⚖️ GDPR Management

"Document processing, prove compliance, and manage privacy risks."
Stay aligned with GDPR obligations through structured records and dependencies.

One of the main challenges under strict privacy regulations such as the GDPR is ensuring that all processing activities are properly documented.

Brainframe GRC provides dedicated templates and automation to streamline compliance, making it easier to maintain a complete and auditable Record of Processing Activities (RoPA).

1️⃣ Core Documentation Requirements

When documenting a processing activity, you must include:

• 👥 Relevant data subjects
• 📂 Nature of data processed
• 📜 Legal basis for processing
• 🏢 Your role in the processing
• 📥 Data sources and storage locations
• 📤 Recipients of the data
• 🗑 Retention and disposal procedures

2️⃣ Dedicated Document Types

Brainframe includes several specialized document types with built-in templates and automated behaviors to help you manage GDPR compliance efficiently.

📄 Data Processing Activity

• Lets you link or create related assets such as suppliers, systems, or datasets.
• Prompts you for all relevant processing properties (document properties) during creation.
• Ensures your RoPA is complete and compliant.

3️⃣ Visualizing Dependencies

• Use Linked Documents and the Dependency Tracker Graph to see all connections between a processing activity and its related assets, risks, or agreements.
• Understand how data flows internally and to third parties.

4️⃣ Inventory of GDPR Data

The **Inventory Overview menu** lets you:

• Group GDPR-related data in a consolidated view.
• Drill down by document type for a detailed list of properties.

5️⃣ Global Dependencies

• Use the Collections menu to select multiple processing activities.
• Visualize their combined dependencies across departments or systems.
• Perfect for mapping end-to-end data flows in audits or DPIAs.

6️⃣ Managing Suppliers

Vendor risk management is a critical GDPR obligation. Brainframe provides:

• A dedicated Supplier or Subcontractor document type.
• Pre-built vendor review templates.
• Structured storage of contracts, Data Processing Agreements (DPAs), and validation checklists.

7️⃣ Data Protection Impact Assessment (DPIA)

A DPIA is required when:

• Special categories of personal data are processed.
• Processing is likely to pose high risks to data subjects’ rights and freedoms.

Brainframe GRC provides:

• A dedicated DPIA document type.
• Ready-to-use templates for risk evaluation and mitigation planning.

8️⃣ Best Practices

• 🗂 Use categories consistently – Keep processing activities grouped by department or system.
• 🔗 Link dependencies – Always connect suppliers, assets, and risks to processing activities.
• 📜 Update RoPA regularly – Especially after adding new systems, vendors, or data flows.
• 👥 Assign clear ownership – Every processing activity should have a responsible person.
• 🚨 Trigger DPIAs early – Don’t wait until an auditor asks; assess risk before implementation.

🎯 Visual Checklist

• [x] All processing activities documented in RoPA
• [x] Dependencies mapped in the graph view
• [ ] Suppliers linked with contracts and DPAs
• [ ] GDPR inventory exported for audit
• [ ] DPIAs performed where high risks are present

Updated on: 05/09/2025