Record of processing activities (ROPA) according to the GDPR

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.

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.

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.

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.

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.

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.