Templates
Every document the register produces — the Art. 30 declaration and the Art. 13 information clause of each activity, and the front page and table of contents of the full ROPA PDF — is rendered from a template: a page layout with placeholders that are filled with the activity's and the organization's data. The application ships with a ready-made template for each document in each language, so you never have to touch them. Templates are for when you want your own wording, structure or branding — the house style on the declaration, a differently worded information clause for one sensitive activity, your logo on the cover of the PDF.
Templates are managed in Edit mode under Organization settings → Organization templates, by administrators. The editor needs a desktop screen; on a phone the tile is disabled.
The four kinds of template
| Template | Produces |
|---|---|
| Activity declaration | The Art. 30 declaration of an activity — the formal record for the supervisory authority |
| Information clause | The Art. 13 notice of an activity — what data subjects are told |
| ROPA front page | The cover of the downloadable ROPA PDF |
| ROPA table of contents | The summary page of the downloadable ROPA PDF |
Organization level and activity level
The declaration and the information clause can be customised at two levels: an organization-level template applies to every activity that has no template of its own, and an activity-level template applies to one activity only and takes precedence. When a document is generated, the application uses the activity's own template if there is one, otherwise the organization's, otherwise the built-in default — and the templates page shows, for each document, which of the three is in force.
A custom template applies to every language of the register. The placeholders are filled with the data of whichever language the document is generated in, but the fixed text of the template — headings, labels, boilerplate — is whatever you wrote, so a template written in English produces English headings on the Spanish declaration too. Only the built-in defaults come in one version per language.
How a template is edited
The editor shows the template beside a live preview rendered with real data from one of your activities, so you see exactly what the document will look like. Placeholders such as {{activityName}} are picked from a drop-down grouped by topic, so you never have to guess a name; a template is validated before it can be saved, which strips anything that could not safely be shown in a browser; and deleting a custom template simply returns that document to the default.
The editor loads the built-in template as your starting point. Change a heading, drop in your logo, reorder a section, save — you keep everything that already works and only touch what you want different. You can also download the template as plain HTML, rework it in any web editor or with an AI assistant, and paste it back.
What a template holds
| Kind | Activity declaration, information clause, ROPA front page or ROPA table of contents |
| Scope | The whole organization, or one processing activity (declarations and information clauses only) |
| The page itself | The layout, wording and branding, with {{…}} placeholders that are filled from the register when a document is generated |