Governance and inventory

Register a privacy relevant entity

Create an entity as a controller, joint controller, processor, subprocessor, recipient, representative, public authority or supervisory authority, reusable across every linked record.

A marketing team at Aldergate Retail wants to onboard an email delivery platform. Before anything can be linked to a processing activity, the platform has to exist in the workspace as an entity, with a role, a country and a contact point that every future record can cite.

The same entity is reused wherever it applies. Aldergate's data protection authority, its group parent and its payment processor are all entities of different roles, held once, rather than retyped into each record that mentions them.

This proves that a supervisory authority reading the record of processing can trace every named party back to a single, dated definition of who they are and what role they hold.

Regulation

Articles 4, 26 to 28

Registers

Entity · Agreement · Processing activity · Transfer record

The steps

1. 01Open the Entities register in the left menu and use the plus button beside the register title to add a record.
2. 02In the dialog, choose the role family (controller, processor, recipient and so on), then the exact role within it.
3. 03On the Details tab, name the country of establishment and the contact point.
4. 04Open the Linked records band and use "Link a record" to attach the agreement that governs the relationship, where one exists.
5. 05Move the entity from Draft to Active on the lifecycle bar once the details are complete.
6. 06Return to the entities register list and confirm the record appears with its role and country shown on the row.

Accepted when

• The same entity can be cited by several activities without being created twice.
• A processor entity with no agreement is reported as a gap.