Map data categories, locations, providers, access routes, retention, export and AI-assisted processing before approving the service.
Share data requirementsThe review covers structured records, files, logs, backups, exports, support access and derived data. Marketing-site processing is documented separately in the privacy notice.
| Decision area | Questions to resolve | Evidence required |
|---|---|---|
| Roles and rights | Who determines purpose, acts on instructions, owns or licenses each data class, and can approve access? | Approved contract terms, data classification and responsibility map |
| Providers and locations | Which organisations and systems process each copy, in which locations, under which transfer route? | Current architecture, provider register, data-flow trace and transfer review |
| Access and support | Which customer, platform and partner roles can access data, and how is exceptional access approved and reviewed? | Authorisation tests, access records, elevation controls and review evidence |
| Retention and deletion | How long does each active, deleted, logged, backed-up or legally held copy remain? | Approved schedule, deletion test, hold procedure and exception register |
| Portability and exit | What can an authorised customer retrieve, in which structure, with what audit context and verification? | Export specification, sample output, completeness test and offboarding runbook |
| AI-assisted processing | Which data may be sent to a model, for what purpose, with what isolation, retention and human approval? | Provider terms, data-flow test, provenance record, limitation notice and opt-in boundary |
A marketing page may still create network and security logs, load third-party resources or submit a lead form. Browser storage, request logs, form fields and tag destinations must all be included in the live data-flow audit.
Demonstration and test data should have documented origin and review. It must not be derived from confidential customer records or be re-identifiable through locations, dates, rare events or combined attributes.