A Record of Processing Activities: what personal data you hold, why, the legal basis, where it lives, who you share it with and how long you keep it. The ODPC can ask for it, and this is the record that answers.

Is the data processing inventory (ropa) free?

Yes. Download the data processing inventory (ropa) as a ready-to-use Excel workbook, with no sign-in and no payment. It is yours to keep and edit.

What is inside the data processing inventory (ropa) workbook?

Six sheets: a Start Here guide, the Data processing inventory (ROPA register (Data Subject Group, Personal Data, Sensitive?, Purpose, Legal Basis, Source, and more), a Dashboard that adds everything up, a Lists sheet for the dropdowns, a Settings sheet, and a Next step sheet. It opens in Excel, Google Sheets or WPS, with no macros.

Does it work in Google Sheets and on my phone?

Yes. The workbook opens in Excel, Google Sheets or WPS. There are no macros, so it works on a phone or a laptop. Keep your own copy before you share it.

How do I keep the data processing inventory (ropa) consistent?

Use the dropdowns where they appear, and fill one row per entry. The Dashboard counts and summarises your entries, so you can see the picture at a glance without a formula.

How is this different from the SawaAfrik app?

A workbook is a file you fill in yourself. Inside a free SawaAfrik workspace the same shape fills from your real records, invoices, payroll and expenses flow in once and appear everywhere, deadlines remind you before they are due, and statutory figures are computed with their source and date. The workbook is the start; the app is when you stop retyping.

SawaAfrik

Compliance template

Data processing inventory (ROPA): free Excel workbook

The data processing inventory (ropa) is a free, multi-sheet Excel workbook for a Kenyan business: what personal data you hold, why, and how it's protected (ODPC).

The Data Protection Act expects you to know what personal data you hold, and you have never written it down.

Free download

Excel workbook, no sign-in.

Download .xlsx Or start a free workspace

What is in the workbook

Start here

What the workbook is for, how to fill it, and the colour key.

Data processing inventory (ROPA

The register: the right columns, dropdowns, and live totals. Type in the gold cells.

Dashboard

Your numbers added up as you go, with a simple bar view.

Lists

The dropdown options, so your data stays tidy and consistent.

Settings

The reporting currency, and where figures come from.

Next step

How SawaAfrik does this automatically from your real records.

The columns it includes

Data Subject GroupPersonal DataSensitive?PurposeLegal BasisSourceSystem/LocationRecipientsCross-border?RetentionSecurity ControlsOwner

How to use it

1Download the workbook and open the "Data processing inventory (ROPA" sheet.
2Fill one row per entry. Type only in the gold cells; the white cells and the totals work themselves out.
3Where a cell has a dropdown, pick from the list instead of typing.
4Use the Dashboard to see your entries counted and summarised.
5When you outgrow the file, bring it into SawaAfrik, where it fills from your real records and the tax figures are computed for you.

Questions

What is a ROPA?: A Record of Processing Activities: what personal data you hold, why, the legal basis, where it lives, who you share it with and how long you keep it. The ODPC can ask for it, and this is the record that answers.
Is the data processing inventory (ropa) free?: Yes. Download the data processing inventory (ropa) as a ready-to-use Excel workbook, with no sign-in and no payment. It is yours to keep and edit.
What is inside the data processing inventory (ropa) workbook?: Six sheets: a Start Here guide, the Data processing inventory (ROPA register (Data Subject Group, Personal Data, Sensitive?, Purpose, Legal Basis, Source, and more), a Dashboard that adds everything up, a Lists sheet for the dropdowns, a Settings sheet, and a Next step sheet. It opens in Excel, Google Sheets or WPS, with no macros.
Does it work in Google Sheets and on my phone?: Yes. The workbook opens in Excel, Google Sheets or WPS. There are no macros, so it works on a phone or a laptop. Keep your own copy before you share it.
How do I keep the data processing inventory (ropa) consistent?: Use the dropdowns where they appear, and fill one row per entry. The Dashboard counts and summarises your entries, so you can see the picture at a glance without a formula.
How is this different from the SawaAfrik app?: A workbook is a file you fill in yourself. Inside a free SawaAfrik workspace the same shape fills from your real records, invoices, payroll and expenses flow in once and appear everywhere, deadlines remind you before they are due, and statutory figures are computed with their source and date. The workbook is the start; the app is when you stop retyping.

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