Easily ensure your compliance with a completed RGPD register example!
Keeping an RGPD register is one of the sine qua non conditions for complying with the established rules... provided you know where to start and how to proceed 😉
So here's some essential information, plus an example of a completed RGPD register to guide you!
Don't forget: the obligation to process personal data can turn into a real winning strategy for your company!
Example of a completed RGPD register: a concrete illustration
A properly completed RGPD register example proves very useful to help you produce a complete and comprehensible document, containing all the information relating to data processing.
💡 Looking for a template? The CNIL provides one here.
This free document provides a clear framework that meets the criteria established by the Commission Nationale de l'Informatique et des Libertés. It is a valuable educational resource for company directors, compliance officers and those responsible for personal data.
☝️ As a reminder, the RGPD register:
- provides an exhaustive record of the various data processing operations carried out;
- is intended for consultation by compliance or personal data managers.
What should a completed RGPD register contain?
According to CNIL guidelines (2023), a completed RGPD register must systematically contain the following key information:
- the contact details of the data controllers: this involves clearly identifying the person or entity with authority over the data processing ;
- the purposes of the processing: the precise reasons for which the data is processed must be explained, avoiding any ambiguity;
- categories of personal data and recipients: these categories group together the types of data collected and the entities that will have access to them, justifying the need for such sharing;
- deadlines for deleting the various categories of data: each category of data must have a retention period defined by compliance with legislation or the company's operational requirements;
- a general description of technical and organizational security measures: this includes notification of the systems in place to secure data, such as encryption, firewalls, employee training and other access controls.
☝️ To ensure the effectiveness of the register of data processing activities, each processing sheet must contain all the information needed to meet compliance requirements, and be sufficiently clear and comprehensible to facilitate analysis and interpretation of the information.
How to fill in a RGPD register properly?
Creating an RGPD register starts with a detailed analysis of the personal data processing processes within the company.
Here are a few steps to follow, recommended by the government portal France Num:
- Identify personal data processing: processing activities must be listed and detailed. This ranges from the collection of customer information to its archiving or deletion.
- Document each processing operation: for each activity identified, a processing sheet must be created in the register. This sheet will contain the information required by the CNIL (purposes of processing, categories of data processed, retention periods, etc.).
- Establish security measures: you must analyze and record the security procedures and tools put in place to protect data. To this end, the CNIL offers a guide to the security measures to be integrated.
- Plan updates: as regulations and company activities evolve, the register needs to be updated regularly to maintain its relevance and accuracy, as the CNIL indicates on its website.
- Organize regular audits: these are essential to ensure the register's accuracy and verify the effectiveness of security measures.
💡 Tip: to help you with these tasks, it's possible to rely on dedicated software, handy for saving time and avoiding costly errors.
This is notably what Witik offers, a comprehensive RGPD compliance platform. In particular, it includes a feature dedicated to the automatic generation of perfectly compliant registers, since designed from a template devised by a law firm. These registers can be customized to suit your company's specific requirements, and artificial intelligence technology helps you to draw up your treatment sheets more quickly.
RGPD register: focus on employee training and user rights management
Having created a register of processing activities, in line with RGPD obligations, it's time to highlight an often underestimated but fundamental aspect: ongoing RGPD training for teams.
The CNIL offers various resources to develop the understanding and skills needed to meet the challenges of data protection, including:
- online training and practical guides;
- the latest regulatory news tailored to various sectoral aspects.
A properly completed RGPD register should also reflect how a company approaches the management of data subjects' rights.
Each register must detail the processes put in place to respond effectively - and transparently - to requests from individuals exercising their rights under the RGPD, such as the right to access, rectify, and delete their personal data.
This demonstrates not only technical compliance, but also a user-centric approach. Ultimately, the RGPD register is founded on respect for individual rights and building a relationship of trust with your customers.
What to remember about the completed RGPD register example
The RGPD register is a linchpin of compliance in any company. It accurately documents the processing of personal data. Its value lies in the accuracy of its contents and the thorough knowledge of its usefulness by those who manage it.
A well-maintained register reflects a company's rigorous approach to data management, and demonstrates its concern for security and transparency. By updating it regularly, you prove not only that you comply with the rules in force, but also that you are committed to protecting users' personal information.
Managing an RGPD register can be complex, which is why many software solutions enable you to simplify this process, from automating register maintenance, to updating information in real time.
Article translated from French