Document Version: 1.0
Last Updated: January 7, 2026
Status: Active
Completion: 🔄 In Progress
This checklist tracks Interact platform's compliance with the EU General Data Protection Regulation (GDPR). The GDPR applies to organizations that process personal data of EU residents, regardless of where the organization is located.
Key Dates:
- GDPR Enforcement: May 25, 2018
- Last Assessment: January 7, 2026
- Next Review: April 7, 2026
Status: 🟢 Compliant | 🟡 Partial | 🔴 Not Compliant | ⚪ Not Applicable
| Principle | Status | Evidence | Notes |
|---|---|---|---|
| Lawfulness, Fairness, Transparency | 🟡 | Privacy policy draft, consent mechanism in progress | Need to finalize privacy policy |
| Purpose Limitation | 🟢 | Data used only for employee engagement | Clear purpose defined in platform |
| Data Minimization | 🟢 | Collect only necessary employee data | Regular review of data collection |
| Accuracy | 🟡 | Users can update profiles | Need data correction procedure |
| Storage Limitation | 🟡 | No retention policy yet | Action Item: Create retention policy |
| Integrity and Confidentiality | 🟢 | HTTPS, encryption, access controls | See SECURITY.md |
| Accountability | 🟡 | Documentation in progress | This checklist and supporting docs |
Our Lawful Bases:
- ✅ Consent: Employee consent for profile and activity participation
- ✅ Contract: Processing necessary to provide the service
- ✅ Legitimate Interest: Analytics for platform improvement
Status: 🟡 Partial Implementation
Action Items:
- Document specific lawful basis for each data type
- Implement granular consent management
- Create consent withdrawal mechanism
- Maintain consent records
Requirements:
- Consent is freely given
- Consent is specific and informed
- Clear affirmative action required
- Easy to withdraw consent
- Separate consent for different purposes
- Consent records maintained
Status: 🔴 Needs Implementation
Action Items:
- Implement consent management UI
- Create consent audit trail
- Add consent withdrawal in settings
- Document consent procedures
Privacy Notice Requirements:
- Identity and contact details of controller
- Data Protection Officer contact (if applicable)
- Purposes of processing
- Lawful basis for processing
- Categories of personal data
- Recipients of data
- International transfers
- Retention periods
- Data subject rights
- Right to withdraw consent
- Right to complain to supervisory authority
- Whether providing data is statutory/contractual requirement
- Existence of automated decision-making
Status: 🔴 Draft Only
Action Items:
- Complete privacy policy
- Implement privacy notice display
- Translate to required languages
- Legal review of privacy policy
Right of Access (Article 15)
- Mechanism for data subject access requests (DSAR)
- Ability to export user data
- Response within 1 month
- Free of charge (first request)
Status: 🔴 Not Implemented
Right to Rectification (Article 16)
- Users can update profile data
- Formal rectification request process
- Response within 1 month
Status: 🟡 Partial
Right to Erasure (Article 17)
- Account deletion mechanism
- Data deletion procedures
- Exceptions documented (e.g., legal obligations)
- Response within 1 month
Status: 🔴 Not Implemented
Right to Restriction (Article 18)
- Ability to restrict processing
- Marking restricted data
- Notification requirements
Status: 🔴 Not Implemented
Right to Data Portability (Article 20)
- Export data in machine-readable format
- Transfer to another controller (if feasible)
Status: 🔴 Not Implemented
Right to Object (Article 21)
- Mechanism to object to processing
- Particularly for direct marketing
- Override legitimate interests assessment
Status: 🔴 Not Implemented
Automated Decision-Making (Article 22)
- Identify automated decisions
- Provide information about logic
- Human review mechanism
- Ability to contest decision
Status: 🟡 AI recommendations exist, need safeguards
Action Items:
- Implement DSAR workflow
- Create data export functionality
- Build account deletion with data erasure
- Add data portability feature
- Document automated decisions (AI recommendations)
- Create rights exercise mechanism in UI
Privacy by Design:
- Security measures from inception (see SECURITY.md)
- Data minimization in data model
- Privacy impact assessments
- Regular privacy reviews
Privacy by Default:
- Least privilege access controls
- Opt-in, not opt-out, for optional features
- Limited data processing by default
- Privacy-friendly default settings
Status: 🟡 Partial Implementation
Action Items:
- Conduct privacy impact assessment
- Review default settings for privacy
- Document privacy-by-design decisions
Required Records:
- Name and contact details of controller/processor
- Purposes of processing
- Categories of data subjects
- Categories of personal data
- Categories of recipients
- International transfers
- Retention periods
- Security measures description
Status: 🔴 Not Created
Action Items:
- Create Records of Processing Activities (RoPA)
- Document all processing activities
- Review and update quarterly
Technical Measures:
- Pseudonymization (user IDs)
- Encryption in transit (HTTPS/TLS)
- Encryption at rest (via Base44)
- Access controls (role-based)
