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Example Association GDPR Documentation Data Inventory

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L
Len Murphy

GDPR compliance involves documentation of data processing activities. This spreadsheet is an example data inventory for a small U.S. based association. The example spreadsheet is based in the UK ICO's recommended template.

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Name and contact details Data Protection Officer (if applicable) Representative (if applicable) Name Association Name Not Applicable Name Address Street, city, postcode Address Street, city, postcode Address Email Email address Email Email address Email Telephone Tel. number Telephone Tel. number Telephone
Representative (if applicable) N/A N/A N/A N/A
Notes Instructions Guidance Use this template to document the processing activities you undertake as a controller. Headings highlighted green are required areas of documentation under Article 30 of the GDPR. Headings highlighted orange are required areas of documentation under Schedule 1 of the Data Protection Bill. Headings highlighted yellow are optional areas of documentation related to data breach tracking. Headings highlighted purple are optional areas of documentation related to DPIAs. Headings highlighted blue are optional areas of documentation that are not required under Article 30 of the GDPR or Schedule 1 of the Data Protection Bill but are useful for the privacy notice, tracking consent, and fulfilling access rights. 1. Complete your organisation’s name and contact details in cells B3-B6. 2. Complete your data protection officer’s name and contact details (if applicable) in cells D3-D6. 3. Complete your representative’s name and contact details (if applicable) in cells F3-F6. 4. Document your organisation’s processing activities, starting in cell A10, and working from left to right. Where necessary use multiple rows for each processing activity in order to be as granular as possible (see example tab). For more detailed guidance on documentation, please see the Guide to GDPR on the ICO website. The document is informational only and not intended as legal advice nor as an offer of representation.
Purpose ofprocessing Categoriesofrecipients Payroll Employees Contact details N/A 7 years Data subject Payroll Employees Bank details N/A 7 years Data subject Payroll Employees Retirement Plan details N/A 7 years Data subject Payroll Employees N/A 7 years Data subject Payroll Employees Taxdetails N/A 7 years Data subject Payroll Employees N/A 7 years Data subject Payroll Employees N/A 7 years Data subject Payroll Employees pay rate and basis N/A 7 years Data subject Payroll Employees pay periods and dates N/A 7 years Data subject Payroll Employees Vacation Hours N/A 7 years Data subject Payroll Employees Elective Holiday Hours N/A 7 years Data subject Payroll Employees Excused Absence Hours N/A 7 years Data subject Payroll Employees Benefit Deductions N/A 7 years Data subject Payroll Employees sexand occupation N/A 7 years Data subject Payroll Employees Employee Number Payroll provider 7 years employer Temporary Employees Name Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Employee Number Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Date & Time Worked Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Signature Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject HR Employee Supervisor Name Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Employee Supervisor Signature Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Name Internal Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent accounting Temporary Employees Position Title Internal Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent accounting Temporary Employees Payments Internal Article 6(1)(b) -contract N/A temp agency 7 years employer accounting Temporary Employees Communications Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years accounting Personnel file Employees Contact details Internal N/A government Data subject HR Personnel file Employees Social security number Internal N/A government Data subject HR Personnel file Employees employee number Internal operations government employer HR Personnel file Employees offer letter/message Internal N/A government employer HR Personnel file emergency contact name Internal government Data subject HR Personnel file emergency contact relationship Internal government Data subject HR Personnel file emergency contact contact details Internal government Data subject HR Personnel file emergency contact Internal government Data subject HR Personnel file Employees hiring announcement Internal operations government employer HR Personnel file Employees employment application Internal N/A government Data subject HR Personnel file Employees resume Internal N/A government Data subject | agent HR Personnel file Employees job description Internal operations government employer HR Personnel file Employees acceptance letter Internal N/A government Data subject | agent HR Personnel file Employees Internal due diligence government third party resource HR Personnel file Employees hiring communications Internal N/A government HR Personnel file Employees testing Internal due diligence government Data subject HR Personnel file Employees Internal due diligence government Data subject HR Personnel file Employees Federal TaxForm Info Internal N/A government Data subject | agent HR Personnel file Employees State TaxForm Info Internal N/A government Data subject | agent HR Personnel file Employees Direct Deposit Details government Data subject | agent HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees government Data subject HR Personnel file Employees Salary Increase Records Internal government employer HR Personnel file Employees Performance reviews Internal government employer HR Personnel file Employees Internal government employer HR Personnel file Employees Internal government employer HR Personnel file Employees Internal HR Employees Employment Verification Internal | mortgage lender Article 6(1)(a) -consent N/A mortgage lender HR Employees Compensation Info Internal | mortgage lender Article 6(1)(a) -consent N/A mortgage lender HR Employees Internal | mortgage lender Article 6(1)(a) -consent N/A mortgage lender HR I-9 Immigration Employees Contact details Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees alias Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees social security number Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees citizenship status Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees Signature Internal N/A government access controls, secure storage Data subject HR I-9 Immigration Preparer Preparer Information Internal N/A government access controls, secure storage Data subject HR I-9 Immigration Employees Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees Internal government access controls, secure storage Data subject | agent HR I-9 Immigration HR Employee Name and Credentials Internal N/A government access controls, secure storage Data subject HR I-9 Immigration HR Employee Signature Internal N/A government access controls, secure storage Data subject HR Benefits Invoices Employees Name Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Benefits Invoices Employees Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Benefits Invoices Employees Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Benefits Invoices Employees Individual Plan ID Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Employees Name N/A insurers Data subject | agent Employees contact details N/A insurers Data subject | agent Employees Social security number N/A insurers Data subject | agent Employees Date ofBirth N/A insurers Data subject | agent Employees Full-time status N/A insurers Data subject | agent Employees N/A insurers Data subject | agent Employees Primary Care Physician Article 6(1)(b) -contract N/A insurers Data subject | agent Name N/A insurers Data subject | agent relationship N/A insurers Data subject | agent Social security number N/A insurers Data subject | agent Date ofBirth N/A insurers Data subject | agent N/A insurers Data subject | agent Primary Care Physician N/A insurers Data subject | agent Benefits Assistance Benefits Records customer service as needed Data subject | agent HR Shop for Plans Benefits Census Report Article 6(1)(b) -contract N/A insurers historical Data subject | agent HR COBRANotices Contact Details N/A employer HR COBRANotices Communications N/A employer HR COBRANotices Benefits Records N/A employer HR HIPAANotices Contact Details N/A HIPAANotices Communications N/A HR & Company Notices Employees Contact Details Internal operations 7 years HR HR & Company Notices Employees Communications Internal operations 7 years HR Employees Name Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contact details Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Social security number Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Date ofBirth Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Fulltime status Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Compensation Info Article 6(1)(b) -contract N/A insurers Data subject | agent Name Article 6(1)(b) -contract N/A insurers Data subject | agent Social security number Article 6(1)(b) -contract N/A insurers Data subject | agent relationship Article 6(1)(b) -contract N/A insurers Data subject | agent Date ofBirth Article 6(1)(b) -contract N/A insurers Data subject | agent Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries Name Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries contact information Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contact details N/A insurers Data subject | agent Employees Social security number N/A insurers Data subject | agent Employees Date ofBirth N/A insurers Data subject | agent Employees N/A insurers Data subject | agent Name N/A insurers Data subject | agent Social security number N/A insurers Data subject | agent relationship N/A insurers Data subject | agent Date ofBirth N/A insurers Data subject | agent Employees Name Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contact details Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Social security number Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Date ofBirth Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Signature Article 6(1)(b) -contract N/A insurers Data subject | agent Employees hours worked Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Compensation Info Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Date ofEmployment Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contribution percentage Article 6(1)(b) -contract N/A insurers Data subject | agent Employees investment selections Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Roth Options Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries Name Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries contact information Article 6(1)(b) -contract N/A insurers Data subject | agent Employees rollover details Article 6(1)(b) -contract N/A insurers Data subject | agent Employees account balances Article 6(1)(b) -contract N/A insurers Data subject | agent Attendance Employees contact details Internal operations as needed Data subject | agent Attendance Employees leave communications Internal operations as needed Data subject | agent Attendance Employees Internal operations as needed Data subject | agent Attendance Employees scheduled absences Internal operations as needed Data subject | agent Attendance Report Employees Internal | all staff operations as needed employer Special Leave Employees contact details Internal N/A Data subject | agent HR Special Leave Employees leave communications Internal N/A Data subject | agent HR Special Leave Employees Internal N/A Data subject | agent HR Special Leave Employees Internal N/A Data subject | agent HR Employees name operations as needed employer Employees anniversary operations as needed employer Employees Internal | all staff operations as needed employer Promotion