Article 30 GDPR - Records of processing activities

1. Each controller and, where applicable, the controller’s representative, shall maintain a record of processing activities under its responsibility. That record shall contain all of the following information:

(a) the name and contact details of the controller and, where applicable, the joint controller, the controller’s representative and the data protection officer;

(b) the purposes of the processing;

(d) the categories of recipients to whom the personal data have been or will be disclosed including recipients in third countries or international organisations;

(e) where applicable, transfers of personal data to a third country or an international organisation, including the identification of that third country or international organisation and, in the case of transfers referred to in the second subparagraph of Article 49(1), the documentation of suitable safeguards;

(f) where possible, the envisaged time limits for erasure of the different categories of data;

(g) where possible, a general description of the technical and organisational security measures referred to in Article 32(1).

2. Each processor and, where applicable, the processor’s representative shall maintain a record of all categories of processing activities carried out on behalf of a controller, containing:

(a) the name and contact details of the processor or processors and of each controller on behalf of which the processor is acting, and, where applicable, of the controller’s or the processor’s representative, and the data protection officer;

(b) the categories of processing carried out on behalf of each controller;

(c) where applicable, transfers of personal data to a third country or an international organisation, including the identification of that third country or international organisation and, in the case of transfers referred to in the second subparagraph of Article 49(1), the documentation of suitable safeguards;

(d) where possible, a general description of the technical and organisational security measures referred to in Article 32(1).

3. The records referred to in paragraphs 1 and 2 shall be in writing, including in electronic form.

4. The controller or the processor and, where applicable, the controller’s or the processor’s representative, shall make the record available to the supervisory authority on request.

5. The obligations referred to in paragraphs 1 and 2 shall not apply to an enterprise or an organisation employing fewer than 250 persons unless the processing it carries out is likely to result in a risk to the rights and freedoms of data subjects, the processing is not occasional, or the processing includes special categories of data as referred to in Article 9(1) or personal data relating to criminal convictions and offences referred to in Article 10.

Relevant Recitals

Frequently Asked Questions

Short answers to common questions about this provision. They are general information and not legal advice.

Article 30(1) lists the required content, namely the name and contact details of the controller and, where applicable, the joint controller, the representative and the data protection officer, the purposes of the processing, the categories of data subjects and of personal data, the categories of recipients including those in third countries, any third-country transfers with the safeguards documented for transfers under the second subparagraph of Article 49(1), and, where possible, the envisaged erasure time limits and a general description of the security measures referred to in Article 32(1).

Yes. Under Article 30(2) each processor, and where applicable its representative, must maintain a record of all categories of processing activities carried out on behalf of a controller, covering the contact details of the processor and of each controller for which it acts, the categories of processing, any third-country transfers and, where possible, a general description of the Article 32(1) security measures. The processor's record is shorter than the controller's because it mirrors the processor's more limited role.

Paragraph 3 requires the record to be in writing, including in electronic form. Under paragraph 4 the controller or processor, and where applicable their representative, must make it available to the supervisory authority on request, so the record functions as a standing accountability instrument rather than a public document.

Only partially. Paragraph 5 exempts enterprises and organisations employing fewer than 250 persons, but the exemption falls away if the processing is likely to result in a risk to the rights and freedoms of data subjects, if it is not occasional, or if it includes special categories of data under Article 9(1) or data relating to criminal convictions and offences under Article 10. Because routine processing such as payroll or customer administration is not occasional, the exemption is narrow in practice.

The record operationalises the duty in Article 5(2) and Article 24 to be able to demonstrate compliance, since it captures in one place the purposes, data categories, recipients, transfers, retention and security of each processing activity. Recital 82 confirms that the record exists so that controllers and processors can demonstrate compliance and cooperate with the supervisory authority.