Edit RoPA and upload changes

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

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


ServiceID (download only)

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


ServiceName (download only)


ServiceLegislationName (download only)



(download only)


RecordsDescription (download only)


ContainsPersonalInformation? (download only)

S ContainsSpecialInformation? (download only)

ImpactLevel (download only)



(download only)


RetentionLegislationName (download only)


RetentionLegislationURL (download only)


RetainPermanently? (download only)

Y RetentionRequirements

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


Notes (download only)

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

AddedDate (download only)


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

Example spreadsheet


Example spreadsheet


Example spreadsheet


Follow the instructions to upload your RoPA