Contacts
A contact is a person attached to an organization: for your own organization, typically the data protection officer or whoever answers privacy requests; for a partner, the person you deal with about data protection at the processor or the joint controller. A contact can also belong to one of your organizational units: typically the person who answers for that unit's processing, such as the department head. Every organization in the register — yours and each partner — has at least one contact; a unit may have none.
Contacts are edited as part of the organization they belong to: your own under Organization settings → Organization data, a partner's from its page under Configure partners. A unit's contacts are edited in the unit's own form, under Configure organizational units or from the dashboard in Edit mode. Administrators only.
Why contacts matter
The Art. 13 information clause tells data subjects whom to write to in order to exercise their rights, and names the data protection officer where the organization has one; the Art. 30 declaration identifies who answers for the processing. Both draw on your organization's contacts, so an outdated email address here is an outdated address on every document you publish.
A partner's contacts are for your own use: the register then knows whom to call when an agreement changes or a data subject request involves that partner.
A unit's contacts are for your own use as well: they tell whoever reads the register whom to ask inside the organization about that unit's processing. Like a partner's, they are not printed on the documents.
Contacts are kept in the order you set, and the first one is shown most prominently wherever the organization is presented — so the person who should be reached first, the DPO, belongs at the top.
What a contact holds
| First name and last name | |
| Role | The job title or function, as it should appear on documents |
| Email addresses | At least one and at most five, one of them marked as primary |
| Phone numbers | Optional; up to five, one marked as primary |
| Notes | A short free text — working hours, preferred channel, a deputy to call when the person is away, the language they prefer to be written in. Never printed on documents |