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Budget, levies, arrears & sinking fund for OMCs
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One-off purchase – no subscription
GDPR ROPA Template Excel
Record of processing activities under Article 30 GDPR for Irish SMEs, clubs, clinics and professionals – with processors, transfers, retention, TOMs, DPIA screening, breach log and SAR log
€59incl. VAT
A record of processing the DPC can actually read – built the way its RoPA guidance asks
11sheets
60 / 30activities / processors
0macros
- Every Article 30(1) field, marked as mandatory, with an automatic completeness check
- Art 30(5) check per activity – see whether the under-250 exemption really applies
- Adequacy list incl. UK, Brazil and the EU-US Data Privacy Framework – missing safeguards flagged
- Processors register with DPA (Art 28), sub-processors, review dates and your own Art 30(2) record
- DPIA screening against Art 35(3), the DPC list and the WP29 criteria
- Breach log with the 72-hour deadline in hours and a SAR log with the one-month deadline
STARTSETTINGSROPAPROCESSORSTRANSFERSRETENTIONTOMS CHECKLISTDPIA SCREENINGBREACH LOGSAR LOGDASHBOARD
Found an error in the template? We'll fix it – or refund you.
A GDPR record of processing activities for Irish organisations – complete, current and ready for the DPC
Enter each processing activity once. The workbook checks the Article 30 fields, the transfers outside the EEA, the need for a DPIA and the deadlines for breaches and access requests – and shows what is still open.
Most small organisations in Ireland have a privacy notice on the website, but no record of what personal data they actually hold, why, who receives it, where it goes and how long it is kept. That gap shows up when an access request arrives, when a mailbox is hacked on a Friday afternoon, or when the Data Protection Commission asks for your record of processing – and expects it within days. In its RoPA sweep the DPC found records that said 'personal data' instead of real data categories, referred to retention policies nobody could open, or still relied on the Privacy Shield.
This Excel template follows Article 30 GDPR and the DPC's RoPA guidance. You record each activity by business function – HR, payroll, clients or patients, marketing, IT – with the mandatory fields clearly marked and the lawful basis, Art 9 condition and Data Protection Act 2018 section as helpful extras. Processors, international transfers, a retention schedule, a TOMs checklist, DPIA screening, a breach log with the 72-hour clock and a subject access request log with the one-month deadline are all linked, with traffic lights and a dashboard.
Without a template
- Not sure whether the under-250 exemption means you need no ROPA at all
- Free templates with vague columns that the DPC calls 'not sufficient'
- Nobody knows which cloud services send data to the US or Australia, and on what basis
- Breaches and access requests handled without a clock – and without a record
With ExcelGrand
- Art 30(5) checked per activity: not occasional, Art 9/10 data or a risk – the exemption falls away
- Granular columns per Art 30(1)(b)–(g), with a 'Missing: …' check on every row
- Adequacy list with the DPF condition for the US and a safeguard check per transfer
- 72-hour deadline in hours for breaches, one month (plus two) for requests, with status colours
What's in the file
START
Key figures, quick links and a step-by-step guide.
SETTINGS
Controller details, DPO check (Art 37), Art 30(5) result, editable deadlines, drop-down lists, Irish public holidays and a table of legal references.
ROPA
Up to 60 processing activities by business function: purposes, data subjects, data categories, special category data, lawful basis, Art 9 condition, recipients, processors, transfers and safeguards, erasure time limit, security measures, Art 30(5), risk, DPIA status, breaches, review dates and completeness.
PROCESSORS
Up to 30 processors with service, country, transfer safeguard, DPA (Art 28(3)), sub-processors, security review and status – plus your own record as a processor (Art 30(2)).
TRANSFERS
EEA countries, EU adequacy decisions (checked October 2026, incl. UK, Brazil, Korea and the US under the Data Privacy Framework) and other countries, with a count of your transfers and missing safeguards.
RETENTION
Retention schedule per category of records: period in months or days, trigger, legal basis or reason, source status, disposal method, owner and the 'erase records before' date.
TOMS CHECKLIST
Technical and organisational measures by Art 32 area with status, owner, check dates, evidence and a score per area.
