RoPA Module

RoPA (Record of Processing Activities) Module

Overview

The RoPA module enables documentation and management of all data processing activities within your organization. It is a mandatory requirement under GDPR Article 30 and helps maintain transparency about data processing.

Key Features

• Processing activity documentation
• Data mapping and inventory
• Legal basis tracking
• Data flow documentation
• Third-party processor tracking
• Retention period management
• RoPA report generation

Creating a Processing Activity Record

To create a new RoPA entry:

1. Navigate to Data Privacy - RoPA
2. Click Add Processing Activity
3. Fill in activity details:
   • Activity Name - Name of the processing activity
   • Department - Responsible department
   • Purpose - Why data is processed
   • Legal Basis - Lawful basis for processing
   • Data Categories - Types of personal data
   • Data Subjects - Whose data is processed
4. Document data flows
5. Click Submit

Legal Bases for Processing

Under GDPR, valid legal bases include:

• Consent - Data subject has given consent
• Contract - Necessary for contract performance
• Legal Obligation - Required by law
• Vital Interests - Protect life
• Public Task - Official authority or public interest
• Legitimate Interests - Controller or third-party interests

Data Categories

Document data types processed:

• Basic Identifiers - Name, email, phone
• Financial Data - Bank details, transactions
• Employment Data - HR records, salary
• Health Data - Medical information (special category)
• Biometric Data - Fingerprints, facial recognition
• Location Data - GPS, IP addresses

Data Flow Documentation

For each activity, document:

• Data sources (where data comes from)
• Internal recipients (who accesses data)
• External recipients (third-party sharing)
• International transfers (cross-border flows)
• Storage locations

Retention Periods

Specify retention periods:

• Define retention period for each data category
• Document retention justification
• Set deletion/anonymization procedures
• Track retention compliance

RoPA Reports

Generate RoPA reports:

1. Navigate to RoPA module
2. Click Generate Report
3. Select activities to include
4. Download PDF report

Best Practices

• Keep RoPA current and complete
• Review regularly
• Involve all departments
• Document all processing purposes
• Track third-party processors
• Maintain for regulatory audits