- Logging and monitoring
Organizational Measures:
- Security policies documented
- Incident response plan (see INCIDENT_RESPONSE.md)
- Employee security training
- Regular security testing
- Supplier security assessments
Status: 🟢 Technical measures compliant, 🟡 Organizational measures in progress
Breach Notification to Supervisory Authority (Article 33):
- Incident response procedures (see INCIDENT_RESPONSE.md)
- 72-hour notification process
- Breach notification template
- Supervisory authority contact info
Breach Notification to Data Subjects (Article 34):
- Risk assessment criteria
- Communication template
- Notification process
Status: 🟡 Procedures documented, need testing
Action Items:
- Test breach notification procedures
- Identify supervisory authority
- Create breach notification templates
- Train team on breach procedures
When Required:
- Systematic monitoring at large scale
- Large scale processing of sensitive data
- New technologies with high risk
Status: 🔴 Not Conducted
Action Items:
- Assess if DPIA required
- Conduct DPIA if necessary (likely needed)
- Document DPIA results
- Consult supervisory authority if high risk
DPO Requirements:
- Public authority or body (❌ Not applicable)
- Core activities consist of regular/systematic monitoring (🟡 Possibly)
- Large scale processing of sensitive data (❌ Not large scale yet)
Status: ⚪ May not be required at current scale
Action Items:
- Assess DPO requirement as company grows
- If required, designate DPO
- Publish DPO contact details
Current State:
- Base44 infrastructure location: [TBD - need to confirm]
- AI service providers: OpenAI (US), Anthropic (US), Google (US)
- Third-party integrations: Various locations
Transfer Mechanisms:
- Adequacy decisions
- Standard contractual clauses (SCCs)
- Binding corporate rules
- Derogations for specific situations
Status: 🔴 Not Documented
Action Items:
- Map all international data transfers
- Identify transfer mechanisms for each
- Implement standard contractual clauses
- Document transfer safeguards
- Review AI provider DPAs
| Data Type | Purpose | Lawful Basis | Retention | Location |
|---|---|---|---|---|
| Name | User identification | Contract | Account lifetime + 1 year | Base44 DB |
| Authentication, communication | Contract | Account lifetime + 1 year | Base44 DB | |
| Profile photo | User identification | Consent | Account lifetime | Cloudinary |
| Department | Activity assignment | Legitimate interest | Account lifetime | Base44 DB |
| Role | Access control | Contract | Account lifetime | Base44 DB |
| Activity participation | Platform functionality | Contract | Account lifetime + 1 year | Base44 DB |
| Points/badges | Gamification | Contract | Account lifetime | Base44 DB |
| Analytics data | Platform improvement | Legitimate interest | 2 years | Base44 DB |
| Session data | Authentication | Contract | 30 days | Base44 DB |
| IP addresses | Security, fraud prevention | Legitimate interest | 90 days | Logs |
Action Items:
- Complete full data inventory
- Document retention periods for each data type
- Review and minimize data collection
- Update privacy policy with complete inventory
Note: We do NOT intentionally collect special category data (racial origin, health, religion, etc.). However:
Action Items:
- Review wellness integration for GDPR compliance
- Implement content moderation for UGC
- Document approach to special category data
- Obtain explicit consent if collecting health data
| Processor | Service | Data Shared | Location | DPA Status |
|---|---|---|---|---|
| Base44 | Backend platform | All user data | [TBD] | [ ] Needed |
| Cloudinary | Image hosting | Profile photos, images | US/EU | [ ] Needed |
| OpenAI | AI recommendations | Activity data (no PII) | US | [ ] Needed |
| Anthropic | AI recommendations | Activity data (no PII) | US | [ ] Needed |
| Google (Gemini) | AI analytics | Activity data (no PII) | US | [ ] Needed |
| Vercel | Hosting | All user data in transit | US/EU | [ ] Needed |
Action Items:
- Complete sub-processor inventory
- Obtain Data Processing Agreements (DPAs) from all processors
- Review processor security and GDPR compliance
- Implement sub-processor change notification mechanism
- Document processor instructions
1. Data Access Request (Article 15)
User Story: As a user, I want to download all my personal data,
so that I can see what information the platform stores about me.
Implementation:
- Add "Download My Data" button in settings
- Export format: JSON + human-readable PDF
- Include: Profile, activities, points, participation history
- Deliver via secure download link or email
- Response time: Within 30 days
2. Account Deletion (Article 17)
User Story: As a user, I want to delete my account and all data,
so that I can exercise my right to erasure.
Implementation:
- Add "Delete Account" in settings
- Confirmation dialog with explanation
- Hard delete user data (not just deactivation)
- Retain only what's legally required
- Email confirmation of deletion
- Grace period: 30 days before permanent deletion
3. Privacy Policy & Consent
User Story: As a user, I want to understand how my data is used,
so that I can make informed decisions about using the platform.