DPIA SCREENING
For every activity: the three Art 35(3) cases, the DPC's Art 35(4) list, nine WP29 criteria, the result, DPO advice, residual risk and prior consultation (Art 36).
BREACH LOG
Every personal data breach with the DPC risk rating, the 72-hour deadline, hours taken or left, reasons for delay, DPC reference, Art 34 communication and status.
SAR LOG
Access, rectification, erasure, restriction, portability and objection requests with the one-month deadline, extension by two months, outcome and status.
DASHBOARD
Activities, special category data, transfers and open actions at a glance, with a status panel and four charts.
Take a look inside
Specifications
Format.xlsx
RequiresExcel 2016+ / Microsoft 365
Sheets11
Capacity60 activities · 30 processors · 30 retention lines · 40 measures · 30 breaches · 50 requests
Legal checkGDPR, Data Protection Act 2018 and DPC guidance, checked 16 October 2026
MacrosNone
Who is it for?
- SMEs and family businesses
- Clinics and practices
- Sports clubs and charities
- Accountants, solicitors and consultants
- Data protection leads and DPOs
Frequently asked questions
What is a ROPA under GDPR?
A ROPA – record of processing activities – is the written record that Article 30 GDPR requires controllers and processors to keep. For each processing activity it sets out the purposes, the categories of people and personal data, the recipients, any transfers outside the EEA with their safeguards, how long the data is kept and a general description of the security measures. You must make it available to the Data Protection Commission on request.
Do small businesses in Ireland need a record of processing activities?
Often yes, at least in part. Article 30(5) exempts organisations with fewer than 250 employees – but not for processing that is not occasional, that is likely to result in a risk, or that includes special category or criminal data. The DPC gives HR and payroll as examples of processing that is not occasional, so most employers need to record those activities. The SETTINGS sheet checks this per activity.
What must a ROPA contain?
Under Article 30(1): the name and contact details of the controller (and DPO, if any), the purposes, the categories of data subjects and personal data, the categories of recipients, transfers to third countries with the safeguards, where possible the time limits for erasure, and where possible a general description of the security measures. The template marks these columns in dark green and adds the extras the DPC recommends, such as the lawful basis and the Art 9 condition.
Is there a free ROPA template?
Yes – several firms and some regulators offer free spreadsheets. They usually stop at the Article 30 columns. This workbook adds the Art 30(5) check, the current adequacy list, a processors register with DPAs, a retention schedule, DPIA screening and the breach and access-request logs with their deadlines – all linked to the same activities.
How long do you have to report a data breach in Ireland?
Notify the DPC without undue delay and, where feasible, within 72 hours of becoming aware of the breach, unless it is unlikely to result in a risk to individuals (Article 33). Late notifications need reasons. Every breach must be documented, including those you do not notify. The BREACH LOG calculates the deadline and shows the hours taken or left.
How long do I have to respond to a subject access request?
Without undue delay and within one month of receipt. Where necessary – for complex or numerous requests – you can extend by two further months, but you must tell the person within the first month and give reasons (Article 12(3)). The SAR LOG calculates both deadlines and flags overdue requests.
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GDPR ROPA Template Excel
Record of processing activities under Article 30 GDPR for Irish SMEs, clubs, clinics and professionals – with processors, transfers, retention, TOMs, DPIA screening, breach log and SAR log · €59
ROPA template in Excel: record of processing activities for Irish organisations
This ROPA template is a GDPR record of processing activities template in Excel, built for Irish SMEs, clinics, sports clubs and professional practices. It works as an Article 30 register and a GDPR data map: for each activity you see what personal data you hold, why, on what lawful basis, who receives it, whether it leaves the EEA and how long you keep it – with worked examples for HR, payroll, patient records, booking, newsletters, CCTV and IT.
Besides the record of processing activities itself, the GDPR template includes a processors register for data processing agreements, an international transfers check against the EU adequacy decisions, a retention schedule, a TOMs checklist, a DPIA screening tool, a data breach log with the 72-hour deadline and a subject access request log – so your GDPR documentation, deadlines and evidence stay in one place.
GDPR ROPA Template Excel€59