Your record of processing activities and the GDPR

An indispensable part of the BC 5701 certification is setting up and maintaining a record of processing activities. Under the GDPR, certain obligations are imposed on organizations that process personal data. These obligations include keeping a record of processing activities. Maintaining this record of processing activities is very important as it allows you to prove that your organization is operating in accordance with GDPR regulations, also known as the principle of accountability.

How do you create a record of processing activities?

Below we describe a number of steps. By following the steps you can set up and maintain a record of processing activities. This ensures transparency and compliance with data protection laws.

Identify the organization and those responsible

First of all, you need to record the name and contact details of your organization. If applicable, please also provide the details of any joint controllers and the representative of your organization and the Data Protection Officer (DPO).

Describe processing activities

For any processing that takes place under your responsibility, please document the following data:

• The name and contact details of the controller, joint controllers, representative of the controller, and the DPO if applicable;
• The processing purposes;
• The categories of data subjects;
• The categories of personal data;
• The categories of recipients;
• Intended periods for data erasure (if possible);
• A general description of the technical and organizational security controls relating to the processing (if possible).

Ensure that registrations are complete, correct and current. All processing must be clearly recorded in the register.

Record processing activities

If your organization carries out processing on behalf of data controllers, you also record the following information:

• The name and contact details of the organization and of any controller on behalf of which your organization carries out processing activities;
• The categories of processing activities that your organization carries out on behalf of each controller;
• Transfers of personal data to third countries or international organizations, including appropriate safeguards;
• A general description of the technical and organizational security controls of the processing activities.

Ensure traceability

Ensure that the processing activities included in the register are clearly defined and can be traced back to documented processes or process steps.

The importance

In a world where data protection and GDPR compliance are vital, setting up and maintaining a detailed GDPR record of processing activities is key. This is not only an obligation under the law, but also the key to proving your organization’s commitment to data protection.

Follow the above steps carefully and ensure that your register is up to date so that you are always ready to respond to requests from data subjects and supervisory authorities.

Continue working on data protection for a strong and secure digital future.