Vendor Record of Processing Activity Form

Processing ID
Processing Name	E.g. Traveler profile management; travel booking requests management; call recordings; client relationship management; invoicing; prospects’ management; meetings & events requests management; etc.
Date of the last review of the Record of Processing Activity Form	Select date.
Entity
Which entity is collecting and processing personal data?	Entity
Address	Address Line 1 Address Line 2 Address Line 3
Email	contact.name@xyz.com
Outside EU?
Global Privacy Officer
Name	DPO Name
Address	Address Line 1 Address Line 2 City, State, Country Zip
Email	Email address
Business/Product Owner
Name	First Name	Last Name
Address	Address Line 1 Address Line 2 Address Line 3
Email	point.of.contact.name@xyz.com
Purposes of Data Processing
Principal Purpose	Click here to enter text.
Sub-purposes	Click here to enter text.
Security Measures
Technical Security Measures	☐ Access Control to Offices ☐ Access Control to IT Systems ☐ Logical Access Control to Data ☐ Disclosure and transmission control ☐ Availability Control ☐ Segregation Control ☐ Software Properties	Insert relevant attachments as objects: (In ribbon, go to Insert >Object >Object >Create from File >Browse >Display as Icon >OK)
Organizational Security Measures	☐ Data Control ☐ Job Control ☐ Management of Security, Risks, Incidents, or Breaches ☐ Training ☐ Audits	Insert attachments as objects: (In ribbon, go to Insert >Object >Object >Create from File >Browse >Display as Icon >OK)
Categories of Personal Data
Description	Data retention time limit
Contact data/Title	☐ Marital status ☐ Title/form of address ☐ Contact data ☐ Name/Surname ☐ Other If other please describe.	Enter years or months.
Personal Life	☐ Family status ☐ Hobbies ☐ Other If other, please describe.	Enter years or months.
Professional Life	☐ CV ☐ Employer ☐ Employment ☐ Academic history and training ☐ Diplomas ☐ Professional distinctions ☐ Other If other, please describe.	Enter years or months.
Financial and Tax Information	☐ Income ☐ Financial position ☐ Tax situation ☐ Other If other, please describe.	Enter years or months.
Connection Data	☐ IP Addresses ☐ Logs ☐ Terminal and connection identifiers ☐ Date, time, time zone information ☐ Other If other, please describe.	Enter years or months.
Geographic data	☐ Physical movements and location ☐ GPS ☐ Global System for Mobile (GSM) Communications data ☐ Other If other, please describe.	Enter years or months.
Internet Data	☐ Cookies ☐ Data trackers ☐ Browsing data ☐ Data traffic measurements ☐ Other If other, please describe.	Enter years or months.
Special Categories of Personal Data
Description	Time Limits for data retention
Data pertaining to racial or ethnic identity	Click here to enter text.	Enter years or months.
Data Pertaining to political opinions	Click here to enter text.	Enter years or months.
Data related to religious identity	E.g. Meal preferences, special service requests related to religion (halal meals, kosher meals, vegan meals).	Enter years or months.
Data related to Trade Union Membership	Click here to enter text.	Enter years or months.
Genetic Data	Click here to enter text.	Enter years or months.
Biometric Data	Click here to enter text.	Enter years or months.
Health Data	Special service requests related to disability, smoking preferences, meal preferences related to health: gluten-free, allergies, vegan, vegetarian, etc.	Enter years or months.
Sexual Orientation Data	Click here to enter text.	Enter years or months.
Criminal History	Click here to enter text.	Enter years or months.
Government ID Number	Passport number, national ID number, Driver’s License number	Enter years or months.
Data Subjects
Categories of Data Subjects	Description
☐ Job Candidates ☐ Employee ☐ Job Contractors ☐ Prospective Clients ☐ Clients ☐ Travelers ☐ Attendees ☐ Suppliers/Vendors	Click here to enter text.
Data recipients
Recipient	Categories and Entity names
Internal (Group entities)	Entity names.
External (Third party Vendors)	E.g. Entity types.
External Sub-contractors	E.g. External sub-contractors.
Transfers outside EU
Recipient	EU/Local Country?	Legal Basis for Transfer	Attachment
Internal	Select one.	Enter Legal Basis
External	Select one.	Enter Legal Basis
External Sub-contractors	Select one.	Enter Legal Basis

For confirmation the form was submitted, please check your email sent folder. Otherwise, please attach this form to an email and send to GlobalPrivacy@carlsonwagonlit.com