Attach signed agreements to vendors

When an authority, an auditor or a client reviews your vendors, the first thing they ask for is the contract with each processor (GDPR Article 28). Privacyboard records whether you checked the agreement; on the Pro and Business plans you can also keep the document itself with the vendor.

#Attach a file

1. Open the vendor from the Vendors page. Save it first if you just added it.
2. In Agreement file, click Attach file and choose the file.
3. The file is checked and attached. Its name, size and date appear in the vendor dialog.

You can attach a PDF, PNG or JPEG file of up to 10 MB, one file per vendor. Replace swaps it for a newer version and Remove deletes it.

#Who can see and change it

• Everyone in the workspace can download the file, including people with read-only access.
• Owners, admins and editors can attach, replace and remove it.
• Each attachment, replacement, removal and download appears in Settings → Activity.

Files are private to your workspace. A download link is created when you click Download and stops working after two minutes.

#In the evidence pack

On the Business plan, the evidence pack includes every attached file in a vendor agreements folder, next to the vendor list.

#When a file is deleted

A file is deleted when you remove it, when you remove the vendor, or when you delete the workspace. Removed files cannot be restored, so keep your own copy of important contracts.

#FAQ

#Does Privacyboard check that the agreement is valid?

No. Privacyboard keeps the file and checks only that it is a real PDF or image. Whether the agreement covers your use is for you to confirm, with Data processing agreement set to "Checked: it covers our use".

#What should I attach when the provider has no signed agreement?

A PDF or screenshot of the processing terms you accepted, with the date. Most software providers include their processing terms in the terms of service you accept when you sign up.

#Can my client or an auditor see the file?

Not through your privacy center: files stay private to your workspace. Download the file or the evidence pack and send it to them yourself.