Find your way around the Data Protection module

Steps

1. 1

   Select Data Protection in the left menu

   In the main menu, under Legal and Privacy, select Data Protection. The module opens on RoPA, the record of processing activities: the list of every way your organisation uses personal data.

   • Select Data Protection
2. 2

   Read the five summary tiles

   Five tiles sum up the programme. RoPA Records counts processing activities. Active DSRs counts data subject requests, which are people asking to see, correct or delete their data. DPIAs Pending counts impact assessments that are not approved yet. Data Breaches and Cross-Border count incidents and transfers out of the country. All five read zero because nothing has been recorded yet.

3. 3

   Read Programme metrics, then select Hide

   Programme metrics breaks the same figures down: requests, impact assessments by status, breaches, the processing register, transfers by risk, consent records, processors and training. Select Hide to fold the block away when you want more room for the register below.

   • Select Hide
4. 4

   Open the year filter

   Select the year at the top right of the page. The filter limits requests, impact assessments, breaches, transfers and the figures on the page to one financial year. All years shows everything.

   • Select Year
5. 5

   Choose All years, then go back to the current year

   Choose All years to see every record ever made. Then open the filter again and choose FY 2026, the current year, which is how the module normally opens.

   • Choose All years
   • Select Year
   • Choose FY 2026
6. 6

   Select Insights

   Select Insights on the right edge of the page. A panel lists what needs attention this year, retention figures, the regime, which is the data-protection law that applies to this entity, and a short written note. Pin keeps the panel open while you work.

   • Select Show insights panel
7. 7

   Close the Insights panel

   Select Close at the top of the panel to return to the page.

   • Select Close
8. 8

   Look at the In this module list

   The list on the left holds every section of the module. This course covers RoPA, Data map, DPIAs, Cross-Border, Assessments, Processors, Regime and DPO, and Access. The other sections, such as DSRs, Breach Log and Consent, have their own courses. A number beside a section is how many records it holds.

   

9. 9

   Fold the section list into a row of tabs

   Select the small Collapse section list button at the top of the list. The sections move into a row of tabs across the top of the page, which leaves more room for wide tables. Scroll the row sideways to reach the sections at its end.

   • Select Collapse section list
10. 10

    Put the section list back

    Select Dock section list, at the end of the row, to put the list back on the left. Use whichever layout suits the screen you are working on.

    • Select Dock section list
11. 11

    Open the section named DPIAs

    Select it in the list. A data protection impact assessment, or DPIA, is a written review of the risks of one activity. The empty list says that none were found. The New DPIA button starts one, and Download exports the list.

    • Select DPIAs0 (0)
12. 12

    Open the Cross-Border section

    Select Cross-Border. This register lists transfers of personal data out of the country. Below it is a card for your organisation's own adequacy assessments of destination countries. Both are empty for now.

    • Select Cross-Border0 (0)
13. 13

    Open the Data map section

    Select Data map. This is where the systems that hold personal data are listed, with the tables inside them. The tiles count systems, tables with personal data and how much of it is linked to the register.

    • Select Data map
14. 14

    Open the Access section

    Select Access, at the bottom of the list. As a Data Protection Officer you see a notice: only people who administer access can see who holds which rights. A later lesson shows this section as the security administrator sees it.

    • Select Access
15. 15

    Go back to RoPA

    Select RoPA to return to the register. It says No processing activities recorded. Add Activity records a new use of personal data, and Download exports the register. The next lessons fill it in.

    • Select RoPA0 (0)