Announcement Employees name operations employer HR Promotion Announcement Employees promotion synopsis operations employer HR accommodations Employees contact details Internal N/A Data subject | agent HR accommodations Employees communications Internal N/A Employees Name Article 6(1)(b) -contract N/A government indefinite Employees contact details Article 6(1)(b) -contract N/A government indefinite Employees Social security number Article 6(1)(b) -contract N/A government indefinite Employees Date ofBirth Article 6(1)(b) -contract N/A government indefinite Employees Amount Article 6(1)(b) -contract N/A government indefinite Employees Article 6(1)(b) -contract N/A government indefinite Employees Loan details Article 6(1)(b) -contract N/A government indefinite Retirement Plan Notices Employees Name N/A government indefinite Retirement Plan Notices Employees contact details N/A government indefinite Company Telephone Employees Name Internal | public operations termination N/A Data subject | agent IT Company Telephone Employees access code Internal | public operations termination N/A Data subject | agent IT Company Telephone Employees recorded greetings Internal | public operations termination N/A Data subject | agent IT Employees Name Internal | public operations termination N/A Data subject | agent IT Employees Credentials Internal | public operations termination N/A Data subject | agent IT Company email Employees name Internal | public operations termination N/A IT Company email Employees credentials Internal | public operations termination N/A IT Company email Employees access code Internal | public operations termination N/A IT Company email Employees recorded greetings Internal | public operations termination N/A IT Company email Directories Employees Name Internal | public operations termination N/A IT Company email Directories Employees Credentials Internal | public operations termination N/A IT Company staffDirectories Employees Name Internal | public operations termination N/A IT Company staffDirectories Employees Credentials Internal | public operations termination N/A IT Company staffDirectories Employees Biographical Info Internal | public operations termination N/A IT business cards Employees Name Internal | printer operations termination N/A administration business cards Employees Credentials Internal | printer operations termination N/A administration Organizational Chart Employees Name Internal | public operations historical N/A administration Organizational Chart Employees Credentials Internal | public operations historical N/A administration Building ID Employees Name operations property management termination IT Building ID Employees Credentials operations property management termination IT Building ID Employees Photograph operations property management termination IT Building ID Employees Access areas operations property management termination IT Expense Report Employees Name Internal operations government 7 years Data subject | agent accounting Categories of individuals Categories of personal data GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) Retention schedule (if possible) General description of technical and organizational security measures (if possible) Rights available to individuals The source of the personal data (if applicable) Link to contract with processor Namesof third countries or international organizations that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or international organizations (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data(for access request) Data Protection Impact Assessment required? Data Protection Impact Assessment progress Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasonsfor not adhering to policy document (if applicable) Business function Internal | Payroll provider | government | retirement plan | benefits providers | bank Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan | benefits providers | bank Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | bank | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | bank | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider retirement plan | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Deferred Compensation details Internal | Payroll provider | retirement plan |employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | government | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Hours Worked by day by week Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Overtime Hours Worked by day by week Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | benefits providers | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | benefits providers | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | benefits providers | employee Article 6(1)(f) - legitimate interest; Article 6(1)(c) - legal obligation employee benefit & HR processing Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object accounting | employee aceesible payroll web portal Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Invoice Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Invoice Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Invoice Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Recruiting Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | agent | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object changes of contact details Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability credential/employment verifications Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | agent | emp[loyer Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object authorizations for investigations Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Internal | payroll administrator Article 6(1)(f) - legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Premium Payment Option Plan IRS 125 authorizations Article 6(1)(f) - legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Employee Handbook Acknowledgements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Non-discrimination & non- harassment Acknowledgements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Job Description Receipt Acknowledgements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Doc Retention Policy Acknowledgement Article 6(1)(f) - legitimate interest satisfy foreseeable legal requirements Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Employee Video/Picture Release Internal | web/print design firm | publishers Article 6(1)(f) - legitimate interest staff and organization promotion Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Promotion/Job Change Forms Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Promotion/Job Change Announcements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Mortgage Lender Employment Verification Records Article 6(1)(f) - legitimate interest compliance verification & integrity government | mortgage lender Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Data subject | agent | employer Mortgage Lender Employment Verification Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, withdrawal consent, erasure Data subject | agent | employer Mortgage Lender Employment Verification Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, withdrawal consent, erasure Data subject | agent | employer Mortgage Lender Employment Verification Likelihood of continued employment Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, withdrawal consent, erasure Data subject | agent | employer Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Number for alien reg., I-94 Admiss., Foreign Passport and country Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Identity Documentation Info Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Identity Documentation File copy Article 6(1)(f) - legitimate interest compliance verification, integrity, auditing longest of 3 years after hire or 1 year after termination Access, rectification, restriction, object Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability, object Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability, object Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Dependent Plan Information Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Individual Plan Information Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Plan Choice & Effective Date Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Plan Choice & Effective Date Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Employee and dependents Internal | broker | providers Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Employee and dependents Internal | broker | providers Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability employer | benefits provider HR | employee accessible provider web portals Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability employer | benefits provider HR | employee accessible provider web portals Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object employer | benefits provider Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object employer | benefits provider Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Plan Choices & Effective Date Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Plan Choices & Effective Date Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Plan Choices & Effective Date Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object accounting | administration Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object accounting | administration business out of office plans Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure
Expense Report Employees Credentials Internal operations government 7 years Data subject | agent accounting Expense Report Employees Trip Details Internal operations government 7 years Data subject | agent accounting Expense Report Employees Expense Details Internal operations government 7 years Data subject | agent accounting Expense Reimbursement Employees Name Internal operations 7 years Data subject | agent accounting Expense Reimbursement Employees Internal | bank operations 7 years Data subject | agent accounting Recruitment candidates Contact details Internal N/A 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Qualifications Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Employment history Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Education Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Licenses/Designations Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Training Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Skills Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates employment status Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates references Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage employer HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage employer HR Recruitment candidates writing samples Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment candidates homework Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment candidates communications Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage employer HR Recruitment Testing candidates id Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment Testing candidates test results Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment Testing candidates access controls Internal N/A government 1 year Access controls, secure storage HR Interview candidates name Internal | building security N/A building security 1 year Access controls, secure storage Data subject HR Interview candidates interview notes Internal N/A 1 year Access controls, secure storage HR web Interview candidates contact details Internal N/A 1 year Access controls, secure storage Data subject HR web Interview candidates interview notes Internal N/A 1 year Access controls, secure storage HR phone Interview candidates contact details Internal N/A 1 year Access controls, secure storage Data subject HR phone Interview candidates interview notes Internal N/A 1 year Access controls, secure storage HR workers comp claim employees contact details Internal | insurer | lawfirm N/A insurer Data subject workers comp claim employees incident details Internal | insurer | lawfirm N/A insurer workers comp claim employees Internal | insurer | lawfirm N/A insurer life insurance claim employees contact details N/A insurer Data subject life insurance claim employees incident details N/A insurer life insurance claim employees N/A insurer life insurance claim beneficiary N/A insurer disability claim employees contact details internal | insurers N/A insurer Data subject disability claim employees incident details internal | insurers N/A insurer disability claim employees internal | insurers N/A insurer Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object expense reference notation Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Offices held in professional associations Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability compensation requirements Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability readiness to complete essential job functions Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability availability during planned work hours or extra hours Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability readiness to travel if relevant Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability criminal convictions (if relevant and permissible) Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability interview question examples Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability impermissible interview question examples Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability HR preliminary evaluations Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals
