A guide to your RoPA Report

Stay GDPR compliant by creating and managing your automated RoPA Report

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The GDPR requires companies to keep a record of their processing activities (“RoPA”)  to enable privacy audits. Maintaining an organized data structure is vital for ROPA compliance. An automated no-code data mapping solution can help companies answer any question or request related to data, saving hours of research, potential compliance risks, and a lot of frustrations all around. Click here to learn more about RoPA reports.

Generate and edit your RoPA Report in your Privacy Portal - here's how:

Generating your RoPA Report

You must have at least 1 data source in your inventory to generate your RoPA.  Click here to learn how to get started with your Data Inventory.

    After creating & managing your list of data sources, head to your processing activities page to generate your RoPA.  

    Your RoPA report is created quickly and automatically using our AI discovery, classification, and mapping. 

    After generating your RoPA, you can export your report by clicking "Download" on the upper righthand corner of the report, or edit it following the steps below:

    Editing your RoPA Report

    1. Adding a new activity 

    You can now add a new activity to your RoPA report manually. 

    To do so, click "Add activity" on the upper righthand corner of your RoPA. 

    There are 3 required fields in order to create an activity:

    • Purposes of processing
    • Data subjects
    • Data sources & categories

    Some of the fields allow for free text while others offer a selection, which is created according to regulations. 

    Note: when adding a data source, you can only add from your list of data sources already in your Data Mapping

    Once you have filled out the required fields and any additional information, click "Create" to add your new activity to your RoPA report! 

    2. Editing activities

    To edit an activity in your RoPA, simply click on the activity you'd like to edit (see image below), where you can edit any of the following fields:

    • Purpose of processing
    • Data subjects
    • Description
    • Business process owner
    • Data retention policy
    • Parties with access
    • Legal basis for processing
    • Cross-border transfer mechanism
    • & data sources & categories

    3. Removing activities

    To remove an activity from your RoPA, start by clicking on the activity you'd like to remove, then click "Delete record" in the bottom righthand corner of that particular activity

    A warning popup will appear before deleting to confirm you'd like to remove this activity. 

    After clicking "delete" 1 activity will be deleted from your RoPA

     

    Talk to us if you need any help with the RoPA process via our chat or at portal@saymine.com, and we'll be happy to assist!🙂