Table of Contents
- 1. Privacy Policy
- What is it?
- Why It’s Critical:
- Key Elements:
- 2. Data Protection Policy
- What is it?
- Why It’s Critical:
- Key Elements:
- 3. Record of Processing Activities (ROPA)
- What is it?
- Why It’s Critical:
- Key Elements:
- 4. Data Subject Rights Request Log
- What is it?
- Why It’s Critical:
- Key Elements:
- 5. Data Processing Agreements (DPAs)
- What is it?
- Why It’s Critical:
- Key Elements:
- 6. Data Breach Response Plan
- What is it?
- Why It’s Critical:
- Key Elements:
- 7. Consent Records
- What is it?
- Why It’s Critical:
- Key Elements:
- 8. Data Protection Impact Assessment (DPIA)
- What is it?
- Why It’s Critical:
- Key Elements:
- 9. Employee Data Protection Training Records
- What is it?
- Why It’s Critical:
- Key Elements:
- 10. Third-Party Vendor Risk Assessments
- What is it?
- Why It’s Critical:
- Key Elements:
- Final Takeaway
Under the GDPR, compliance doesn’t end with good intentions, it requires solid documentation to prove your practices are legal, transparent, and accountable.
These 10 documents form the backbone of GDPR compliance for most organizations.
1. Privacy Policy
What is it?
A public-facing statement that explains how your business collects, uses, shares, and protects personal data.
Why It’s Critical:
Transparency is a GDPR core principle. Without a clear privacy policy, your business risks fines and loss of customer trust.
Key Elements:
- Data types collected
- Processing purposes and legal basis
- Data retention periods
- Data subject rights
- Third-party sharing
- Contact info for questions or complaints
2. Data Protection Policy
What is it?
An internal document outlining your company’s approach to GDPR compliance and data protection responsibilities.
Why It’s Critical:
It guides employees and proves to regulators your commitment to accountability.
Key Elements:
- GDPR principles
- Roles and responsibilities
- Security protocols
- Breach handling
- Training and awareness requirements
3. Record of Processing Activities (ROPA)
What is it?
A detailed inventory of all personal data processing activities carried out by your business.
Why It’s Critical:
Required for most organizations, it helps you understand your data flows and enables regulators to assess compliance.
Key Elements:
- Data categories and subjects
- Processing purposes
- Legal bases
- Recipients and transfers
- Security measures
4. Data Subject Rights Request Log
What is it?
A record tracking requests from individuals to exercise their GDPR rights (e.g., access, deletion).
Why It’s Critical:
Helps ensure timely, compliant responses to data subject requests and demonstrates your responsiveness.
Key Elements:
- Request type and date
- Verification procedures
- Action taken and deadlines
- Communication records
5. Data Processing Agreements (DPAs)
What is it?
Contracts between your business (controller) and third-party processors outlining GDPR obligations.
Why It’s Critical:
They allocate responsibility and liability, ensuring processors protect personal data appropriately.
Key Elements:
- Processing instructions
- Security requirements
- Sub-processor conditions
- Breach notification terms
- Data return/deletion clauses
6. Data Breach Response Plan
What is it?
A predefined process your business follows when a personal data breach occurs.
Why It’s Critical:
Ensures you detect, report, and manage breaches within GDPR’s tight 72-hour notification window.
Key Elements:
- Breach identification and reporting
- Roles and responsibilities
- Communication plans
- Mitigation and documentation
7. Consent Records
What is it?
Documentation proving that individuals have given clear and explicit permission for data processing.
Why It’s Critical:
When consent is your lawful basis, GDPR demands you demonstrate it was freely given, specific, informed, and revocable.
Key Elements:
- Timestamp and method of consent
- Information provided at consent
- Withdrawal mechanisms
- Audit trail of consent status
8. Data Protection Impact Assessment (DPIA)
What is it?
A risk assessment tool to identify and mitigate privacy risks before high-risk data processing activities start.
Why It’s Critical:
It’s legally required for certain types of processing and helps prevent costly breaches or fines.
Key Elements:
- Description of processing and purpose
- Risk identification and evaluation
- Mitigation measures
- Stakeholder consultation
- DPIA outcomes
9. Employee Data Protection Training Records
What is it?
Proof that your employees have received GDPR-related privacy and security training.
Why It’s Critical:
Trained employees are less likely to cause breaches or mishandle data, and regulators expect training evidence.
Key Elements:
- Training dates and attendees
- Topics covered
- Assessment results
- Refresher training schedules
10. Third-Party Vendor Risk Assessments
What is it?
Evaluations of vendors who process personal data to ensure they meet GDPR requirements.
Why It’s Critical:
You remain responsible for data processed by third parties, so thorough assessments reduce compliance and security risks.
Key Elements:
- Vendor details and data processed
- Security and compliance certifications
- Risk ratings and mitigation plans
- Reassessment dates
Final Takeaway
Understanding what each GDPR document is and why it matters is the first step in building compliance confidence. Together, these documents protect your business and your customers.