Purpose of processing Categories of individuals Categories of recipients Rights available to individuals Annual Dues Existing Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Access, rectification, restriction, portability Data subject | agent Administration Annual Dues Existing Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting Annual Dues Existing Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years secure storage, encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting Annual Dues Existing Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A 2 years or less Access controls Access, rectification, restriction, portability Data subject | agent Administration Member Profile Existing Customers Leadership Details Article 6(1)(f) - legitimate interest customer service historical Encrypted collection, access controls Access, rectification, restriction, object Data subject | agent AMS Committee Involvement Existing Customers Committee Member Details Article 6(1)(f) - legitimate interest customer service historical Access, rectification, restriction, object Data subject | agent AMS Utilization Report Existing Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Existing Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Existing Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS User Management Existing Customers Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Executive ePublications Existing Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Annual Dues Potential Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Access, rectification, restriction, portability Data subject | agent Administration Annual Dues Potential Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A 2 years or less Access controls Access, rectification, restriction, portability Data subject | agent Administration Member Profile Potential Customers Leadership Details Article 6(1)(f) - legitimate interest customer service historical Encrypted collection, access controls Access, rectification, restriction, object Data subject | agent AMS Utilization Report Potential Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Potential Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Potential Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS User Management Potential Customers Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Executive ePublications Potential Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Categories of personal data GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) Retention schedule (if possible) General description of technical and organizational security measures (if possible) The source of the personal data (if applicable) Link to contract with processor Names of third countries or international organizations that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or international organizations (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data (for access request) Data Protection Impact Assessment required? Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Employee Subscribers Details Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Usage Records Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Transcripts Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscriber Details Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Employee Subscribers Details Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Usage Records Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Transcripts Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscriber Details Internal | ams vendor | member company administrator
Data Protection Impact Assessment progress Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasons for not adhering to policy document (if applicable) Business function
Purpose of processing Categories of individuals Categories of personal data Categories of recipients Retention schedule (if possible) Rights available to individuals User Registration Existing Customers Contact details Article 6(1)(b) - contract N/A historical Access controls Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Existing Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting User Registration Existing Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years secure storage, encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting User Registration Existing Customers Professional Credentials Article 6(1)(f) - legitimate interest operations historical Encrypted collection, access controls Access, rectification, restriction, object Data subject IT | AMS | administration User Registration Existing Customers office details Article 6(1)(f) - legitimate interest operations historical Access, rectification, restriction, object Data subject | agent IT | AMS User Registration Existing Customers Enrollment Communications Internal Article 6(1)(f) - legitimate interest operations 2 years or less Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Account Access Control Existing Customers username/password Internal | ams vendor Article 6(1)(f) - legitimate interest security ams vendor as needed Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Existing Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | consultation staff Consultation Services Existing Customers office details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | consultation staff Consultation Services Existing Customers consultation communications Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent Consultation Services Third-parties inquiry information Internal | ams vendor Article 6(1)(f) - legitimate interest customer service 90 days Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent Log Consultation Services Existing Customers Contact details Article 6(1)(f) - legitimate interest business analytics historical Access controls Access, rectification, restriction, object Data subject | agent Log Consultation Services Third-parties inquiry information Article 6(1)(f) - legitimate interest business analytics historical Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent electronic library access Existing Customers Contact details Article 6(1)(f) - legitimate interest provide reference materials historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS electronic library access Existing Customers general web session data Article 6(1)(f) - legitimate interest business analytics historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Existing Customers Contact details Article 6(1)(f) - legitimate interest industry news and education no archive Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Existing Customers recipient preferences Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS text Alerts Existing Customers recipient preferences Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS text Alerts Existing Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Existing Customers Contact details Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Existing Customers results/activity Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Existing Customers session communications Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS CE Processing Existing Customers name Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Existing Customers license number Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Existing Customers course results Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS hosted webinar Existing Customers Contact details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, portability Data subject | agent IT | AMS hosted webinar Existing Customers session communications Article 6(1)(f) - legitimate interest industry news and education hosting vendor no archive Access, rectification, restriction, portability Data subject | agent IT | AMS hosted webinar Existing Customers participation details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, portability Data subject | agent IT | AMS GIS Research Existing Customers Contact details Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, portability Data subject | agent IT | AMS GIS Research Existing Customers general web session data Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, portability Data subject | agent IT | AMS GIS Research Third-parties location Article 6(1)(f) - legitimate interest provide customized research no archive Access, rectification, restriction, portability Data subject | agent IT | AMS Profile Maintenance Existing Customers professional details Article 6(1)(f) - legitimate interest customer service historical Access, rectification, restriction, portability Data subject | agent IT | AMS Profile Maintenance Existing Customers user preferences Article 6(1)(f) - legitimate interest customer service End of customer relationship plus 7 Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Contact details Article 6(1)(b) - contract N/A historical Access controls Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years secure storage, encrypted transaction Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Professional Credentials Article 6(1)(f) - legitimate interest operations historical Encrypted collection, access controls Access, rectification, restriction, object Data subject IT | AMS User Registration Potential Customers office details Article 6(1)(f) - legitimate interest operations historical Access, rectification, restriction, object Data subject | agent IT | AMS User Registration Potential Customers Enrollment Communications Internal Article 6(1)(f) - legitimate interest operations no archive Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Account Access Control Potential Customers username/password Internal | ams vendor Article 6(1)(f) - legitimate interest security ams vendor as needed Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Potential Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Potential Customers office details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Potential Customers consultation communications Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Third-parties inquiry information Internal | ams vendor Article 6(1)(f) - legitimate interest customer service no archive Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent IT | AMS Log Consultation Services Potential Customers Contact details Article 6(1)(f) - legitimate interest business analytics historical Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Log Consultation Services Third-parties inquiry information Article 6(1)(f) - legitimate interest business analytics historical Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent