfills or evidences core GDPR principles such as lawfulness, fairness, purpose limitation, data minimization, accuracy, and storage limitation.
It also documents international data transfers, processor relationships, and technical and organizational safeguards, ensuring traceability and transparency of all processing activities. Maintaining an up-to-date ROPA is itself an expression of the accountability principle. Breach records and other compliance evidence can be cross-referenced to the ROPA for a complete audit trail.
It also documents international data transfers, processor relationships, and technical and organizational safeguards, ensuring traceability and transparency of all processing activities. Maintaining an up-to-date ROPA is itself an expression of the accountability principle. Breach records and other compliance evidence can be cross-referenced to the ROPA for a complete audit trail.
Data subject rights
Transparency and Communication Documents
Compliance with transparency obligations is achieved through Privacy Notices provided to data subjects.
These notices describe the controller’s identity, purposes of processing, legal bases, recipients, retention periods, rights, and data transfer details. They ensure fairness and enable individuals to exercise their rights effectively.
DPIA compliance
Risk and Impact Assessment Documents
High-risk processing activities must be supported by Data Protection Impact Assessments (DPIAs).
A DPIA Register records when and how such assessments were carried out, including identified risks and mitigation measures. For international data transfers, Transfer Impact Assessments (TIAs) and Standard Contractual Clauses (SCC) documentation provide evidence of safeguards and due diligence.
A DPIA Register records when and how such assessments were carried out, including identified risks and mitigation measures. For international data transfers, Transfer Impact Assessments (TIAs) and Standard Contractual Clauses (SCC) documentation provide evidence of safeguards and due diligence.
Vendor management
Processor and Third-Party Management Documents
Controllers must keep a Processor Contracts Register showing all data processors and the contracts that ensure GDPR compliance.
This register evidences that processors were selected with sufficient guarantees and that data processing agreements include the required clauses. It should also record any subprocessors or joint controller arrangements.
This register evidences that processors were selected with sufficient guarantees and that data processing agreements include the required clauses. It should also record any subprocessors or joint controller arrangements.
Breach management
Security and Incident Management Documents
The Information Security Policy (or TOMs documentation) details the specific technical and organizational measures implemented to protect personal data—covering encryption, access control, and incident response.
Complementing this is the Data Breach Register, which records all personal data breaches, actions taken, notifications made, and lessons learned. Together, these documents fulfill obligations under Articles 32–34.
Complementing this is the Data Breach Register, which records all personal data breaches, actions taken, notifications made, and lessons learned. Together, these documents fulfill obligations under Articles 32–34.
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