Record of Processing Activities (ROPA) - heyData

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Record of processing activities (ROPA) according to the GDPR

Our innovative platform and certified data protection experts support you in creating your Record of processing activities (ROPA) - digitally, efficiently, and legally compliant!

  • check Including a data protection audit
  • check Specialised lawyers available at all times
  • check Support with all data protection-related topics, documentation, staff training, etc.

What is a register of processing activities (ROPA)?

The Register of Processing Activities (ROPA) is, in terms of the General Data Protection Regulation (GDPR) - Article 30 - a central and detailed document that is drawn up in accordance with the GDPR and lists all activities of a company in which personal data are processed. It is an essential part of a company's data protection strategy and helps to meet the requirements of the GDPR. This tool is used to obtain a complete overview of all types of personal data processed in the company and to record the data processing operations. Therefore, the VVT is an indispensable tool to ensure compliance with data protection requirements.

Who needs a register of processing activities?

If a company collects, stores, modifies, passes on, or otherwise uses personal data, it must usually keep a register of these processing activities in accordance with Art. 30 of the GDPR. Only in a few exceptional situations, according to Art. 30 (5) GDPR, is this not necessary.

Companies with less than 250 employees, for example, are only exempt from this regulation if:

  • The processing of the data does not pose a risk to the privacy and rights of the data subjects.
  • The data processing is only occasional.
  • There is no processing of special categories of data pursuant to Art. 9 (1) of the GDPR and Art. 10 of the GDPR.

For companies with more than 250 employees, the maintenance of this record is generally mandatory. This regulation emphasises the importance of data protection in larger companies, where it is more likely that a larger amount of data and more complex data processing systems are present. It is essential that these companies strictly comply with the GDPR provisions in order to avoid high penalties and maintain the trust of their customers and partners.

Nevertheless, due to the importance of the GDPR, it is recommended for businesses of all sizes to have such a register. The ROPA shows that the company complies with data protection and enables a clear overview of all data processing activities in the company.

The checklist for the register of processing activities

A complete record of processing activities contains a lot of information. Here you will find a checklist that will help you consider all the important aspects:

  1. Controller: Who processes the data? Contact details and, if applicable, data protection officer and representative of the controller.
  2. Purposes: Why is data being processed? Clearly defined, legitimate reasons.
  3. Data categories: What data? E.g. name, address, birthday.
  4. Groups of data subjects: Who is affected? E.g. customers, employees.
  5. Recipients: Who receives the data? E.g. service providers, authorities.
  6. Deletion periods: When is data deleted? Clearly defined deadlines.
  7. Third countries: Data transfer outside the EU or EEA? 
  8. Necessary protection measures: How is data protected? E.g. encryption, access restrictions.
  9. Special features: Data requiring special protection or automated decisions? E.g. cultural origin, political and religious beliefs, health and sexuality.

Why is a register of processing activities important?

A well-maintained register offers three main advantages:

  • Transparency: It clearly shows what personal data is processed by your company, why it is processed and who has access to it. This creates trust among customers and business partners.
  • Compliance: Even if it is not mandatory for your company, with a VTT it can ensure that it complies with the requirements of the GDPR and acts preventively to avoid possible future fines.
  • Efficiency: By accurately documenting all data processing operations, the company can identify and improve certain processes and thus increase productivity.

The register of processing activities and the data protection officer

It is advisable to consult an internal or external data protection officer in order to get qualified support for the creation of a processing directory. A data protection officer knows the processes to be analysed and can best advise you on what to do to optimise these internal processes.

The advantages of heyData for your register of processing activities

With heyData you can manage your processing directory easily and efficiently. Our software solution helps you keep track of all your data processing operations and ensure that your company complies with the GDPR requirements.

Intuitive management

heyData makes the creation and updating of your processing directory digital and legally compliant. Thanks to our intuitive user interface and useful features, you can easily document all data processing operations in your company.

Comprehensive overview

With heyData you get a complete overview of all your data processing activities. This way, you can ensure that all your data processing procedures comply with the GDPR regulations and avoid data protection gaps.

Expert advice

heyData not only offers an effective software solution, but also access to a team of experienced lawyers. You can contact our data protection experts at any time if you have any questions or uncertainties regarding data protection and compliance.

Discover the advantages of an external data protection officer!

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Frequently asked question

Get in touch with our experts!

Creating a record of processing activities as early as possible is recommended, ideally when you start your business. This way, you can ensure compliance with the GDPR from the start and significantly reduce the risk of data breaches.

A register of processing activities offers a number of key benefits. It helps minimise data breaches, which prevents potential financial penalties and reputational damage. It also fosters trust with your customers and partners, which promotes long-term relationships and a positive corporate reputation. It also provides clear internal documentation, which is beneficial for data protection audits and cooperation with data protection authorities.

The complexity depends on the size and scope of the company. For small and medium-sized companies it can be manageable, while larger companies have to put in more effort. For these reasons, our clients very often turn to us when they need fast and effective support so that they do not have to spend weeks creating these documents.

Yes, the register of processing activities should be updated regularly. As business processes can change and new data protection requirements emerge, it is important to keep the record up to date. Regular review and updating ensures that data protection risks continue to be appropriately assessed and managed.