IT | AMS electronic library access Potential Customers Contact details Article 6(1)(f) - legitimate interest provide reference materials historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS electronic library access Potential Customers general web session data Article 6(1)(f) - legitimate interest business analytics historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Potential Customers Contact details Article 6(1)(f) - legitimate interest industry news and education no archive Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Potential Customers recipient preferences Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS text Alerts Potential Customers recipient preferences Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS text Alerts Potential Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Potential Customers Contact details Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Potential Customers results/activity Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Potential Customers session communications Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS CE Processing Potential Customers name Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Potential Customers license number Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Potential Customers course results Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS hosted webinar Potential Customers Contact details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, object Data subject | agent IT | AMS hosted webinar Potential Customers session communications Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, object Data subject | agent IT | AMS hosted webinar Potential Customers participation details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, object Data subject | agent IT | AMS GIS Research Potential Customers Contact details Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, object Data subject | agent IT | AMS GIS Research Potential Customers general web session data Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, object Data subject | agent IT | AMS GIS Research Third-parties location Article 6(1)(f) - legitimate interest customer service no archive Access, rectification, restriction, object Data subject | agent IT | AMS Profile Maintenance Potential Customers professional details Article 6(1)(f) - legitimate interest customer service End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS Profile Maintenance Potential Customers user preferences Article 6(1)(f) - legitimate interest customer service End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) General description of technical and organizational security measures (if possible) The source of the personal data (if applicable) Link to contract with processor Names of third countries or internationa l organization s that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or internationa l organization s (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data (for access request) Data Protection Impact Assessment required? Data Protection Impact Assessment progress Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasons for not adhering to policy document (if applicable) Business function Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage IT | ams| consultation staff IT | ams| consultation staff Internal | ams vendor | member company administrator IT | ams| consultation staff Internal | ams vendor | member company administrator IT | ams| consultation staff Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage, psuedonymization Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage, psuedonymization Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage
Purpose of processing Categories of individuals Categories of personal data Categories of recipients Rights available to individuals Annual Dues Existing Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Data subject | agent IT | Administration Annual Dues Existing Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Data subject | agent Finance/Accounting Annual Dues Existing Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years Data subject | agent Finance/Accounting Annual Dues Existing Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A no archive Access controls Data subject | agent IT | Administration Member Profile Existing Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Data subject | agent IT | AMS Committee Involvement Existing Customers Contact Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Data subject | agent IT | AMS Utilization Report Existing Customers Employee Subscribers Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Existing Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Existing Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS User Management Existing Customers Employee Subscriber Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Data subject | agent IT | AMS Executive ePublications Existing Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Data subject | agent IT | AMS Annual Dues Potential Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Data subject | agent IT | Administration Annual Dues Potential Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A no archive Access controls Data subject | agent IT | Administration Member Profile Potential Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Data subject | agent IT | AMS Utilization Report Potential Customers Employee Subscribers Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Potential Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Potential Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS User Management Potential Customers Employee Subscriber Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent IT | AMS Executive ePublications Potential Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Data subject | agent IT | AMS GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) Retention schedule (if possible) General description of technical and organizational security measures (if possible) The source of the personal data (if applicable) Link to contract with processor Names of third countries or internationa l organization s that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or internationa l organization s (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data (for access request) Data Protection Impact Assessment required? Data Protection Impact Assessment progress Access, rectification, restriction, portability Access, rectification, restriction, portability secure storage, encrypted transaction Access, rectification, restriction, portability Access, rectification, restriction, portability Encrypted collection, access controls Access, rectification, restriction, object Encrypted collection, access controls, secure storage Access, rectification, restriction, object Access, rectification, restriction, object Employee Subscribers Usage Records Access, rectification, restriction, object Employee Subscribers Transcripts Access, rectification, restriction, object Access, rectification, restriction, object Access, rectification, restriction, object Access, rectification, restriction, portability Access, rectification, restriction, portability Encrypted collection, access controls Access, rectification, restriction, object Access, rectification, restriction, object Employee Subscribers Usage Records Access, rectification, restriction, object Employee Subscribers Transcripts Access, rectification, restriction, object Access, rectification, restriction, object Access, rectification, restriction, object
Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasons for not adhering to policy document (if applicable) Business function
Purpose of processing Categories of individuals Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Lead Retrieval Service Existing Customers Hall Setup Existing Customers Exhibitor Session Registration Existing Customers Exhibitor Booth Staffing Registration Existing Customers Existing Customers Exhibitor Session Registration Existing Customers Exhibitor Booth Staffing Registration Existing Customers Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Exhibitor Special Event Staff Registration Exhibitor Special Event Staff Registration
Sponsorship Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Expo Operations Existing Customers Expo Operations Existing Customers Expo Operations Existing Customers Attendee List Event Participants Name Badges Event Participants Name Badges Event Participants Conference App Existing Customers Conference App Existing Customers Prepare Print Materials Existing Customers Prepare Print Materials Existing Customers Conference Print Materials Existing Customers Conference Print Materials Existing Customers Web Page Design Existing Customers Web Page Design Existing Customers Conference Web Page Existing Customers Conference Web Page Existing Customers Association Social Media Existing Customers Association Social Media Existing Customers Association ePubs Existing Customers Association ePubs Existing Customers Website Secure Access Existing Customers
Conf App Secure Access Existing Customers Direct marketing Existing Customers Direct marketing Existing customers Direct marketing Existing customers Direct marketing Existing Customers Historical Analysis Existing Customers Historical Analysis Existing Customers Quote Business Potential Customers Quote Business Potential Customers Quote Business Potential Customers Direct marketing Potential Customers Direct marketing Potential Customers Direct marketing Potential Customers Legal Notices Existing Customers Legal Notices Existing Customers Security Notices Existing Customers Security Notices Existing Customers Hotel Room Block Commitment Existing Customers Create Promotional Materials Event Participants Create Promotional Materials Event Participants marketing and promotional advertising Event Participants marketing and promotional advertising Event Participants
Example Association GDPR Documentation Data Inventory
Example Association GDPR Documentation Data Inventory
Example Association GDPR Documentation Data Inventory
Example Association GDPR Documentation Data Inventory
Example Association GDPR Documentation Data Inventory

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Example Association GDPR Documentation Data Inventory

  • 1. Name and contact details Data Protection Officer (if applicable) Representative (if applicable) Name Association Name Not Applicable Name Address Street, city, postcode Address Street, city, postcode Address Email Email address Email Email address Email Telephone Tel. number Telephone Tel. number Telephone
  • 3. Notes Instructions Guidance Use this template to document the processing activities you undertake as a controller. Headings highlighted green are required areas of documentation under Article 30 of the GDPR. Headings highlighted orange are required areas of documentation under Schedule 1 of the Data Protection Bill. Headings highlighted yellow are optional areas of documentation related to data breach tracking. Headings highlighted purple are optional areas of documentation related to DPIAs. Headings highlighted blue are optional areas of documentation that are not required under Article 30 of the GDPR or Schedule 1 of the Data Protection Bill but are useful for the privacy notice, tracking consent, and fulfilling access rights. 1. Complete your organisation’s name and contact details in cells B3-B6. 2. Complete your data protection officer’s name and contact details (if applicable) in cells D3-D6. 3. Complete your representative’s name and contact details (if applicable) in cells F3-F6. 4. Document your organisation’s processing activities, starting in cell A10, and working from left to right. Where necessary use multiple rows for each processing activity in order to be as granular as possible (see example tab). For more detailed guidance on documentation, please see the Guide to GDPR on the ICO website. The document is informational only and not intended as legal advice nor as an offer of representation.
