Stop maintaining your RoPA in spreadsheets. TruePrivacy auto-populates and continuously updates your GDPR Article 30 Record of Processing Activities from live data discovery — every required field, always current.
RoPA records list showing processing activities and completion status

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In this section

Managing Records

Create processing activities — purpose, legal basis, data categories, recipients, transfers, retention — and keep them current.

Reports & Export

Generate GDPR Article 30 reports, controller vs. processor views, and regulator-ready exports.

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Auto-population from the data map

RoPA entries are created and updated automatically from the data map. When a new data store is discovered or an existing one changes, the corresponding processing activity record updates without manual intervention. Every Article 30 mandatory field is captured for both controllers and processors:
  • Processing purposes and data categories
  • Categories of data subjects and recipients
  • International transfers and their mechanisms
  • Retention periods
  • Technical and organizational security measures

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Workflow

1

Connect data sources

Integrations feed data discovery, which drafts processing activity records automatically.
2

Enrich records

Business and legal teams complete purposes, legal bases, retention, and security measures with guided forms that flag missing mandatory fields.
3

Review and validate

The DPO and legal team approve each record; approvals are tracked per processing activity with who validated what and when.
4

Maintain automatically

As systems change, affected records are flagged and owners notified — your RoPA never goes stale between formal reviews.

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Multi-entity RoPAs

Manage separate RoPAs for multiple legal entities, controller–processor relationships, and joint controller arrangements from a single interface. View them individually for entity-level compliance or consolidated for group reporting.

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Export and reporting

Export a fully formatted, printable RoPA on demand in PDF, Excel, or CSV. The export includes all Article 30 fields and is structured to match templates issued by major European DPAs — ready to hand over during an audit or investigation.
Migrating from a spreadsheet? Use the CSV import template to map your existing columns to the RoPA data model. Imported records are immediately editable and start benefiting from continuous update monitoring.
Under GDPR Article 30, the small-organization exemption is narrow: it does not apply if processing is risky, non-occasional, or involves special category data. Most businesses should maintain a RoPA regardless of headcount.