Data inventory
Map your organization's data landscape. Track every system, data element, processing activity, and cross-border transfer to maintain a complete Record of Processing Activities (ROPA).
Systems
Systems are the applications, databases and services that store or process personal data. Each system records its type, owner, associated data elements, and processing activities.
Customer Database
Relational or NoSQL databases storing personal data
CRM System
Software applications that process user data
HR File Share
File storage systems containing personal records
Analytics Platform
Third-party SaaS tools processing personal data
Payment Gateway
API integrations transferring personal data
Paper Records Archive
Physical storage of personal data documents
Data elements
Data elements describe the specific categories of personal data your organization processes. Each element has a sensitivity classification ranging from Public to Special Category.
Examples include full name, email address, IP address, health records, biometric data, and financial information. Link elements to systems to understand exactly where each type of personal data resides.
Processing activities
Document every processing activity with its legal basis, purpose, data categories, and retention period. This forms the core of your ROPA.
Legal bases
Each activity records the controller, processor, categories of data subjects, and whether automated decision-making is involved. Activities link to systems and elements for full traceability.
Data flows
Visualize how personal data moves through your organization using the interactive data flow diagram. Map source-to-destination transfers between systems, departments, and third parties.
Collection
User submits data via web form
Processing
CRM system stores and indexes
Analytics
Data warehouse for reporting
Archival
Long-term encrypted storage
Cross-Border transfers
Track international data transfers with their legal mechanisms. Document Standard Contractual Clauses (SCCs), adequacy decisions, Binding Corporate Rules (BCRs), and other safeguards.
Adequacy decision
EU-approved country-level adequacy
Standard Contractual Clauses
EU-approved contractual safeguards
Binding Corporate Rules
Intra-group transfer framework
How to add a system
Navigate to data inventory
DPOIn the left menu, open stage 3, Know your data, and choose Data inventory.
Click add system
DPOClick the 'Add System' button in the top right corner of the systems list.
Fill in system details
DPOEnter the system name, type, owner, description, and associated data elements.
- •Select the system type (Database, Application, Cloud Service, etc.)
- •Assign a data owner from your organization members
- •Link relevant data elements to this system
Link processing activities
DPOAssociate the system with its processing activities and legal bases.
Review and save
DPOReview all details and save. The system will appear in your data inventory and data flow diagram.
PDF exports
Export your data inventory and ROPA as professionally formatted PDFs for regulators, auditors, or internal governance reviews.
Data inventory report
Complete system inventory with data elements per system (category, sensitivity, retention), data flows between systems, and international transfer details with safeguard mechanisms.
ROPA export
Record of Processing Activities per GDPR Article 30: processing purpose, legal basis, data subjects, recipients, retention, linked systems, and international transfers per activity.