  • 4. Purpose ofprocessing Categoriesofrecipients Payroll Employees Contact details N/A 7 years Data subject Payroll Employees Bank details N/A 7 years Data subject Payroll Employees Retirement Plan details N/A 7 years Data subject Payroll Employees N/A 7 years Data subject Payroll Employees Taxdetails N/A 7 years Data subject Payroll Employees N/A 7 years Data subject Payroll Employees N/A 7 years Data subject Payroll Employees pay rate and basis N/A 7 years Data subject Payroll Employees pay periods and dates N/A 7 years Data subject Payroll Employees Vacation Hours N/A 7 years Data subject Payroll Employees Elective Holiday Hours N/A 7 years Data subject Payroll Employees Excused Absence Hours N/A 7 years Data subject Payroll Employees Benefit Deductions N/A 7 years Data subject Payroll Employees sexand occupation N/A 7 years Data subject Payroll Employees Employee Number Payroll provider 7 years employer Temporary Employees Name Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Employee Number Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Date & Time Worked Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Signature Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject HR Employee Supervisor Name Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Employee Supervisor Signature Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent HR Temporary Employees Name Internal Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent accounting Temporary Employees Position Title Internal Article 6(1)(b) -contract N/A temp agency 7 years Data subject | agent accounting Temporary Employees Payments Internal Article 6(1)(b) -contract N/A temp agency 7 years employer accounting Temporary Employees Communications Internal | temp agency Article 6(1)(b) -contract N/A temp agency 7 years accounting Personnel file Employees Contact details Internal N/A government Data subject HR Personnel file Employees Social security number Internal N/A government Data subject HR Personnel file Employees employee number Internal operations government employer HR Personnel file Employees offer letter/message Internal N/A government employer HR Personnel file emergency contact name Internal government Data subject HR Personnel file emergency contact relationship Internal government Data subject HR Personnel file emergency contact contact details Internal government Data subject HR Personnel file emergency contact Internal government Data subject HR Personnel file Employees hiring announcement Internal operations government employer HR Personnel file Employees employment application Internal N/A government Data subject HR Personnel file Employees resume Internal N/A government Data subject | agent HR Personnel file Employees job description Internal operations government employer HR Personnel file Employees acceptance letter Internal N/A government Data subject | agent HR Personnel file Employees Internal due diligence government third party resource HR Personnel file Employees hiring communications Internal N/A government HR Personnel file Employees testing Internal due diligence government Data subject HR Personnel file Employees Internal due diligence government Data subject HR Personnel file Employees Federal TaxForm Info Internal N/A government Data subject | agent HR Personnel file Employees State TaxForm Info Internal N/A government Data subject | agent HR Personnel file Employees Direct Deposit Details government Data subject | agent HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees Internal government Data subject HR Personnel file Employees government Data subject HR Personnel file Employees Salary Increase Records Internal government employer HR Personnel file Employees Performance reviews Internal government employer HR Personnel file Employees Internal government employer HR Personnel file Employees Internal government employer HR Personnel file Employees Internal HR Employees Employment Verification Internal | mortgage lender Article 6(1)(a) -consent N/A mortgage lender HR Employees Compensation Info Internal | mortgage lender Article 6(1)(a) -consent N/A mortgage lender HR Employees Internal | mortgage lender Article 6(1)(a) -consent N/A mortgage lender HR I-9 Immigration Employees Contact details Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees alias Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees social security number Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees citizenship status Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees Signature Internal N/A government access controls, secure storage Data subject HR I-9 Immigration Preparer Preparer Information Internal N/A government access controls, secure storage Data subject HR I-9 Immigration Employees Internal N/A government access controls, secure storage Data subject | agent HR I-9 Immigration Employees Internal government access controls, secure storage Data subject | agent HR I-9 Immigration HR Employee Name and Credentials Internal N/A government access controls, secure storage Data subject HR I-9 Immigration HR Employee Signature Internal N/A government access controls, secure storage Data subject HR Benefits Invoices Employees Name Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Benefits Invoices Employees Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Benefits Invoices Employees Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Benefits Invoices Employees Individual Plan ID Internal Article 6(1)(b) -contract N/A insurers 7 years benefit provider HR | accounting Employees Name N/A insurers Data subject | agent Employees contact details N/A insurers Data subject | agent Employees Social security number N/A insurers Data subject | agent Employees Date ofBirth N/A insurers Data subject | agent Employees Full-time status N/A insurers Data subject | agent Employees N/A insurers Data subject | agent Employees Primary Care Physician Article 6(1)(b) -contract N/A insurers Data subject | agent Name N/A insurers Data subject | agent relationship N/A insurers Data subject | agent Social security number N/A insurers Data subject | agent Date ofBirth N/A insurers Data subject | agent N/A insurers Data subject | agent Primary Care Physician N/A insurers Data subject | agent Benefits Assistance Benefits Records customer service as needed Data subject | agent HR Shop for Plans Benefits Census Report Article 6(1)(b) -contract N/A insurers historical Data subject | agent HR COBRANotices Contact Details N/A employer HR COBRANotices Communications N/A employer HR COBRANotices Benefits Records N/A employer HR HIPAANotices Contact Details N/A HIPAANotices Communications N/A HR & Company Notices Employees Contact Details Internal operations 7 years HR HR & Company Notices Employees Communications Internal operations 7 years HR Employees Name Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contact details Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Social security number Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Date ofBirth Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Fulltime status Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Compensation Info Article 6(1)(b) -contract N/A insurers Data subject | agent Name Article 6(1)(b) -contract N/A insurers Data subject | agent Social security number Article 6(1)(b) -contract N/A insurers Data subject | agent relationship Article 6(1)(b) -contract N/A insurers Data subject | agent Date ofBirth Article 6(1)(b) -contract N/A insurers Data subject | agent Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries Name Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries contact information Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contact details N/A insurers Data subject | agent Employees Social security number N/A insurers Data subject | agent Employees Date ofBirth N/A insurers Data subject | agent Employees N/A insurers Data subject | agent Name N/A insurers Data subject | agent Social security number N/A insurers Data subject | agent relationship N/A insurers Data subject | agent Date ofBirth N/A insurers Data subject | agent Employees Name Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contact details Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Social security number Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Date ofBirth Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Signature Article 6(1)(b) -contract N/A insurers Data subject | agent Employees hours worked Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Compensation Info Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Date ofEmployment Article 6(1)(b) -contract N/A insurers Data subject | agent Employees contribution percentage Article 6(1)(b) -contract N/A insurers Data subject | agent Employees investment selections Article 6(1)(b) -contract N/A insurers Data subject | agent Employees Roth Options Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries Name Article 6(1)(b) -contract N/A insurers Data subject | agent Beneficiaries contact information Article 6(1)(b) -contract N/A insurers Data subject | agent Employees rollover details Article 6(1)(b) -contract N/A insurers Data subject | agent Employees account balances Article 6(1)(b) -contract N/A insurers Data subject | agent Attendance Employees contact details Internal operations as needed Data subject | agent Attendance Employees leave communications Internal operations as needed Data subject | agent Attendance Employees Internal operations as needed Data subject | agent Attendance Employees scheduled absences Internal operations as needed Data subject | agent Attendance Report Employees Internal | all staff operations as needed employer Special Leave Employees contact details Internal N/A Data subject | agent HR Special Leave Employees leave communications Internal N/A Data subject | agent HR Special Leave Employees Internal N/A Data subject | agent HR Special Leave Employees Internal N/A Data subject | agent HR Employees name operations as needed employer Employees anniversary operations as needed employer Employees Internal | all staff operations as needed employer Promotion Announcement Employees name operations employer HR Promotion Announcement Employees promotion synopsis operations employer HR accommodations Employees contact details Internal N/A Data subject | agent HR accommodations Employees communications Internal N/A Employees Name Article 6(1)(b) -contract N/A government indefinite Employees contact details Article 6(1)(b) -contract N/A government indefinite Employees Social security number Article 6(1)(b) -contract N/A government indefinite Employees Date ofBirth Article 6(1)(b) -contract N/A government indefinite Employees Amount Article 6(1)(b) -contract N/A government indefinite Employees Article 6(1)(b) -contract N/A government indefinite Employees Loan details Article 6(1)(b) -contract N/A government indefinite Retirement Plan Notices Employees Name N/A government indefinite Retirement Plan Notices Employees contact details N/A government indefinite Company Telephone Employees Name Internal | public operations termination N/A Data subject | agent IT Company Telephone Employees access code Internal | public operations termination N/A Data subject | agent IT Company Telephone Employees recorded greetings Internal | public operations termination N/A Data subject | agent IT Employees Name Internal | public operations termination N/A Data subject | agent IT Employees Credentials Internal | public operations termination N/A Data subject | agent IT Company email Employees name Internal | public operations termination N/A IT Company email Employees credentials Internal | public operations termination N/A IT Company email Employees access code Internal | public operations termination N/A IT Company email Employees recorded greetings Internal | public operations termination N/A IT Company email Directories Employees Name Internal | public operations termination N/A IT Company email Directories Employees Credentials Internal | public operations termination N/A IT Company staffDirectories Employees Name Internal | public operations termination N/A IT Company staffDirectories Employees Credentials Internal | public operations termination N/A IT Company staffDirectories Employees Biographical Info Internal | public operations termination N/A IT business cards Employees Name Internal | printer operations termination