data-privacy-controls

SKILL.md

---
name: data-privacy-controls
description: 'Data privacy control register: data category, lawful basis, retention period, access roles, encryption and consent requirement per module. Use for GDPR compliance.'
category: business
risk: safe
source: self
source_type: self
date_added: "2026-09-26"
author: WHOISABHISHEKADHIKARI
tags: [sme, business, operations, database, csv, notion, sql, protect]
tools: []
source_repo: WHOISABHISHEKADHIKARI/sme-ops-system-builder
---

# Data Privacy Controls

**What it is:** GDPR/CCPA.

## Overview

Works out the smallest useful **Data Privacy Controls** setup for the business in front of it, then
builds it only when asked. The default output is a short recommendation, not a
spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on
request, from one field list so they cannot drift apart.

Layer: Layer 7: Protect. Fits: Scale stage. Table code: n/a.

## When to Use This Skill

- gdpr compliance
- data privacy register
- ccpa controls
- data protection tracker

Also use it when the user says "gdpr/ccpa", or describes the same process happening in a
spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces
empty templates only - it never holds or processes real employee or customer data.

## How It Works

Use the self-contained workflow below; no parent module or integration is required for empty local templates. Record lawful basis and retention as unknown until a qualified owner supplies them; a checkbox or example row does not establish compliance.

### Step 1 - Identify intent

Read the request and pick the intent before asking anything.

- "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
- "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
- "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
- "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

> **Q:** What personal data do you hold?

### Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a
time, and stop as soon as the remaining answers would not change the output.

- **Data** - Which categories? / Employee, customer or both? / How many people affected?
- **Purpose** - Why is it held? / Consent given? / Any special categories?
- **Controls** - Who can access it? / Retention rules? / Deletion process?
- **Current process** - Is it documented? / Any privacy notice? / Has a breach happened?
- **Outcome** - What do you need? / A data inventory, a control list or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

### Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless
they ask, and it never carries a value the user did not give.

```yaml
module: data-privacy-controls
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Data": null
  "Purpose": null
  "Controls": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking
```

### Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

**Recommended approach:** Start with an inventory of what is held and why, then attach an owner and a retention rule to each item.

**Why this one:** Privacy work fails without an inventory, because you cannot protect data you have not listed. The inventory comes first.

**Workflow:** Data category listed → Purpose recorded → Owner and access → Retention rule → Review

### Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the
requested artifacts. For machine-readable text, keep prose outside the data; for files,
provide a usable link. Report material validation failures or limitations separately.

For a Notion output, provide the CSV and property mapping below for manual import. If `notion-manual-import` is separately available, it may assist with import instructions; it is optional. For requested workspace writes, verify actual tool access and the precise target, apply the authorized change, and read it back before claiming completion. Never ask for a password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the
text correctly. A CSV is not an `.xlsx` workbook; create `.xlsx` only when the user
requests a workbook.
A CSV carries no types, so after it, name the columns
that need a number, date or currency format applied.

```csv
Control,Data Category,Module,Legal Basis,Retention Period,Access Roles,Encryption,Consent Required,Owner,Last Reviewed,Status,Control ID
Employee data retention,Personal,Invoices & Billing,Contractual necessity,24 months after last activity,"People team, Finance",At rest and in transit,FALSE,Sneha Iyer,2026-01-15,Implemented,
```

```sql
CREATE TABLE data_privacy_controls (
  control VARCHAR(255),
  data_category VARCHAR(100) NOT NULL,
  module VARCHAR(255),
  legal_basis VARCHAR(255),
  retention_period VARCHAR(255),
  access_roles VARCHAR(255),
  encryption VARCHAR(255),
  consent_required BOOLEAN, -- NULL means applicability is unknown
  owner VARCHAR(255),
  last_reviewed DATE, -- NULL means no review has been recorded
  status VARCHAR(100) NOT NULL,
  control_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

CREATE INDEX idx_data_privacy_controls_status ON data_privacy_controls (status);
```

```json
{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Data Privacy Controls",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Control": { "type": "string" },
      "Data Category": { "type": "string" },
      "Module": { "type": "string" },
      "Legal Basis": { "type": "string" },
      "Retention Period": { "type": "string" },
      "Access Roles": { "type": "string" },
      "Encryption": { "type": "string" },
      "Consent Required": { "type": ["boolean", "null"] },
      "Owner": { "type": "string" },
      "Last Reviewed": { "type": ["string", "null"], "format": "date" },
      "Status": { "type": "string" },
      "Control ID": { "type": "integer" }
  },
  "required": [
      "Data Category",
      "Status"
  ]
}
```

```markdown
| CSV column | Notion property | Set after import |
|---|---|---|
| Control | Title | Use as the database title |
| Data Category | Select (add options after import) | Convert to Select, add options: "Personal", "Sensitive", "Financial", "Health", "Biometric", "Location" |
| Module | Text | Leave as Text |
| Legal Basis | Text | Leave as Text |
| Retention Period | Text | Leave as Text |
| Access Roles | Text | Leave as Text |
| Encryption | Text | Leave as Text |
| Consent Required | Select | Use Unknown / Required / Not required; a Checkbox would collapse unknown into false |
| Owner | Text | Leave as Text |
| Last Reviewed | Date | Convert to Date |
| Status | Select (add options after import) | Convert to Select, add options: "Draft", "In Review", "Approved", "Implemented", "Retired" |
| Control ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |
```

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays `currency`, dates stay `date`,
and anything pointing at another table stays `relation`.

## Field Reference

| # | Field | Type | SQL | JSON Schema | Notion | CSV example |
|---:|---|---|---|---|---|---|
| 1 | Control | `text` | `VARCHAR(255)` | `string` | Text | `Employee data retention` |
| 2 | Data Category | `select` | `VARCHAR(100)` | `string` | Select (add options after import) | `Personal` |
| 3 | Module | `text` | `VARCHAR(255)` | `string` | Text | `Invoices & Billing` |
| 4 | Legal Basis | `text` | `VARCHAR(255)` | `string` | Text | `Contractual necessity` |
| 5 | Retention Period | `text` | `VARCHAR(255)` | `string` | