Record of Processing Activities (ROPA) under GDPR
Create and maintain your record of processing activities in accordance with Article 30 GDPR – digitally, guided, and legally compliant – with the heyData platform and certified data protection experts by your side.
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Stay compliant with ease – no matter the size.
You can only protect what you have documented
Outdated Excel lists
Processing activities are recorded once and then never updated, meaning new tools, processes, and processors simply never appear in the record of processing activities.
Undetected new processing activities
New SaaS tools or processes often start handling personal data before the privacy department even knows about them, leaving the record of processing activities out of sync with reality.
Time-consuming audits & inquiries
When faced with inquiries from supervisory authorities, customer audits, or internal reviews, information has to be painstakingly gathered from emails, spreadsheets, and the minds of individual employees.
Everything you need to fully manage your ROPA
Purposes, data, recipients, deadlines, and records – managed clearly instead of scattered across spreadsheets and the minds of individual employees.
Purposes & Controllers
Define the controller, the purpose, and the legal basis for each processing activity – including the data protection officer and any representative.
Data & data subject categories
Record which personal data is processed and which groups of people are affected – from customers and employees to applicants.
Recipients & third-country transfers
Document who has access to the data—both internally and externally—and what safeguards are in place for transfers outside the EU/EEA.
Retention & deletion periods
Set clear, transparent deletion periods for every processing activity and automatically keep track of upcoming deletions.
Link to TOMs & risks
Link every processing activity to the appropriate technical and organizational measures, as well as relevant risks and special cases such as special categories of data.
Audit-ready exports
Provide your complete ROPA or individual processing activities in a structured format for supervisory authorities, clients, or internal audits at any time.
Everything you need in one place
Manage all processing activities centrally
- Capture processing activities from all departments
- Directly link tools and systems in use
- Document legal bases for each processing activity
- Assign data categories and groups of data subjects
- Centrally store retention and deletion periods
- Make responsibilities clearly traceable
Connect your ROPA directly to your compliance management
- Link processing activities with technical and organizational measures (TOMs) and risks
- Assign data processors and third-country transfers
- Document changes in a versioned and traceable manner
- Provide documentation for supervisory authorities and customer inquiries
Why choose heyData for your Record of Processing Activities?
Guided process
Create your ROPA digitally and in a legally compliant way, step by step – no prior data protection knowledge required.
Comprehensive overview
All processing activities, tools, and responsibilities at a glance, instead of scattered across spreadsheets and emails.
Expert advice
Access to experienced data protection lawyers for individual assessments regarding legal bases, deadlines, and third-country transfers.
Legal certainty
GDPR-compliant ROPA that stands up to scrutiny from supervisory authorities, clients, and auditors – without weeks of internal effort.
No commitment. 15 minutes is all it takes.
What our customers say
2,500+ customers trust heyData with their information security.
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FAQs
Can't find what you're looking for? Our team will get back to you within one business day.
What counts as a processing activity at heyData?
What counts as a processing activity at heyData?
At heyData, we define a processing activity as a distinct business process or tool used to collect, store, or use personal data for a common purpose — for example, applicant management, payroll, or newsletter distribution. This keeps your ROPA clear yet complete.
When does a Record of Processing Activities need to be created?
When does a Record of Processing Activities need to be created?
It's advisable to create a Record of Processing Activities (ROPA) as early as possible — ideally right at the start of business operations. That way, you ensure GDPR compliance from the outset and significantly reduce the risk of violations.
Does heyData's ROPA also support ISO 27001?
Does heyData's ROPA also support ISO 27001?
Yes. Since processing activities in the heyData platform can be linked to assets, risks, and TOMs, the information recorded there can also be used for the requirements of ISO 27001 — for example, to demonstrate responsibilities and protective measures.
How does a ROPA support GDPR compliance overall?
How does a ROPA support GDPR compliance overall?
The ROPA is the foundation for many other data protection obligations: it shows where a data protection impact assessment might be necessary, where processors are missing, and where deletion deadlines are overdue. Without an up-to-date ROPA, there's no basis for assessing GDPR compliance in the first place.
Can the data from the ROPA be exported?
Can the data from the ROPA be exported?
Yes, the complete record or individual processing activities can be exported in a structured format at any time — for example, for supervisory authorities, customer inquiries, or internal audits.
What are the benefits of a record of processing activities for my company?
What are the benefits of a record of processing activities for my company?
A ROPA helps prevent data breaches and thus protects against fines and reputational damage. It also strengthens the trust of customers and partners and ensures clear internal documentation, which is an advantage in data protection audits and in exchanges with supervisory authorities.
Is creating a Record of Processing Activities complicated?
Is creating a Record of Processing Activities complicated?
The effort depends on the size and complexity of the company. For small and medium-sized companies it's manageable; larger companies need more structure. That's why many of our customers turn to us when they need fast, guided support instead of spending weeks on creating it.
Does a record of processing activities need to be updated regularly?
Does a record of processing activities need to be updated regularly?
Yes. Since business processes change and new tools are added, the ROPA must be kept up to date on an ongoing basis. Regular reviews ensure that data protection risks continue to be appropriately assessed and managed.
What is the difference between a Record of Processing Activities (ROPA) and a procedure register?
What is the difference between a Record of Processing Activities (ROPA) and a procedure register?
The terms are often used interchangeably but don't mean exactly the same thing. The Record of Processing Activities is the detailed list of all processing activities as required by the GDPR. The procedure register dates back to the pre-GDPR era and was a requirement of the German Federal Data Protection Act (BDSG) — with a similar purpose, but far less detail.
Build once, cover many standards.
Your GDPR work carries over directly to other regulations. See how much you have already covered with heyData.
GDPR
Risk assessments, TOMs, and policies from your GDPR work are integrated directly. No double work.
ISO 27001 & ISMS
Risk assessments, technical and organizational measures, and policies from your GDPR work are integrated directly. No double work.
NIS2 Compliance
Reporting obligations, incident response, and supply chain management build directly on your GDPR foundation.
EU AI Act
Data protection impact assessments and documentation requirements draw directly on existing GDPR processes.
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