N/A administration business cards Employees Credentials Internal | printer operations termination N/A administration Organizational Chart Employees Name Internal | public operations historical N/A administration Organizational Chart Employees Credentials Internal | public operations historical N/A administration Building ID Employees Name operations property management termination IT Building ID Employees Credentials operations property management termination IT Building ID Employees Photograph operations property management termination IT Building ID Employees Access areas operations property management termination IT Expense Report Employees Name Internal operations government 7 years Data subject | agent accounting Categories of individuals Categories of personal data GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) Retention schedule (if possible) General description of technical and organizational security measures (if possible) Rights available to individuals The source of the personal data (if applicable) Link to contract with processor Namesof third countries or international organizations that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or international organizations (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data(for access request) Data Protection Impact Assessment required? Data Protection Impact Assessment progress Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasonsfor not adhering to policy document (if applicable) Business function Internal | Payroll provider | government | retirement plan | benefits providers | bank Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan | benefits providers | bank Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | bank | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | bank | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider retirement plan | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Deferred Compensation details Internal | Payroll provider | retirement plan |employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | government | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Hours Worked by day by week Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Overtime Hours Worked by day by week Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government | retirement plan Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | benefits providers | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | benefits providers | employee Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Payroll provider | government Encrypted communications, access controls, secure storage Access, rectification, restriction, portability accounting | employee aceesible payroll web portal Internal | Payroll provider | benefits providers | employee Article 6(1)(f) - legitimate interest; Article 6(1)(c) - legal obligation employee benefit & HR processing Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object accounting | employee aceesible payroll web portal Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employee's Time Sheet Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Invoice Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Invoice Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Invoice Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Temporary Employment Agency Recruiting Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | agent | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object changes of contact details Article 6(1)(f) - legitimate interest emergency management Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability credential/employment verifications Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | agent | emp[loyer Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object authorizations for investigations Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Article 6(1)(c) - legal obligation Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Internal | payroll administrator Article 6(1)(f) - legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Premium Payment Option Plan IRS 125 authorizations Article 6(1)(f) - legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Employee Handbook Acknowledgements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Non-discrimination & non- harassment Acknowledgements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Job Description Receipt Acknowledgements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Doc Retention Policy Acknowledgement Article 6(1)(f) - legitimate interest satisfy foreseeable legal requirements Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Employee Video/Picture Release Internal | web/print design firm | publishers Article 6(1)(f) - legitimate interest staff and organization promotion Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Promotion/Job Change Forms Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Promotion/Job Change Announcements Article 6(1)(c) - legal obligation; Article 6(1)(f) legitimate interest employee benefit & HR processing Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, object Mortgage Lender Employment Verification Records Article 6(1)(f) - legitimate interest compliance verification & integrity government | mortgage lender Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, object Data subject | agent | employer Mortgage Lender Employment Verification Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, withdrawal consent, erasure Data subject | agent | employer Mortgage Lender Employment Verification Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, withdrawal consent, erasure Data subject | agent | employer Mortgage Lender Employment Verification Likelihood of continued employment Termination plus 10 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability, withdrawal consent, erasure Data subject | agent | employer Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Number for alien reg., I-94 Admiss., Foreign Passport and country Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Identity Documentation Info Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability Identity Documentation File copy Article 6(1)(f) - legitimate interest compliance verification, integrity, auditing longest of 3 years after hire or 1 year after termination Access, rectification, restriction, object Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability, object Article 6(1)(c) - legal obligation longest of 3 years after hire or 1 year after termination Access, rectification, restriction, portability, object Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Dependent Plan Information Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Individual Plan Information Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Plan Choice & Effective Date Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Plan Choice & Effective Date Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Health-Dental-Vision Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Employee and dependents Internal | broker | providers Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Employee and dependents Internal | broker | providers Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability employer | benefits provider HR | employee accessible provider web portals Employee and dependents Internal | employee | employee Dependents Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability employer | benefits provider HR | employee accessible provider web portals Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object employer | benefits provider Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object employer | benefits provider Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Plan Choices & Effective Date Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Employee's dependents Plan Choices & Effective Date Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Life, AD&D, and Disability Enrollment, Renewals, Changes, Declinations Internal | broker | providers termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Plan Choices & Effective Date Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Cafeteria Enrollment, Renewals, Changes, Declinations Employee's dependents Internal | broker | providers Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Retirement Plan Enrollment, Changes, Declinations Internal | plan administrator | plan advisors termination plus suit limitation & not less than 3 years Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible retirment plan web, app, and phone portal Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object accounting | administration Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object accounting | administration business out of office plans Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure
  • 5. Expense Report Employees Credentials Internal operations government 7 years Data subject | agent accounting Expense Report Employees Trip Details Internal operations government 7 years Data subject | agent accounting Expense Report Employees Expense Details Internal operations government 7 years Data subject | agent accounting Expense Reimbursement Employees Name Internal operations 7 years Data subject | agent accounting Expense Reimbursement Employees Internal | bank operations 7 years Data subject | agent accounting Recruitment candidates Contact details Internal N/A 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Qualifications Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Employment history Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Education Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Licenses/Designations Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Training Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Skills Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates employment status Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates references Internal N/A government 1 year Access controls, secure storage Data subject | agent HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage employer HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage employer HR Recruitment candidates writing samples Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment candidates homework Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment candidates communications Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment candidates Internal N/A government 1 year Access controls, secure storage employer HR Recruitment Testing candidates id Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment Testing candidates test results Internal N/A government 1 year Access controls, secure storage Data subject HR Recruitment Testing candidates access controls Internal N/A government 1 year Access controls, secure storage HR Interview candidates name Internal | building security N/A building security 1 year Access controls, secure storage Data subject HR Interview candidates interview notes Internal N/A 1 year Access controls, secure storage HR web Interview candidates contact details Internal N/A 1 year Access controls, secure storage Data subject HR web Interview candidates interview notes Internal N/A 1 year Access controls, secure storage HR phone Interview candidates contact details Internal N/A 1 year Access controls, secure storage Data subject HR phone Interview candidates interview notes Internal N/A 1 year Access controls, secure storage HR workers comp claim employees contact details Internal | insurer | lawfirm N/A insurer Data subject workers comp claim employees incident details Internal | insurer | lawfirm N/A insurer workers comp claim employees Internal | insurer | lawfirm N/A insurer life insurance claim employees contact details N/A insurer Data subject life insurance claim employees incident details N/A insurer life insurance claim employees N/A insurer life insurance claim beneficiary N/A insurer disability claim employees contact details internal | insurers N/A insurer Data subject disability claim employees incident details internal | insurers N/A insurer disability claim employees internal | insurers N/A insurer Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object expense reference notation Article 6(1)(f) - legitimate interest Encrypted communications, access controls, secure storage Access, rectification, restriction, object Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Offices held in professional associations Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability compensation requirements Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability readiness to complete essential job functions Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability availability during planned work hours or extra hours Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability readiness to travel if relevant Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability criminal convictions (if relevant and permissible) Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability interview question examples Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability impermissible interview question examples Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability HR preliminary evaluations Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation Access, rectification, restriction, portability Data subject | employer Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications internal |insurers | beneficiaries Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability HR | employee accessible provider web portals Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals claim related communications Article 6(1)(b) - contract; Article 6(1)(c) - legal obligation termination plus suit limitation Encrypted communications, access controls, secure storage Access, rectification, restriction, portability Data subject | employer | insurer | legal HR | employee accessible provider web portals