Implementation:
- Privacy policy displayed before signup
- Clear consent checkboxes (not pre-checked)
- Easy-to-read language
- Available in multiple languages
- Link in footer on all pages
4. Data Portability (Article 20)
- Export data in machine-readable format (JSON, CSV)
- Support transfer to other systems (if feasible)
5. Consent Management
- Granular consent controls in settings
- Consent withdrawal mechanisms
- Audit trail of consent
6. Rectification
- Enhanced profile editing
- Request rectification form
- Automated or manual review process
7. Processing Restriction
- Temporary restriction of account
- Mark restricted data
8. Right to Object
- Object to specific processing activities
- Opt-out of marketing/analytics
All Employees:
- GDPR overview and principles
- Data handling best practices
- Privacy by design concepts
- Incident reporting procedures
Engineering Team:
- GDPR technical requirements
- Privacy by design implementation
- Data minimization techniques
- Security measures
Customer Success:
- Handling data subject requests
- Privacy policy explanation
- Escalation procedures
Action Items:
- Create training materials
- Schedule training sessions
- Track training completion
- Annual refresher training
Created:
- This GDPR Compliance Checklist
- Security Architecture (SECURITY.md)
- Incident Response Plan (INCIDENT_RESPONSE.md)
- Vulnerability Disclosure Policy (VULNERABILITY_DISCLOSURE.md)
In Progress:
- Privacy Policy (user-facing)
- Data Processing Agreement template
- Records of Processing Activities (RoPA)
- Data Protection Impact Assessment
- Cookie Policy
- Terms of Service (privacy sections)
Action Items:
- Complete all required documentation
- Legal review of all documents
- Publish user-facing documents
- Internal document repository
- Fix security vulnerabilities
- Create compliance documentation framework
- Complete privacy policy
- Implement basic data subject rights (access, deletion)
- Create Records of Processing Activities
- Full data subject rights implementation
- Consent management system
- Data portability features
- Employee training program
- Third-party DPAs secured
- Data Protection Impact Assessment
- Enhanced privacy controls
- Multi-language support
- Compliance audit (third-party)
- GDPR compliance certification
- SOC 2 audit (includes privacy)
- Ongoing monitoring and improvement
1. International Data Transfers
- Risk: Data transferred to US without adequate safeguards
- Mitigation: Implement SCCs, review Schrems II compliance
- Priority: High
2. AI Processing
- Risk: Automated decisions without transparency
- Mitigation: Document AI logic, human review, contestability
- Priority: High
3. Third-Party Processors
- Risk: Processors not GDPR compliant
- Mitigation: DPAs, due diligence, monitoring
- Priority: High
4. Data Retention
- Risk: No retention policy, data kept indefinitely
- Mitigation: Implement retention policy, automated deletion
- Priority: Medium
5. User Rights
- Risk: Cannot fulfill user rights requests
- Mitigation: Implement DSAR workflow, deletion mechanisms
- Priority: High
Relevant Authority: [To be determined based on EU operations]
Potential Authorities:
- Ireland: Data Protection Commission (if using EU-West AWS/Azure)
- Germany: Various state authorities
- UK: Information Commissioner's Office (ICO) (post-Brexit)
Action Items:
- Determine lead supervisory authority
- Register if required
- Establish contact
- Understand notification procedures
Potential Penalties:
- Up to €20 million or 4% of annual global turnover (whichever is higher)
- Reputational damage
- Loss of customer trust
Compliance Metrics:
- ✅ 0 data breaches reported to date
- 🔄 0% of DSAR requests fulfilled (no requests yet, but no mechanism)
- 🔴 0% of required documentation complete
- 🟡 75% of security measures implemented
Target Metrics:
- 100% DSAR requests fulfilled within 30 days
- 100% breach notifications within 72 hours
- 100% required documentation complete
- 100% employee training completion
- Complete privacy policy - Owner: Legal, Due: Feb 15, 2026
- Create RoPA - Owner: Engineering Lead, Due: Feb 28, 2026
- Implement data export - Owner: Engineering, Due: Mar 15, 2026
- Implement account deletion - Owner: Engineering, Due: Mar 15, 2026
- Obtain Base44 DPA - Owner: Procurement, Due: Feb 28, 2026
- Data Protection Impact Assessment - Owner: Legal/Engineering
- Consent management UI - Owner: Engineering
- Employee training program - Owner: HR
- All third-party DPAs - Owner: Procurement
- Data retention policy - Owner: Engineering/Legal
- GDPR compliance audit - Owner: Compliance
- Enhanced user rights - Owner: Engineering
- Multi-language privacy - Owner: Product
- Privacy certifications - Owner: Compliance
Document Owner: Engineering Lead
Reviewed By:
- Legal Counsel
- Data Protection Officer (if appointed)
- Executive Sponsor
Approval Date: [Pending]
Next Review: April 7, 2026
Status Legend:
- 🟢 Compliant
- 🟡 Partial / In Progress
- 🔴 Not Compliant / Not Started
- ⚪ Not Applicable