Getting started with legal obligations

This module is designed to help you manage and track your organization’s processing activities that are using legal obligation as a legal basis.

Pre-requisites to Get Started

Before you begin using the Legal Obligations module, ensure you have the following in place:

1. User Access: Verify that you have the necessary permissions to access and modify the Legal Obligations module in RESPONSUM. If you don’t have access, reach out to your system administrator.

Fast-track to Brilliance

If you’re eager to start managing your legal obligations right away, follow these quick steps:

1. Access the Legal Obligations Module: Navigate to the module by going to Privacy Management > Legal Obligations.
2. Add a New Legal Obligation: If you select ‘Legal Obligation’ as the legal basis for processing within a processing activity in the Register, a new legal obligation entry will automatically be created. Alternatively, you can manually create one by clicking on+ Create to start entering a new legal obligation. Select the applicable processing activity and legislation, and specify the relevant article.
3. Set a Review Interval: Create a review interval by entering a number and selecting a period (e.g., days, weeks, months). This ensures you’re reminded to review the obligation regularly.
4. Save the Obligation: Once you’ve entered all the details, click Save to add the legal obligation to your register.
5. Add Legislation: If the required legislation is not in the list, you can create a new entry by providing the legislation’s name, version, enforcement date, and other details.

Step-by-Step Guidance

For those who prefer a more detailed approach, here’s a step-by-step guide to managing your legal obligations:

1. Accessing the Legal Obligations Module

• Log in to RESPONSUM and navigate to the module by going to Privacy > Legal Obligations.

2. Adding a New Legal Obligation

• Add a New Legal Obligation: If you select ‘Legal Obligation’ as the legal basis for processing within a processing activity in the Register, a new legal obligation entry will automatically be created. Alternatively, you can manually create one by clicking on+ Create to start entering a new legal obligation. Select the applicable processing activity and legislation, and specify the relevant article.
• Select the Processing Activity: Choose the processing activity that the legal obligation applies to from the dropdown list. This links the obligation directly to your processing activity.
• Select Legislation: From the provided list, select the applicable legislation. If the legislation is not listed, you can create a new entry (see next step).
• Specify the Article: Enter the specific article or clause from the legislation that applies to your organization.
• Create a Review Interval: Set a review interval by entering a number (e.g., 3) and selecting a period (e.g., months). This will automate reminders to review the obligation.
• Click ‘Create’: After filling in all the details, click Create to add the legal obligation to your list.

3. Adding New Legislation

• Click ‘+ Add Legislation’: If the relevant legislation is not already in the system, you can add it by clicking the appropriate '+' button.
• Provide Legislation Details:
  • Name: Enter the name of the legislation.
  • Latest Consolidated Version: Select the date of the latest consolidated version of the legislation.
  • Date of Enforcement: Enter the enforcement date of the legislation.
  • Involved Authority: Specify the authority responsible for enforcing this legislation.
  • Authentic Source Reference: Provide the authentic source reference for the legislation.
  • Relevant Links: Add any relevant links to external resources or documents.
• Click ‘Create’: After entering all the required information, click Create to add the legislation to your system.

4. Reviewing and Updating Legal Obligations

• Set Up Regular Reviews: Use the review interval settings to ensure that legal obligations are revisited periodically. This is crucial for staying compliant with changes in the law.

By centralizing your legal obligations and linking them to relevant processing activities, you can ensure that your organization stays compliant and up-to-date with regulatory requirements.

If you have any questions or need further assistance, consult the support documentation or contact our support team support@responsum.eu.