  • 6. Purpose of processing Categories of individuals Categories of recipients Rights available to individuals Annual Dues Existing Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Access, rectification, restriction, portability Data subject | agent Administration Annual Dues Existing Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting Annual Dues Existing Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years secure storage, encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting Annual Dues Existing Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A 2 years or less Access controls Access, rectification, restriction, portability Data subject | agent Administration Member Profile Existing Customers Leadership Details Article 6(1)(f) - legitimate interest customer service historical Encrypted collection, access controls Access, rectification, restriction, object Data subject | agent AMS Committee Involvement Existing Customers Committee Member Details Article 6(1)(f) - legitimate interest customer service historical Access, rectification, restriction, object Data subject | agent AMS Utilization Report Existing Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Existing Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Existing Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS User Management Existing Customers Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Executive ePublications Existing Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Annual Dues Potential Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Access, rectification, restriction, portability Data subject | agent Administration Annual Dues Potential Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A 2 years or less Access controls Access, rectification, restriction, portability Data subject | agent Administration Member Profile Potential Customers Leadership Details Article 6(1)(f) - legitimate interest customer service historical Encrypted collection, access controls Access, rectification, restriction, object Data subject | agent AMS Utilization Report Potential Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Potential Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS Utilization Report Potential Customers Article 6(1)(f) - legitimate interest customer service historical Access controls Access, rectification, restriction, object AMS User Management Potential Customers Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Executive ePublications Potential Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Access, rectification, restriction, object Data subject | agent AMS Categories of personal data GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) Retention schedule (if possible) General description of technical and organizational security measures (if possible) The source of the personal data (if applicable) Link to contract with processor Names of third countries or international organizations that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or international organizations (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data (for access request) Data Protection Impact Assessment required? Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Employee Subscribers Details Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Usage Records Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Transcripts Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscriber Details Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Employee Subscribers Details Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Usage Records Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscribers Transcripts Internal | ams vendor | member company administrator Data subject | agent | internal Employee Subscriber Details Internal | ams vendor | member company administrator
  • 7. Data Protection Impact Assessment progress Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasons for not adhering to policy document (if applicable) Business function
  • 8. Purpose of processing Categories of individuals Categories of personal data Categories of recipients Retention schedule (if possible) Rights available to individuals User Registration Existing Customers Contact details Article 6(1)(b) - contract N/A historical Access controls Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Existing Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting User Registration Existing Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years secure storage, encrypted transaction Access, rectification, restriction, portability Data subject | agent Finance/Accounting User Registration Existing Customers Professional Credentials Article 6(1)(f) - legitimate interest operations historical Encrypted collection, access controls Access, rectification, restriction, object Data subject IT | AMS | administration User Registration Existing Customers office details Article 6(1)(f) - legitimate interest operations historical Access, rectification, restriction, object Data subject | agent IT | AMS User Registration Existing Customers Enrollment Communications Internal Article 6(1)(f) - legitimate interest operations 2 years or less Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Account Access Control Existing Customers username/password Internal | ams vendor Article 6(1)(f) - legitimate interest security ams vendor as needed Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Existing Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | consultation staff Consultation Services Existing Customers office details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | consultation staff Consultation Services Existing Customers consultation communications Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent Consultation Services Third-parties inquiry information Internal | ams vendor Article 6(1)(f) - legitimate interest customer service 90 days Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent Log Consultation Services Existing Customers Contact details Article 6(1)(f) - legitimate interest business analytics historical Access controls Access, rectification, restriction, object Data subject | agent Log Consultation Services Third-parties inquiry information Article 6(1)(f) - legitimate interest business analytics historical Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent electronic library access Existing Customers Contact details Article 6(1)(f) - legitimate interest provide reference materials historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS electronic library access Existing Customers general web session data Article 6(1)(f) - legitimate interest business analytics historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Existing Customers Contact details Article 6(1)(f) - legitimate interest industry news and education no archive Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Existing Customers recipient preferences Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS text Alerts Existing Customers recipient preferences Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS text Alerts Existing Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Existing Customers Contact details Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Existing Customers results/activity Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Existing Customers session communications Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS CE Processing Existing Customers name Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Existing Customers license number Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Existing Customers course results Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS hosted webinar Existing Customers Contact details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, portability Data subject | agent IT | AMS hosted webinar Existing Customers session communications Article 6(1)(f) - legitimate interest industry news and education hosting vendor no archive Access, rectification, restriction, portability Data subject | agent IT | AMS hosted webinar Existing Customers participation details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, portability Data subject | agent IT | AMS GIS Research Existing Customers Contact details Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, portability Data subject | agent IT | AMS GIS Research Existing Customers general web session data Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, portability Data subject | agent IT | AMS GIS Research Third-parties location Article 6(1)(f) - legitimate interest provide customized research no archive Access, rectification, restriction, portability Data subject | agent IT | AMS Profile Maintenance Existing Customers professional details Article 6(1)(f) - legitimate interest customer service historical Access, rectification, restriction, portability Data subject | agent IT | AMS Profile Maintenance Existing Customers user preferences Article 6(1)(f) - legitimate interest customer service End of customer relationship plus 7 Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Contact details Article 6(1)(b) - contract N/A historical Access controls Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years secure storage, encrypted transaction Access, rectification, restriction, portability Data subject | agent IT | AMS User Registration Potential Customers Professional Credentials Article 6(1)(f) - legitimate interest operations historical Encrypted collection, access controls Access, rectification, restriction, object Data subject IT | AMS User Registration Potential Customers office details Article 6(1)(f) - legitimate interest operations historical Access, rectification, restriction, object Data subject | agent IT | AMS User Registration Potential Customers Enrollment Communications Internal Article 6(1)(f) - legitimate interest operations no archive Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Account Access Control Potential Customers username/password Internal | ams vendor Article 6(1)(f) - legitimate interest security ams vendor as needed Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Potential Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Potential Customers office details Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Potential Customers consultation communications Internal | ams vendor Article 6(1)(f) - legitimate interest provide customized research 90 days Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Consultation Services Third-parties inquiry information Internal | ams vendor Article 6(1)(f) - legitimate interest customer service no archive Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent IT | AMS Log Consultation Services Potential Customers Contact details Article 6(1)(f) - legitimate interest business analytics historical Access controls Access, rectification, restriction, object Data subject | agent IT | AMS