the_order/docs/governance/frameworks/privacy.md

# Privacy & Data Governance Pack

**Version:** 1.0  
**Date:** November 10, 2025  
**Status:** Draft

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## Overview

This document provides the privacy and data governance framework for the DSB, including Privacy Policy, Data Protection Impact Assessment (DPIA), Data Processing Agreements (DPAs), Records of Processing Activities (ROPA), and Retention & Deletion Schedules.

## Privacy Policy

### Principles

**Data Minimization:**
* Collect only necessary data
* Limit data collection scope
* Regular data audits
* Purge unnecessary data

**Purpose Limitation:**
* Clear purpose statements
* No secondary use without consent
* Regular purpose reviews
* Consent management

**Transparency:**
* Clear privacy notices
* Accessible policies
* Regular updates
* User notifications

**Accountability:**
* Data protection officer
* Regular audits
* Compliance monitoring
* Incident reporting

### Lawful Bases

**Consent:**
* Explicit consent for sensitive data
* Withdrawable consent
* Consent management
* Consent records

**Legal Obligation:**
* KYC/AML requirements
* Sanctions screening
* Regulatory reporting
* Court orders

**Legitimate Interests:**
* Fraud prevention
* Security measures
* Service improvement
* Analytics (anonymized)

**Public Task:**
* Governance functions
* Administrative tasks
* Public safety
* Regulatory compliance

## Data Protection Impact Assessment (DPIA)

### Scope

**Assessments:**
* Identity verification
* Credential issuance
* KYC/AML screening
* Sanctions screening
* Member registry
* Appeals process

### Risk Assessment

**Risks:**
* Data breaches
* Unauthorized access
* Data loss
* Privacy violations
* Discrimination

**Mitigations:**
* Encryption
* Access controls
* Audit logging
* Data minimization
* Regular reviews

### Residual Risk

**Rating:**
* Low: Acceptable with standard controls
* Medium: Acceptable with enhanced controls
* High: Requires additional mitigation
* Critical: Cannot proceed without mitigation

## Data Processing Agreements (DPAs)

### Third-Party Processors

**Providers:**
* KYC providers (Veriff)
* Sanctions providers (ComplyAdvantage)
* Cloud providers (AWS, Azure)
* Email/SMS providers
* Analytics providers

### Requirements

**DPA Elements:**
* Purpose and scope
* Data types
* Security measures
* Sub-processors
* Data location
* Retention periods
* Deletion procedures
* Audit rights
* Breach notification
* Liability

## Records of Processing Activities (ROPA)

### Activities

**Identity Verification:**
* Purpose: Identity verification
* Data: Name, DOB, nationality, documents, selfie
* Lawful basis: Legal obligation, consent
* Retention: 365 days (KYC artifacts), 6 years (metadata)

**Credential Issuance:**
* Purpose: Credential issuance
* Data: Credential data, proof, status
* Lawful basis: Contract, legal obligation
* Retention: Indefinite (credential status), 6 years (metadata)

**KYC/AML Screening:**
* Purpose: Compliance screening
* Data: Identity data, screening results
* Lawful basis: Legal obligation
* Retention: 365 days (artifacts), 6 years (results)

**Member Registry:**
* Purpose: Member management
* Data: Member data, status, history
* Lawful basis: Contract, legitimate interests
* Retention: Indefinite (active members), 6 years (inactive)

## Retention & Deletion Schedules

### Retention Periods

**KYC Artifacts:**
* Raw documents: 365 days
* Processed data: 6 years
* Audit logs: 7 years

**Application Data:**
* Application metadata: 6 years
* Decisions: 6 years
* Appeals: 6 years

**Credential Data:**
* Credential status: Indefinite
* Credential metadata: 6 years
* Audit logs: 7 years

**Member Data:**
* Active members: Indefinite
* Inactive members: 6 years after inactivity
* Revoked members: 6 years after revocation

### Deletion Procedures

**Process:**
1. Identify data for deletion
2. Verify retention period expired
3. Backup if required
4. Delete data
5. Verify deletion
6. Update records
7. Audit log

**Methods:**
* Secure deletion
* Cryptographic erasure
* Physical destruction (if applicable)
* Verification and audit

## Individual Rights

### Right to Access

**Process:**
1. Request received
2. Identity verification
3. Data retrieval
4. Response (within 30 days)
5. Data provision

### Right to Rectification

**Process:**
1. Request received
2. Identity verification
3. Data verification
4. Correction
5. Notification
6. Update systems

### Right to Erasure

**Process:**
1. Request received
2. Identity verification
3. Eligibility check
4. Data deletion
5. Verification
6. Notification

### Right to Portability

**Process:**
1. Request received
2. Identity verification
3. Data extraction
4. Format conversion
5. Secure delivery

## Data Breach Response

### Incident Classification

**Personal Data Breach:**
* Unauthorized access
* Data loss
* Data alteration
* Unauthorized disclosure

### Response Process

1. Immediate containment
2. Impact assessment
3. Notification (if required)
4. Remediation
5. Post-incident review
6. Documentation

### Notification

**Requirements:**
* Supervisory authority: 72 hours
* Affected individuals: Without undue delay
* Content: Nature, impact, measures, advice

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## Revision History

| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0 | 2025-11-10 | Chancellor | Initial draft |

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## Approval

**Data Protection Officer:** _________________ Date: _________

**Chancellor:** _________________ Date: _________

**Founding Council:** _________________ Date: _________