Questions About Using PrivacyDocs
Subscriptions and accounts
You do not need to remember a password to use PrivacyDocs. Provide the email address that you used to enroll with PrivacyDocs and you will receive a single-use login link with a temporary password in it.
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PrivacyDocs is available in the EU. Contact us to check whether you can join PrivacyDocs from your country outside the EU.
Compliance design
Personal data activity review should happen prior to any activity change, and also periodically. For operations that are not expected to change, annual review is often sufficient.
Processing of sensitive data is only allowed if additional safeguards are in place. Note that names of individuals that are generally not considered sensitive may also reveal their ethnicity (which is sensitive).
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Asking AI
You should not blindly rely on advice produced by AI. The AI system is missing a lot of context.
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Use the AI system to check your texts, especially in assessments. It can help in checking whether the texts answer the questions that they are supposed to answer, provide sufficient detail, or use appropriate language.
AI is only enabled for fields that contain some text so that the AI system has something to analyze. It is not enabled for very short texts (a few words), references, and dates.
Basic usage
Processing activities that we see often are: providing websites, selling products, maintaining a customer database, sending marketing emails, maintaining HR dossiers, payroll.
Processing activities are often clustered together. We recommend grouping together activities that share the legal basis, the purpose, categories of data subjects and personal data, and legal basis.
Data import and export
Interconnected data is difficult to transfer between systems. You can import tables with text data in the CSV format in PrivacyDocs. You would need to review the import and manually restore connections in PrivacyDocs.
Data tables
Yes, you can create your own tables.
Processing activities
The best way to describe them is to structure their names, such as concatenating the name of the compound activity followed by the name of its sub-activities.
Data modifications
Not at the moment. Mostly, larger files are also used for some other purposes and are best stored elsewhere. You would need to upload them on a third-party cloud solution such as Microsoft 365 or Google Workspaces, and store a link in PrivacyDocs.
Reports and teamwork
Yes, you can generate a privacy policy by asking the PrivacyDocs AI chatbot to make one covering certain processing activities. Privacy policies need to be updated when the records of processing activities change. With PrivacyDocs you can generate (and re-generate if needed) descriptions of the processing activities to form a part of your privacy policy.
Yes, you need to invite the colleagues in the Admin dialog and grant them permission to view (or also to modify) the specific records that you want to cooperate on.
To get a PDF version of a report you need to use the 'Print to PDF' option of your browser. PrivacyDocs does not provide a separate PDF option for the reports because the reports are usually copy-pasted into other documents.