Privacy Register
A register based on facts
Privacy Register keeps your systems, the locations of personal data and the retention periods in one place – built from the findings of Data Discovery rather than questionnaires. Retention periods and legal holds – deletion holds for a specific case such as a lawsuit – are approved under the four-eyes principle and handed over for deletion with one click.
What Privacy Register records
Systems
Applications, databases, cloud services, file storage, AI systems and paper archives – with responsible persons, criticality and status.
Objects
Exactly where personal data is stored, with data categories and protection needs. Business owners confirm them.
Retention schedule
Retention periods with justification and legal basis – and when they are due for review.
Legal hold
Cases such as litigation, investigations, official requests or audits put specific deletions on hold.
From finding to enforced retention period
- 1
Reconcile
Reconciliation with Data Discovery adds systems and objects from actual findings.
- 2
Confirm
Business owners confirm the objects; the dashboard shows open items.
- 3
Approve
Retention periods and legal holds are approved under the four-eyes principle; mandatory fields are checked beforehand.
- 4
Enforce
Once approved, you hand over retention periods and legal holds to Data Deletion, where they are checked with every new deletion run.
See what is missing at a glance
The dashboard shows where the register still has gaps – before internal audit asks.
No responsible person
Systems for which nobody has been named.
Unconfirmed
Objects still awaiting confirmation.
Openly shared
Objects shared publicly or with the entire organisation.
Retention periods without a basis
Entries without justification or with an overdue review.
Record of processing activities at the push of a button
Export
As CSV, JSON or HTML – for internal audit, the regulator and your data protection documentation.
Completeness
Before exporting, Privacy Register checks whether the register is complete.
Organisation profile
Controller, data protection officer and technical and organisational measures in one place.
Service
Data deletion concept and retention schedule
Together with you, we develop the data deletion concept and retention periods and enter them in the retention schedule – all the way to approval.
Frequently asked questions about Privacy Register
Where do the entries in the register come from?
From reconciliation with Data Discovery and from your own input. Systems and objects can also be created manually without Data Discovery.
Can Privacy Register replace our existing register?
Yes. It keeps track of systems, objects and retention periods and exports the record of processing activities as CSV, JSON or HTML. We support the migration of your existing register as part of the implementation or the “Data deletion concept and retention schedule” consulting service.
How are the retention schedule and deletion connected?
Once approved, you hand over retention periods and legal holds from Privacy Register to Data Deletion. There they are checked with every new deletion run.
What is a legal hold?
A deletion hold for a specific case, such as litigation or an official request. It is approved under the four-eyes principle and remains in force until its release has been approved.
Who is allowed to approve retention periods?
Approvals follow the four-eyes principle: a second person approves. If an approved entry is changed, it must be approved again.
How do we get started?
With a 30-minute demo. Afterwards, we will clarify whether an assessment, a proof of concept or going straight to implementation is the right next step.
See Espresso in 30 minutes
We will show you the cockpit with sample data – and discuss where you should start.
Request a demoor write directly to info@espressodataprivacy.com