Scope of processing

What is Scope Of Processing?

The term “Scope of Processing” refers to the extent and boundaries within which data is processed within an organization, particularly in the context of data protection and privacy regulations like the GDPR (General Data Protection Regulation). It defines what kind of data is being processed, the purpose of the processing, and how it will be handled. This concept is crucial in ensuring compliance with legal and regulatory requirements, and it helps to establish a clear framework for data management practices.

When should I use Scope Of Processing?

You should use “Scope of Processing” when defining and documenting the processing activities related to personal data within your organization. This is particularly important in the following situations:

• Privacy Impact Assessments: To evaluate the impacts of data processing activities and establish risk mitigation strategies.
• Data Processing Agreements: When entering into contracts with data processors to ensure they understand and comply with your data processing expectations.
• Regulatory Compliance: To demonstrate adherence to data protection laws like GDPR by clearly defining data processing activities.
• Internal Data Management Practices: To establish guidelines for employees on how personal data should be processed and protected.

How do I write a Scope Of Processing?

Writing a “Scope of Processing” involves several key steps and requires clarity and comprehensiveness to ensure that all aspects of data processing are covered:

1. Identify the Data Categories: List all types of personal data being processed.

2. Define Processing Activities: Describe the various processes the data will undergo, such as collection, storage, use, dissemination, or destruction.

3. State the Purpose: Clearly articulate the purpose(s) for which the data is being processed.

4. Specify the Legal Basis: Mention the legal grounds for processing the data, e.g., consent, contract, legal obligation, etc.

5. Detail Data Sharing: Include details on any third parties or entities the data is shared with, if applicable.

6. Outline Security Measures: Describe the security measures in place to protect the data during processing.

Here is a basic example:

Scope of Processing: The customer’s personal data, including name, email, and purchase history, will be processed to fulfill transactions, provide support services, and send promotional communications. The legal basis for processing is consent and contractual necessity. Data will be shared with delivery partners for shipment purposes, and security measures including encryption and access controls will be employed to protect the data.

Which contracts typically contain Scope Of Processing?

Scope of Processing is typically included in contracts that deal with the handling of data, particularly personal data. Some common types of contracts that contain this element include:

• Data Processing Agreements (DPAs): These are contracts between data controllers and data processors that outline the scope and purpose of data processing activities.
• Service Level Agreements (SLAs): When the agreement involves processing personal data as part of delivering a service.
• Outsourcing Agreements: Contracts that involve third parties handling internal data processing tasks.
• Partnership Agreements: When two or more organizations share data and need to establish processing boundaries and responsibilities.
• Confidentiality Agreements: When processing sensitive information that requires clear definitions on how data is handled and protected.