PrivacyCloud

One place to run a privacy program: data inventory, rights requests, assessments, incidents and vendors. For firms and consultants who run programs for their clients, and for in-house teams.

Hosted pilot

Hosted pilot: free, within the limits set out below. You can start free and use it with real client data: all our sub-processors have the necessary safeguards and certifications.

Editing lasts 15 days from the first sign-in to any of your organizations, and the count never starts before the day the service went live. The period is the same for every organization you create, whenever you create it: a new organization does not start or extend it. After that your organizations become read-only: nothing is removed, and everything can still be exported.

Record ceilings

Your organizations together can hold up to:

• 25 systems
• 250 data elements
• 50 processing activities
• 100 data flows
• 50 transfers
• 50 vendors
• 50 vendor contracts
• 25 assessments
• 10 assessment templates
• 25 incidents
• 25 AI systems
• 5 members

Exports are not limited, at any stage. Every report and data export stays available while editing is open and after the organization becomes read-only.

On the paid plan none of these limits apply and your records are kept: there is no editing window and no record ceiling. The plans and their prices are on the pricing page. A managed instance or your own hardware is available on quotation.

See the plans →

Where it runs

Three hosting options, with different safeguards and levels of control.

PrivacyCloud hosted service

You use it in the browser, on desktop or mobile. Nothing to install, and you can take your program elsewhere whenever you like with a simple export.

Managed instance

An isolated instance we run for you from Asturias, Spain, with open LLMs available and a tailored SLA.

Your own hardware

PrivacyCloud on a machine in your organization. Your data never leaves your premises unless you connect an outside AI provider.

Take your program with you

Owners and Admins can download the whole program at any time, from Settings, under "Take your program with you". The ZIP holds programme.json (the whole program, with its JSON Schema), one CSV table per register for spreadsheets, and an explanation of every field in English and in Spanish. Rights requests are left out unless you tick them, because they hold personal data.

The same file can be imported into a new or empty organization, on the hosted service or on your own instance. One register can also be imported from a spreadsheet (CSV or Excel), with an empty template per register in Settings. Vendor names that match the vendor catalogue are linked to it. Everything arrives as drafts for you to review and confirm.

If you outgrow PrivacyCloud and move to an enterprise privacy platform, we help you move your program across from the same open format.

AI features

AI features are off until an Owner or Admin turns them on in the organization's settings and confirms how they work. Until then, the product makes no call to an AI service. On the hosted service, AI features use only your organization's own API inference key, saved in Settings: your provider processes the content sent, under your agreement with it. On a managed instance or your own hardware, AI can also use a model set up for that instance.

When something goes wrong

To report a problem, use Feedback at the top of any page once you are signed in. Say what you were doing and what you saw. On the hosted service, every message reaches the team in its daily review.

When a page or an action fails, you see a reference, such as E-3F9A01C2 or a string of digits. Please quote it in your report with what you were doing: a failure on the server is recorded under that reference, which lets us find its exact cause. The reference contains nothing about you or your records.

Exports are always available. If a page fails, your records are not affected, and every report and data export can still be downloaded.

Quick start

Use your email magic link or Google account

Set up your organization

Create or join an organization and invite your team

Build your data inventory

Start managing privacy

Handle DSARs, run assessments, and track incidents

User roles

Each member of an organization has one role, and each role can do everything the roles below it can. The table shows what each role can do. Below it: departments, approvals and the few things only some roles can do.

Role	Sees	Creates and edits	Approves	Exports	Members and settings	Deletes the organization
Owner	Everything, including every rights request and the activity log	Everything, and deletes records	Assessments sent to them for approval	Everything, including the full program and the list of rights requests	Invites and removes members, including owners; changes roles; settings, departments and the plan	Yes
Admin	Everything, including every rights request and the activity log	Everything, and deletes records	Assessments sent to them for approval	Everything, including the full program and the list of rights requests	Invites and removes members other than owners; settings, departments and the plan	No
Privacy officer	Everything, including every rights request and the activity log	Every privacy module; handles rights requests, opens and manages breaches, sends assessments for approval	Assessments sent to them for approval	Reports, registers and the activity log	No	No
Member	Records, systems, vendors, transfers, assessments and breaches; a rights request only when they have a task on it	Records, systems, vendors, transfers and assessments; tasks and timeline entries on breaches; submits assessments for review	No	Reports and registers	No	No
Viewer	The same as a member	Nothing	No	Reports and registers	No	No

Departments

An owner or administrator can limit any member, whatever their role, to one or more departments. A member limited this way sees and edits only the processing records and systems of those departments, and what depends on them. They do not see the organization's overall figures on the dashboard, cannot run the quick start (which sets up the whole organization) and cannot export the full program. A department limit never widens what the role allows.

Approvals

Anyone who can edit can submit an assessment for review. An owner, administrator or privacy officer then sends it to a named approver, who must also be an owner, administrator or privacy officer. Only that person can approve or reject it. A rejected assessment keeps the approver's comments and can be changed and submitted again. An owner, administrator or privacy officer can reopen an approved assessment. In an organization with a single member, that member can submit and approve in one step. Each decision is recorded in the activity log.

Reserved to some roles

The activity log, and its export, are for owners, administrators and privacy officers.
The export of the full program and the export of the list of rights requests are for owners and administrators.
Only an owner can make someone an owner, change a member's role or remove an owner. The last owner cannot be removed or given another role.
Only an owner can delete the organization, by typing its name to confirm. On the hosted service, a pilot organization can be deleted at any time and an organization on the paid plan once the plan has ended.
A viewer cannot create, change or delete anything.

Modules

Data inventory

Track systems, elements, processing activities, and cross-border transfers. Generate your Record of Processing Activities (ROPA) automatically.

DSAR management

Handle data subject access requests end-to-end with SLA tracking, task management, and a public intake portal. On the hosted service it is included, with up to 100 requests a month through the public form (1,000 with the volume upgrade).

Assessments

Conduct DPIAs, PIAs, LIAs, TIAs, and vendor risk assessments using configurable templates with approval workflows.

Incident management

Track privacy incidents, manage response timelines, coordinate DPA notifications, and assign response tasks.

Vendor management

Keep your vendor register, track contracts and reviews, and bring in each vendor's certifications, sub-processors and data locations from its profile in the vendor catalog.

Reports & PDF exports

Export professionally formatted PDF reports across every module. Designed for regulators, auditors, board presentations, and internal governance reviews.

Assessment export

Individual DPIA/LIA detail with Q&A, risk scores, mitigations

Assessment portfolio

Cross-assessment program status by type, risk, and completion

DSAR performance

Request volumes, SLA compliance, resolution trends (no PII)

Regulatory landscape

Jurisdiction analysis with transfer exposure and penalty summary

Data inventory

System register with data elements, flows, and transfers

ROPA

Record of Processing Activities per GDPR Article 30

Vendor register

Third-party inventory with risk tiers, contracts, and certifications

Breach register

Incident history with notifications, timelines, and severity breakdown

Open core licensing

PrivacyCloud follows an open core model. The core platform is available under AGPL-3.0. On your own instance (the open-source kit), premium modules cost $60 a year each, activated offline with a license file. On the hosted service every module is included: within the pilot's limits, or without limits on the paid plan.

Core (open source)

• Data inventory & ROPA
• DSAR management & public portal
• Incident tracking
• Basic assessments (LIA, Custom)
• Vendor management (basic)

Premium modules ($60 a year each in the kit)

• DPIA, PIA, TIA assessments
• Vendor risk assessments
• Vendor Catalog (starter catalog of common processors)
• Advanced audit features