Log Consultation Services Third-parties inquiry information Article 6(1)(f) - legitimate interest business analytics historical Access controls, psuedonymization Access, rectification, restriction, object Data subject | agent IT | AMS electronic library access Potential Customers Contact details Article 6(1)(f) - legitimate interest provide reference materials historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS electronic library access Potential Customers general web session data Article 6(1)(f) - legitimate interest business analytics historical Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Potential Customers Contact details Article 6(1)(f) - legitimate interest industry news and education no archive Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS ePublications Potential Customers recipient preferences Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Encrypted file | password protected file Access, rectification, restriction, object Controller IT | AMS text Alerts Potential Customers recipient preferences Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS text Alerts Potential Customers Contact details Internal | ams vendor Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Potential Customers Contact details Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Potential Customers results/activity Article 6(1)(f) - legitimate interest industry news and education historical Access, rectification, restriction, object Data subject | agent IT | AMS on-demand distance learning Potential Customers session communications Article 6(1)(f) - legitimate interest industry news and education no archive Access, rectification, restriction, object Data subject | agent IT | AMS CE Processing Potential Customers name Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Potential Customers license number Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS CE Processing Potential Customers course results Article 6(1)(c) - legal obligation N/A licensing authority as required by state statute Access and rectification Data subject | agent IT | AMS hosted webinar Potential Customers Contact details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, object Data subject | agent IT | AMS hosted webinar Potential Customers session communications Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, object Data subject | agent IT | AMS hosted webinar Potential Customers participation details Article 6(1)(f) - legitimate interest industry news and education hosting vendor historical Access, rectification, restriction, object Data subject | agent IT | AMS GIS Research Potential Customers Contact details Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, object Data subject | agent IT | AMS GIS Research Potential Customers general web session data Article 6(1)(f) - legitimate interest provide customized research historical Access, rectification, restriction, object Data subject | agent IT | AMS GIS Research Third-parties location Article 6(1)(f) - legitimate interest customer service no archive Access, rectification, restriction, object Data subject | agent IT | AMS Profile Maintenance Potential Customers professional details Article 6(1)(f) - legitimate interest customer service End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS Profile Maintenance Potential Customers user preferences Article 6(1)(f) - legitimate interest customer service End of customer relationship plus 7 Access, rectification, restriction, object Data subject | agent IT | AMS GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) General description of technical and organizational security measures (if possible) The source of the personal data (if applicable) Link to contract with processor Names of third countries or internationa l organization s that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or internationa l organization s (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data (for access request) Data Protection Impact Assessment required? Data Protection Impact Assessment progress Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasons for not adhering to policy document (if applicable) Business function Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage IT | ams| consultation staff IT | ams| consultation staff Internal | ams vendor | member company administrator IT | ams| consultation staff Internal | ams vendor | member company administrator IT | ams| consultation staff Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage, psuedonymization Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | LMS vendor | corporate member LMS Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | licensing authority | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | hosting vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage, psuedonymization Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage Internal | ams vendor | member company administrator Encrypted collection, access controls, secure storage
  • 9. Purpose of processing Categories of individuals Categories of personal data Categories of recipients Rights available to individuals Annual Dues Existing Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Data subject | agent IT | Administration Annual Dues Existing Customers Credit Card Details Credit Processor Article 6(1)(b) - contract N/A Should not be stored Encrypted transaction Data subject | agent Finance/Accounting Annual Dues Existing Customers Bank Check/Draft Details Internal & Bank Article 6(1)(b) - contract N/A 7 years Data subject | agent Finance/Accounting Annual Dues Existing Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A no archive Access controls Data subject | agent IT | Administration Member Profile Existing Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Data subject | agent IT | AMS Committee Involvement Existing Customers Contact Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Data subject | agent IT | AMS Utilization Report Existing Customers Employee Subscribers Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Existing Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Existing Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS User Management Existing Customers Employee Subscriber Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Data subject | agent IT | AMS Executive ePublications Existing Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Data subject | agent IT | AMS Annual Dues Potential Customers Billing Contact details Internal Article 6(1)(b) - contract N/A 7 years Access controls Data subject | agent IT | Administration Annual Dues Potential Customers Billing Inquiries Internal Article 6(1)(b) - contract N/A no archive Access controls Data subject | agent IT | Administration Member Profile Potential Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Data subject | agent IT | AMS Utilization Report Potential Customers Employee Subscribers Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Potential Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS Utilization Report Potential Customers Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent | internal IT | AMS User Management Potential Customers Employee Subscriber Details Internal | AMS Article 6(1)(f) - legitimate interest customer service historical Access controls Data subject | agent IT | AMS Executive ePublications Potential Customers Leadership Details Internal | AMS Article 6(1)(f) - legitimate interest direct marketing Rec. 47 historical Access controls Data subject | agent IT | AMS GDPR Article 6 lawful basis for processing personal data Legitimate interests for the processing (if applicable) Name and contact details of joint controller (if applicable) Retention schedule (if possible) General description of technical and organizational security measures (if possible) The source of the personal data (if applicable) Link to contract with processor Names of third countries or internationa l organization s that personal data are transferred to (if applicable) Safeguards for exceptional transfers of personal data to third countries or internationa l organization s (if applicable) Article 9 basis for processing special category data Link to record of legitimate interests assessment (if applicable) Existence of automated decision- making, including profiling (if applicable) Link to record of consent Location of personal data (for access request) Data Protection Impact Assessment required? Data Protection Impact Assessment progress Access, rectification, restriction, portability Access, rectification, restriction, portability secure storage, encrypted transaction Access, rectification, restriction, portability Access, rectification, restriction, portability Encrypted collection, access controls Access, rectification, restriction, object Encrypted collection, access controls, secure storage Access, rectification, restriction, object Access, rectification, restriction, object Employee Subscribers Usage Records Access, rectification, restriction, object Employee Subscribers Transcripts Access, rectification, restriction, object Access, rectification, restriction, object Access, rectification, restriction, object Access, rectification, restriction, portability Access, rectification, restriction, portability Encrypted collection, access controls Access, rectification, restriction, object Access, rectification, restriction, object Employee Subscribers Usage Records Access, rectification, restriction, object Employee Subscribers Transcripts Access, rectification, restriction, object Access, rectification, restriction, object Access, rectification, restriction, object
  • 10. Link to Data Protection Impact Assessment Has a personal data breach occurred? Link to record of personal data breach Data Protection Bill Schedule Condition for processing Special Category Article 6 lawful basis for processing Link to retention and erasure policy document Is personal data retained and erased in accordance with the policy document? Reasons for not adhering to policy document (if applicable) Business function
  • 11. Purpose of processing Categories of individuals Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Booth Purchase Existing Customers Lead Retrieval Service Existing Customers Hall Setup Existing Customers Exhibitor Session Registration Existing Customers Exhibitor Booth Staffing Registration Existing Customers Existing Customers Exhibitor Session Registration Existing Customers Exhibitor Booth Staffing Registration Existing Customers Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Exhibitor Special Event Staff Registration Exhibitor Special Event Staff Registration
  • 12. Sponsorship Existing Customers Sponsorship Existing Customers Sponsorship Existing Customers Expo Operations Existing Customers Expo Operations Existing Customers Expo Operations Existing Customers Attendee List Event Participants Name Badges Event Participants Name Badges Event Participants Conference App Existing Customers Conference App Existing Customers Prepare Print Materials Existing Customers Prepare Print Materials Existing Customers Conference Print Materials Existing Customers Conference Print Materials Existing Customers Web Page Design Existing Customers Web Page Design Existing Customers Conference Web Page Existing Customers Conference Web Page Existing Customers Association Social Media Existing Customers Association Social Media Existing Customers Association ePubs Existing Customers Association ePubs Existing Customers Website Secure Access Existing Customers
  • 13. Conf App Secure Access Existing Customers Direct marketing Existing Customers Direct marketing Existing customers Direct marketing Existing customers Direct marketing Existing Customers Historical Analysis Existing Customers Historical Analysis Existing Customers Quote Business Potential Customers Quote Business Potential Customers Quote Business Potential Customers Direct marketing Potential Customers Direct marketing Potential Customers Direct marketing Potential Customers Legal Notices Existing Customers Legal Notices Existing Customers Security Notices Existing Customers Security Notices Existing Customers Hotel Room Block Commitment Existing Customers Create Promotional Materials Event Participants Create Promotional Materials Event Participants marketing and promotional advertising Event Participants marketing and promotional advertising Event Participants