Free template · ROPA

Record of processing (ROPA) template

A free record of processing activities (ROPA) template to document your purposes, data categories, recipients, retention and safeguards for DPDPA and GDPR readiness.

In short

This ROPA template gives you a structured record of processing activities: for each purpose you log the data categories, data principals, legal basis, recipients and processors, retention period, cross-border transfers and security safeguards, the evidence regulators and auditors ask to see.

Record of processing (header)

Data Fiduciary: [COMPANY NAME] | Contact / DPO: [NAME, EMAIL] | Last reviewed: [DATE]

This record documents each processing activity. Maintain one row per purpose and review it at least [QUARTERLY / ANNUALLY].

Per-activity fields to record

• Processing activity / purpose: [e.g. customer account management]

• Categories of personal data: [e.g. name, email, billing]

• Categories of data principals: [e.g. customers, website visitors]

• Legal basis: [consent (Section 6) / legitimate use (Section 7) / GDPR Art. 6 basis]

• Recipients and processors: [names + purpose of sharing]

• Cross-border transfers: [country + safeguard, e.g. SCCs]

• Retention period: [duration + trigger for deletion]

• Security safeguards: [encryption, access control, etc.]

Example row

Maintenance notes

Update this record whenever you add a new purpose, processor, or data category, and before any new product launch. Significant Data Fiduciaries should align this record with their DPIA and periodic audit.

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Record of processing (ROPA) template FAQs

Does the DPDP Act require a ROPA?+

The Act and Rules expect data fiduciaries to be accountable and able to demonstrate compliance; a record of processing is the practical way to do that and to prepare for audits and DPIAs.

Can I use one ROPA for DPDPA and GDPR?+

Yes. The template captures the fields both regimes care about; record the relevant legal basis per activity for each regime that applies.