Mandatory Logs

PrivacyEngine™ includes all mandatory logs required under Article 30 of the GDPR.

PrivacyEngine™ includes all mandatory logs required under Article 30 of the GDPR. Use our Records of Processing Activity Log to record all the different ways in which you are using personal data. PrivacyEngine™ will identify risks and maintain records based off the information you put into these logs.
Mandatory Logs

Mandatory Logs

All mandatory logs required under Article 30 of the GDPR are included within PrivacyEngine™:

  • Records of Processing Activity (RoPA)
  • Data Breaches and Incident Management
  • All Data Subject Rights Logs, including
    • Subject Access Request Management,
    • Right to Rectification
    • Right to Erasure (Right to be Forgotten)
    • Right to Restriction of Processing
    • Right to Portability of Data
    • Right to Objection to Processing
    • Right in relation to Profiling and Automated Decision Making
  • IT Systems Log
  • Third Party Log

Maintaining these logs in an effective manner is critical in demonstrating evidence of your  compliance, as defined under Article 30 of the GDPR.

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Records of Processing Activity (RoPa) Log

Records of Processing Activity (RoPA) Log

Record the processing activities for your organisation using our Data Processing Activities form. Engage people across your organisation in the process by adding them as Data Champions to ensure nothing is missed in mapping the data your organisation processes.

Processing Activities stored in the log can be added to, removed, and amended as necessary to ensure your documentation remains accurate and up to date.

Includes the data categories, the group of data subjects, the purpose of processing and the data recipients.

Select Third Parties and IT Systems involved in the activity and attach any policies, procedures, contracts or agreements.

As you are filling out your organisation’s activities PrivacyEngine™ will identify potential risks based off the information provided to help you ensure that processing meets the requirements of the GDPR Regulations.

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Data Breach Log

Data Breach Log

The Data Breach Log form allows you to record all data breaches or incidents involving your organisation using the Breach / Incident Form.

The form allows you to record all the relevant information concerning the Incident including the categories of data, categories of data subject, the number of subjects and records effected, the departments effected, any third party effected, and the processing activities concerned.

Countdown Timer: In the case of a data breach where the breach presents a risk to the affected individuals, PrivacyEngine™ platform will begin a 72 hour countdown timer to when the relevant supervisory authority should be notified under the General Data Protection Regulation (GDPR) requirements.

Risk: On recording a breach or incident the form requires that a risk is created. Here you can give a risk rating based on how serious you consider the breach to be for affected individuals. Actions can be assigned based on the risk to Data Champions across your organisation.

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Data Subject Log

Data Subject Log

The Data Subject Log allows you to record requests made by a Data Subject, and the right under which the request was made:

  • Right of Access (Subject Access Request)
  • Right to Rectification
  • Right to Erasure (Right to be Forgotten)
  • Right to Restriction of Processing
  • Right to Portability of Data
  • Right to Objection to Processing
  • Right in relation to Profiling and Automated Decision Making

Record verification method's used to confirm the identity of the Data Subject.

Log all correspondence between your organisation and the Subject, upload any email or scanned documents.

Assign Risks and Actions to individuals in your organisation in relation to the request.

The Data Subject Log includes a countdown timer to help you ensure that requests made are dealt with in time.  Once the request is logged the timer will begin a 30-day countdown which can be extended to 60 days for more complex queries (provided the Data Subject is notified).

Generate reports on the requests made to your organisation.

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IT Systems Log

IT Systems Log

The IT Systems log allows you to record all IT Systems used in your organisation. The log records the IT System owners whether Third Party or employees, where the data is held and the security features employed; encryption, failover, redundancy, and security testing. PrivacyEngine™ platform will identify potential risks based on the information provided.

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Third Party Log

Third Party Log

The Third Party Log allows you to keep track of:

  • Contracts between your organisation and the Third Party.
  • The Data Processing Activities the third party is involved with and role of the third party (Data Controller, Join Data Controller, Data Processor, Nominated Representative, Data Recipient).
  • Any Breaches or Incidents involving the third party.
  • IT Systems used by your organisation owned by the third party.
  • Questionnaires sent to the Third Party to assess their compliance, security practices, and measures it will take to secure its systems.

The Third Party Log allows you to upload contracts between your organisation and the third party such as Data Protection Policy, Data Sharing Agreement, Data Retention Policy.

With access to PrivacyEngine™ templates documenting your GDPR compliance is made easier.

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FOI Log

Freedom of Information (FOI) Log

The Freedom of Information Log (FOI) allows you to record requests made by a Data Subject under the Freedom of Information Act.

Record verification method's used to confirm the identity of the Data Subject.

Log all correspondence between your organisation and the Subject, upload any email or scanned documents.

Set deadlines on the completion of requests.

Assign Risks and Actions to individuals in your organisation in relation to the request.

Generate reports on the requests made to your organisation.

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