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Notify regulator

Notify regulator files every notice a notifiable Incident owes before its statutory clock runs out, and records each filing.

Outcome

PartThis Process
OutcomeEach notifiable breach reaches every regulator and affected Person before its legal deadline, and each filing is on record.
ReadsIncident
LeavesDocument, Message
On timeWithin 3 days (calendar time); the clock never stops. Late Actions go to the Legal Lead.
Runs inEach Startup

Accountable

Privacy Officer, Legal Team.

Responsible: Privacy Officer.

Consulted: Legal Lead, Security Engineer.

Informed: Founder, Communications Lead.

Workflows

WorkflowRunsTeam
Notify a breachon Incident.created where personalData = trueLegal Team

Who does each step

Notify regulator: who does each step5 steps in 1 Workflow, across 1 Role: Privacy Officer. The table below lists every step.Privacy OfficerPiperWorkflowNotify a breach1 · Incident.updateRecord when the Startup became aware:every deadline counts from then.2 · Collection.queryList the affected records, each Personthey belong to, and their Markets.3 · Document.renderDraft each regulator notice from theIncident and the affected Markets.4 · Message.createSend each notice before its deadline,signed where the law requires a signer.5 · Message.createTell each affected Person when the risk tothem is high.Notify regulator: who does each step5 steps in 1 Workflow, across 1 Role: Privacy Officer. The table below lists every step.WorkflowNotify a breachPrivacy Officer1 · Incident.updateRecord when the Startup became aware: everydeadline counts from then.Privacy Officer2 · Collection.queryList the affected records, each Person theybelong to, and their Markets.Privacy Officer3 · Document.renderDraft each regulator notice from the Incident andthe affected Markets.Privacy Officer4 · Message.createSend each notice before its deadline, signedwhere the law requires a signer.Privacy Officer5 · Message.createTell each affected Person when the risk to themis high.
Each box is a step, numbered within its Workflow, with the Verb it calls, under the Role it runs as. The table below adds approvals.
WorkflowStepRoleCallsApproval
Notify a breach1. Record when the Startup became aware: every deadline counts from then.Privacy OfficerIncident.updateNone
Notify a breach2. List the affected records, each Person they belong to, and their Markets.Privacy OfficerCollection.queryNone
Notify a breach3. Draft each regulator notice from the Incident and the affected Markets.Privacy OfficerDocument.renderNone
Notify a breach4. Send each notice before its deadline, signed where the law requires a signer.Privacy OfficerMessage.createNone
Notify a breach5. Tell each affected Person when the risk to them is high.Privacy OfficerMessage.createNone

Events

DirectionWhenWhat happens
InOn Incident.created where personalData = trueStarts Notify a breach
OutIncident.updatedRaised by step 1 of Notify a breach
OutCollection.queriedRaised by step 2 of Notify a breach
OutDocument.renderedRaised by step 3 of Notify a breach
OutMessage.createdRaised by step 4 of Notify a breach

Plays

No Play names this Process.

Controls

No Control names this Process or a Workflow of it.

Settings

None.

Failure

A failed step retries; when retries run out, the Action goes to the Legal Lead.

StepOn failure
Notify a breach 4. Send each notice before its deadline, signed where the law requires a signer.Times out after 3 days. Goes to the Legal Lead.

Loop

No loop: the path is never randomized, because it serves Breach notification.

Code

Text
Turn on notify regulator

Enable

On by default for every Product Template. Process.pause stops new Actions; Actions in progress finish.

Example

An Incident exposes the emails of 2,000 EU Customers. Notify regulator files with the lead data protection authority within 72 hours and records the filing on the Incident.