During the data mapping process (New Data Mapping Entry > Processing Locations) you established your service provider relationships and basic Service Provider entries were created. In this section you will add other relevant vendor information and manage vendors and your contracts. You may dismiss the introduction by clicking the “X”.
Add new Service Provider
We strongly recommend that all of your Service Providers be used with specific data mapping entries. To avoid unmapped providers, create your initial Service Provider entry through the data mapping process (New Data Mapping Entry > Processing Locations) and later return to this section to add contract and vendor details.
However you may have business reasons to create Service Providers directly in this section. There are two methods: 1) Copy Service Provider From Template, and 2) Add New (no default data is provided by DPDx).
Copy Service Provider From Template
DPDx provides templates of many common Service Providers which you can use. Note that the name you use for an entry is published in notices created by DPDx, so decide whether you want to show the name of the provider or just the category/type of service. For example, there might be commercial sensitivities around having the names of companies on your privacy notices. Check with your legal counsel if you are unsure.
Click on ‘Copy Service Provider from Template’ to access the dropdown of provided templates.
You may search for the name or a partial name, or scroll through the list. When your vendor appears, check their name then click ‘Copy Service Provider from Template’ at the bottom of the dropdown.
A new basic entry is created.
Update the new entry following the Edit Service Provider section below.
Add New
Adding Service Providers with your own data is found in the ‘Add New’ dropdown. You may capture their details individually (Add New) or perform a bulk upload (Import Service Providers) using the template provided (Service Provider Import CSV).
Add new Service Provider manually
To add a provider, click ‘Add New’ from the dropdown.
On the ‘Add New’ pop-up, add your Service Provider details. Save when your input is complete. These fields are required on a manual entry: Name; Service Provider type; Country. Note that if the Country is not United States, you are required to add Lawful Basis.
After saving, your new manual entry appears in the provider listing.
Import Service Providers from CSV
You may perform a bulk upload of Service Providers using the CSV template provided.
From the ‘Add New’ dropdown, download the Service Provider import csv. This downloads a CSV template file named ‘processor.csv’.
Create the provider entries using your tool of choice. There are sample entries provided in the template; delete them before you upload. If you use a spreadsheet application like Excel, remember to Save As CSV. These fields are required on a CSV upload: Name; Service Provider type.
The following fields are included in the template.
- Name – required field
- Processor type – required field
- Website
- Email address
- Telephone Number – optional; prefix with country code e.g., 1-
- Mobile Number – optional; prefix with country code e.g., 1-
- Address 1
- Address 2 – optional; may include State here
- City
- Postal code
- Country – optional when doing csv upload; use 2-digit country ISO code
- Postal address 1
- Postal address 2 – optional; may include State here
- PA Postal code
- Description of service
- Contract start date – optional; format YYYY-MM-DD
- Contract end date – optional; format YYYY-MM-DD
- Contract renewal period
- Frequency of processing
- Estimated Number of Records
- Methods of transmission
From the ‘Add New’ dropdown, upload your completed CSV file using ‘Import service providers’.
After a successful upload, your service provider listing will refresh with the new entries added.
TIP: If you do not see a progress bar or new entries after uploading, you may need to refresh your web page when doing multiple uploads after another.
Service Provider Entry
A Service Provider (SP) entry in the provider listing shows some information from the editable vendor profile. It also provides the following functionality.
add links to below sections
- When SP name in red: Link to vendor agreement governing the Processing of Personal Data as a Service Provider / Processor (drawn from template; editable in vendor profile)
- One-click updates to contract status: Not signed (red); In progress (yellow); Signed (green)
- Link to DPDx Sharing Guide (additional information and guidelines on the sharing of personal information. We recommend you review your policies and contracts with legal counsel as well.)
- Ability to upload your contract with the vendor
- Ability to edit vendor profile
- Ability to delete vendor
Upload/Download Service Provider Contract
After you have a signed contract, change the Contract Status to ‘Signed’ and upload the contract. You can only have one contract per vendor.
Once a contract is uploaded, you can also download the current contract. You cannot delete a contract once it has been uploaded.
WARNING: When you upload a new contract, the previous contract is removed and replaced with the most recent upload. The previous contract cannot be recovered.
TIP: If you would like to retain expired/old contracts in DPDx, upload a copy into the “Notes and files” section for the vendor. For visibility and easy access, we also recommend you keep the current contract with the vendor profile using the Upload feature.
View Service Provider listing
The Service Provider listing can be filtered by entering text into the search box. The search is applied to: Service Provider, Service Type, Country. Filters are cleared by clicking the ‘X’ on the right of the search box.
You can sort the listing alphabetically ascending or descending by clicking on the heading for ‘Service Provider’, ‘Service Type’, ‘Country’, or ‘Renewal Date’.
Edit Service Provider
Click ‘Edit’ on the right of the provider listing to modify the vendor’s profile.
The Edit screen provides three tabs: Details; Data Mapping; Notes and files
Details
The Details tab allows you to add and edit vendor information. If you created the vendor from template, some information is already provided. Click Save when your updates are complete.
Website / Vendor processing agreement
The URL in the ‘Website’ field is the vendor agreement governing the Processing of Personal Data as a Service Provider / Processor. This is provided in the DPDx vendor template, when available. You may add or modify this location. This URL provides the red link in the SP name in the vendor listing described above.
Data Mapping
The Data Mapping tab shows all of the Personal Information Types that you may provide to this vendor, as defined in your data mapping. There are two tabs based on data classification: Personal Information Types and Special (Sensitive) Personal Information Types.
During your creation of data mapping entries (see steps in ‘New Data Mapping Entry’) you should have checked the data types being processed by this vendor. You can make changes to what is being processed and click Save.
When a Service Provider is not used in data mapping, that tab will not appear on the Edit window.
Notes and files
If you have notes and files that are relevant to this vendor, you will add them here.
Notes
Users can add custom notes about a vendor and the contract. Notes cannot be changed or deleted.
Files
Supporting files and documentation may be uploaded. A file named “ADP-contract-2023-EXPIRED.pdf” appears with an internal file name. After a file is uploaded, a description may be added or the file may be deleted. You can automatically download a File by clicking on the internal file name.
Delete Service Provider
Before deleting a Service Provider verify the following:
- Ensure it is not used in your data mappings, as described above in Edit Service Provider > Data Mapping
- WARNING: Deleting an SP that is currently used in data mappings results in the SP being “silently” dropped from Data Mapping > Processing Locations > Service Providers. There are no warnings and you will continue to pass Data Validation. We recommend updating data mapping before vendor deletion.
- Download the most recent contract if you need a local copy
- Download any files attached to the vendor
- Though you cannot download notes, you can copy and paste them into a local document if you need to preserve them.
To delete, click Delete to the right of the entry. On the confirmation pop-up, click OK.
We recommend creating business processes to manage your Service Provider vendor list. Check with your legal counsel for guidance.
