Creating a RoPA Template

What is a RoPA Template?

Records of processing activities must include extensive information about personal data processing, including data categories, data subject groups, the purpose of the processing, and the data recipients. ROPA templates are a way to collect these data. In this case, we are selecting a pre-existing template. To create a new template, scroll below for details.

Creating a RoPA Template

1. Go to Privacy Ops and select RoPA.

Fig 1 Go to Privacy Ops and select RoPA.

2. Click on Templates.

Fig 2 Click on Templates

3. Click on Create New to build a new template.

Fig 3 Click on Create New

4.The following window will appear as shown in Fig 4. Write the Template Name and the Template Description.

5. The details of the template are pre-designed and non-editable. You can only edit the names of these sections or add a new section.

Fig 4 Write the Template Name and the Template Description

6. Edit the Process Details section as shown in Fig 5.

Fig 5 Edit the Process Details section

7. You can also edit a section topic by clicking on the Edit icon as shown in Fig 6.

Fig 6 Editing a section topic

8. This window will pop-up as shown in Fig 7. Here you can change the name of the Question. You can use the toggle button to make this question Mandatory or otherwise.

9. Click on Save to proceed.

Fig 7 Editing a section topic

10. You can also delete a section topic by clicking on the Delete icon as shown in Fig 6. When you do this the following window will pop up as shown in Fig 8.

Fig 8 Deleting a section topic.

11. We move to the Data Elements section. Here too, you can edit the Section Name and Description as shown in Fig 10.

Fig 9 Edit Data Elements Section

12.Click on Save to proceed.

Fig 10 Edit Data Elements Section

13. We move to Data Subjects. To edit the Section Name and Description click on the Edit Section icon as shown in Fig 11.

14. Similarly to Add Question, click on the corresponding icon as shown in Fig 11.

Fig 11 Edit Section or Add Question

15. This window will pop-up as shown in Fig 12.

Fig 12 Custom and Built-in questions

16. Here, there are two options in terms of questions.

Custom Question: These are questions that an organization devises on its own to gather specific information from individuals regarding their data preferences, consent, or any other relevant details. Custom questions are tailored to fit the organization's needs, taking into account their specific data processing activities and purposes. These questions may vary widely depending on the organization's industry, the nature of data they handle, and their compliance requirements under GDPR.

Built-in Question: Built-in questions, on the other hand, are predefined or standardized questions that are often provided by GDPR compliance platforms, software, or templates. These questions are designed to cover common aspects of data processing consent and compliance with GDPR requirements. They are typically based on GDPR guidelines and best practices, ensuring that organizations collect essential information from individuals in a structured and compliant manner. Built-in questions may cover topics such as consent for data processing, data retention preferences, data access rights, and communication preferences.\

17. To add custom questions, tick on the box that says Custom Question as shown in Fig 12.

Fig 12 Custom Question and Built-in Question

18. Add a Label for these questions. Use the toggle button to make it Mandatory or otherwise.

19. If you want to add built-in question too, click on the Icon that says Built-in Question as shown in Fig 12

20. A pop-up window will appear as shown in Fig 13. Tick the appropriate boxes.

21. Click on Save to proceed.

Fig 13 Built-in question

22. To edit the types of Data Subjects available in this questionnaire, click on the Edit icon as shown in Fig 14.

Fig 14 Edit Data Subjects

23. A pop-up window will appear as shown in Fig 15.

24.You can only delete Data Subjects here by clicking on the minus icon. Use the toggle button to make this section Mandatory or otherwise.

25. Click on Save to proceed.

Fig 15 Edit Questions

26. We move to Data Retention. Here too, click on the Edit Section icon to change the name and description of this section as shown in Fig 16.

Fig 16 Data Retention Section

27. A pop-up will appear as shown in Fig 17. Add the Title and the Description.

28. Click on Save to proceed.

Fig 17 Edit section

29. We move to the Safeguards section. Here too, click on the Edit Section icon to change the name and description of this section as shown in Fig 18.

Fig 18 Edit Safeguards section

30.A pop-up will appear as shown in Fig 19. Add the Title and the Description.

31. Click on Save to proceed.

Fig 19 Click on Save to proceed.

32. To edit the details of the Safeguards section, click on the Edit icon as shown in Fig 20.

Fig 20 Click on the Edit icon

33. A pop-up window will appear as shown in Fig 21.

34. You can only delete the already added Safeguards here by clicking on the minus icon. Use the toggle button to make this section Mandatory or otherwise.

35. Click on Save to proceed.

Fig 21 Click on Save to proceed

36. We move to the Transfers section now. Here too, click on the Edit Section icon to change the name and description of this section as shown in Fig 22.

Fig 22 Transfers Section

37.Click on Save to proceed.

Fig 23 Click on Save to proceed.

38.You can also add additional sections by clicking on Add Section as shown in Fig 24.

Fig 24 Add Section

39. A pop-up will appear as shown in Fig 25. Add a Title and Description.

40. Click on Save to proceed.

41. To delete a section, click on Delete Section as shown in Fig 24.

Fig 25 Adding a custom section

41. Your template will appear on the templates dashboard as shown in Fig 26.

Fig 26 Templates dashboard