Register a new Research Project

Step 1: Create a Processing Activity

Processing activities should be considered as a one-to-one match with a research project. This means that if you want to register a new research project, it corresponds to creating a new processing activity.

Click the button "Create Processing Activity" and name your research project in the dialogue box.

Step 2: Processing Activity Flow

After clicking the "Create" button, you will enter a flow where you need to provide the necessary inputs to complete the registration. The flow consists of five steps:

1. Processing Activity

In the first step, you must enter the name of your project and provide a description. You also need to select a purpose from the dropdown menu.

2. Data Subjects

In the second step, you must specify all categories of data subjects whose information is collected as part of your research project. You should also indicate the number of data subjects whose data is being processed.

3. Categories of Personal Data

In the third step, you need to specify what types of personal data are being processed in the project. You can choose between general and sensitive data. Tick the boxes that describe the data processed in the project.

4. Legal Basis

In the fourth step, you must define your data retention periods. There are several options to choose from. You must set a retention period for each category of personal data. If a justification is required, a field will appear where you can provide further details.

5. Data Sharing

In the fifth step, you must specify who the data is shared with in the project. The Data Sharing section includes five sub-steps:

• Processors
• Disclosures
• Joint Controllers
• Sources
• Controllers

 

You can see a description of each sub-step by hovering over them. Click on a sub-step to enter the relevant information.

For example, if you need to add a data processor, select the "Processors" sub-step and then click "Add Processor to the Processing Activity". The name of the sharing corresponds to what was previously known as a comment. If you need to provide a more detailed description, click "Add Description", which opens a dialogue where you can enter the details.

In the "Processor" field, select your data processor. If the processor you are looking for is not available in the dropdown, you can click "Create New Company" to open a dialogue where you can enter the name, country, and address of the processor before clicking "Create".

In the "Data Processing Agreement" field, you can click "Create New" to upload the data processing agreement by either selecting a file or dragging it into the box. The document can be a draft or a final agreement. This applies to all types of data sharing. You can also upload multiple documents for the same data sharing instance by clicking "Create New" again.

At the bottom of the Processor section, you must indicate whether a sub-processor is used. If applicable, click "Yes" and then "Add a Sub-Processor", which follows the same process as adding a data processor. You can collapse the data sharing view to see how data flows forward. If multiple data processors are used in the same project, click "Add Another Processor to the Processing Activity".

If a specific type of data sharing is not relevant for your project, you can tick the box, e.g., "No Disclosures Are Made in This Processing Activity".

 

Step 3: Submit

Once you have completed all five steps and are ready to submit, click the "Submit" button in the top right corner. A dialogue box will appear, allowing you to enter final details such as the processing end date, the primary responsible person, and the contact person. Then, click "Submit" at the bottom of the dialogue box.

The project is now submitted, and you can return to the overview. Under "Status", it will now say "Draft Submitted". You can always revisit the flow, but you will not be able to edit it while it is awaiting review by a caseworker.