The DPO appointment is your record of who holds the Data Protection Officer's office: a member of your company, an officer supplied by a practice you engaged, or an external DPO. It also keeps the officer's contact, the board minute that appointed them, and any conflicts with their independence.
Who can do this
An owner or editor can record an appointment, the contact and the board minute, record and resolve conflicts, and end an appointment. Everyone in the workspace can see who holds the office.
Find it
Open Programmes, choose your programme and press DPO responsibilities to see who holds the office. Press Appointment to open DPO appointment. Its tabs are Appointment, Independence and History.
If nobody holds the role, the page says so. Registration with the Commission is refused while the office is empty.
Record an appointment
- Press Record an appointment. To check a candidate first, press Review candidate independence.
- Under Appointment type, choose Internal member, Engaged practice or External DPO.
- Under Who is appointed, choose the member, or the practice and Who the practice is supplying, or give the External DPO name.
- If they report to someone, choose Reports to (optional).
- Under Review and confirm, check it and press Record appointment.
An engaged practice whose officer is not appointed yet is listed under Engaged, not yet appointed. Press Appoint them to start from there.
The appointment records
Under Appointment records, open each one with Open →:
- DPO contact: give the Officer’s email and Officer’s postal address, and tick Give this contact out to people who ask if it may be shared. Press Record the contact. Submitting both empty removes the contact.
- Board minute: give the Minute reference and Date minuted, and press Record the board minute.
- Independence conflicts: describe the Conflict, Why it matters, its Severity and a Proposed fix, and press Record conflict. When it is dealt with, say What was done and press Record the resolution.
End an appointment
Press End this appointment, give the Reason for ending, and press End appointment. The history is kept. Record the next appointment straight away, because the office is then empty.
Common questions
"We engaged a DPO practice. Are they appointed?" Not yet. Engaging the practice and appointing the officer are separate steps. Appoint them here.
"Who sees the officer's contact?" People who ask, only if you tick Give this contact out to people who ask.