Edit the CSV file using a spreadsheet tool

Open the RoPA.csv file that you have downloaded from the “Download RoPA template” option described above or from a subsequent download of your own RoPA. You can use Microsoft Excel, Google Sheets or any other spreadsheet package that lets you open a CSV file, edit it and save it back in CSV format.


The CSV spreadsheet has columns A to AR as listed here:



Column

Column heading

Notes

A

OrganisationName

Columns that apply to your whole organisation. You need only fill in the first row

B

DataControllerName

C

DataControllerEmail

D

DataControllerAddress

E

DataControllerTelephone

F

DataProtectionOfficerName

G

DataProtectionOfficerEmail

H

DataProtectionOfficerAddress

I

DataProtectionOfficerTelephone

J

ROPAID

RoPA identifier that is assigned automatically to a new entry and used to identify an existing entry that you are editing or deleting. Invalid identifiers are ignored.

K

RetentionID

Records retention record type identifier, which indicates where data for the pre-populated fields comes from

L

BusinessFunction

Pre-populated business function name that you can change if you have a strong preference for using your own function names

M

ServiceID (download only)

Columns that are pre-populated according to the record type and cannot be changed

N

ServiceName (download only)

O

ServiceLegislationName (download only)

P

ServiceLegislationPowerOrDuty 

(download only)

Q

RecordsDescription (download only)

R

ContainsPersonalInformation? (download only)

S

ContainsSpecialInformation? (download only)

T

ImpactLevel (download only)

U

LegalOrBusinessRequirement? 

(download only)

V

RetentionLegislationName (download only)

W

RetentionLegislationURL (download only)

X

RetainPermanently? (download only)

Y

RetentionRequirements

Retention requirements pre-populated from the guidance. You can change this locally if you wish

Z

Notes (download only)

Columns that are pre-populated according to the record type and cannot be changed

AA

AddedDate (download only)

AB

UpdatedDate (download only)

AC

DataProcessingName

Columns that describe your own RoPA records. These should be filled in by you in the spreadsheet and/or online.

AD

DataProcessingEmail

AE

DataProcessingAddress

AF

DataProcessingTelephone

AG

ProcessingPurpose

AH

JointProcessorName

AI

CategoriesOfIndividual

AJ

CategoriesOfPersonalInformation

AK

CategoriesOfRecipients

AL

ContractLink

AM

DetailsOfTransfer

AN

Safeguards

AO

SecurityMeasures

AP

TimeLimits

AQ

LegalBasisForProcessing

AR

Delete

Enter Yes or TRUE or 1 here if you want to delete the RoPA record identified by the ROPAID column. All other values are ignored


You can populate the category fields with any text values you want, but these are the standard lists of values offered. Use the standard categories unless your organisation has agreed different values for good reason.


Categories Of Individual

  • Employees

  • Customers

  • Members

  • Patients

  • Pupils


Categories Of Personal Information

  • Contact details

  • Health data

  • Financial information

  • Employment data

  • Education data

  • Race

  • Ethnic origin

  • Politics

  • Religion

  • Trade Union membership

  • Genetics

  • Biometrics (where used for ID purposes)

  • Health

  • Sex life

  • Sexual orientation


Categories Of Recipients

  • Suppliers

  • Credit reference agencies

  • Government departments

  • Court and police services

  • Banks and insurance companies


If have more than one category applies for a single RoPA record, put a “|” symbol between each category. For example “xxxxx|yyyyy”. The “|” is known as a “pipe” symbol. It usually comes above the “\” at the bottom left of a PC keyboard.


Two rows of a completed sample RoPA spreadsheet are shown below




Follow the instructions to upload your RoPA