GDPR Data Breach Register : A Detailed Guide With Templates

by avinash v

Data Breach Register

Data Breach Register is a secure online database that stores the details of data breaches. The Data Breach Register is a valuable resource for organizations investigating a data breach. It can help organizations to identify patterns and trends in data breaches and to assess the seriousness of a data breach.

GDPR Data Breach Register Template

 It is used to track and manage data breaches and help organizations and individuals understand the risks associated with them.

The register contains information about the data breach, affected parties, people responsible for the data breach, and the measures undertaken.

Data Breach Register is also a valuable resource for individuals who have been the subject of a data breach. Individuals can use the Data Breach Register to find out whether their personal information has been involved in a data breach.

What is Data Breach?

A data breach is classified as a security violation of any personal information provided by an end-user to a company. This includes copying, transmitting, viewing, stealing, altering, or using any personal information without being authorized to do so by the end user.

This also includes unintentional data leaks, malicious attacks (hacking) and careless disposal of any hardware which contains personal information.

A data breach may result in direct or indirect costs to the organization which is responsible for the leak: fines, lawsuits, and damage to the organizations’ reputation.

Data Breach Letter

A data breach letter is a formal way to inform individuals about a security breach. The notification letter should include critical details about the breach, such as when it occurred, cause of breach, what type of data was compromised, and what steps the organization is taking to mitigate the breach.

Data Breach Notification Letter

 Data Breach Notification Letter is a written document sent to individuals whose personal information might have been compromised during a data breach.

In addition, the letter also informs what steps the individuals can take to protect themselves from identity theft or fraud.

Purpose of Data Breach Register

The purpose of Data Breach Register is for recording and storing information about data breaches, date of the breach, type of data that was affected, the number of individuals affected and the cause of the breach.

The Importance of Data Breach Register.

A data breach register lists all the data breaches that have occurred within an organization.

This list can be used to track the type of data that was breached, when the breach occurred, and who was affected by the breach.

The benefits of a data breach register are:

  • It can help organizations identify patterns and trends in data breaches. This can help organizations to improve their security procedures to prevent future violations.
  • A data breach register can help organizations to respond to data breaches more effectively. This is because the record can quickly identify which data was breached and who was affected by the breach.
  • A data breach register can help organizations to meet their legal obligations. For example, in some jurisdictions, organizations must notify individuals of data breaches. A data breach register can help organizations to meet these obligations.

Types of Personal Data Breach:

1.Confidentiality breach: 

Confidentiality breach happens  when there is an unauthorized or accidental disclosure of or access to personal data.

2.Availability breach:

This breach happens where there is an accidental or unauthorized loss of access to, or destruction of, personal data.

3.Integrity breach:

 It is breach where there is an unauthorized or accidental alteration of personal data.

    Process of Data Breach Register

     The process of maintaining a Data Breach Register involves the following steps:

    data breach register steps


    The first step is to identify where the data breach has occurred. This can be done through various means like employee reporting, network monitoring.

    2. Assessment:

    The next step is to assess the extent of the breach. This involves determining the type of data breach, individuals affected and the cause of breach.

    3. Record Keeping:

    All the information collected during the assessment is recorded in Data Breach Register.

    4. Mitigation:

    Once the breach has been recorded, the organization must take steps to mitigate the breach as soon as possible. This includes notifying the affected individuals, taking steps to secure the affected data.

    Why is Data Breach Letter Implemented?

    Data breach letters are implemented to protect the victims of data breaches. The letters are sent to individuals affected by the data breach, and it explains what happened, what information was accessed, and what individuals can do to protect themselves.

    Data breach letters are essential to data security and are sometimes required by law. They help to ensure that the individual affected by a data breach are notified and they can take steps to protect themselves.

    Duties of Controllers and Processors

    Under General Data Protection Regulation (GDPR), a data controller is defined as ‘the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.’

    The GDPR sets out the obligations of data controllers regarding protecting personal data. Data controllers must ensure that personal data is accurate and up to date and must take steps to protect personal data from loss, damage, or destruction.

    • Controllers are legally obligated to notify the ICO of a personal data breach within 72 hours after becoming aware of the beach.
    • Notify the affected individuals without any delay.
    • Document the details of the breach and the measures to be taken.

    Resources for Data Breach Register

    Organizations should consider implementing a data breach register as part of their data governance program to help them manage and respond to data breaches promptly and effectively.

    1.Data Protection Laws:

    Be updated on the laws related to data protection that applies to your organization.


    Use Data Breach Register template to help standardize the structure of data breach records.

    3.Software and Tools:

    Use of tools and software such as data breach management software, GDPR Tool Kit help the organizations in managing data breaches in a better way.

    4. Best Practices:

    Follow best practices provided by The European Commission’s guidance on the GDPR, The EU’s e-privacy Regulation and The UK Information Commissioner’s Office’s (ICO) guidance on the GDPR.

    By following these resources, organizations can ensure that their data breach register is effective and compliant with data protection laws.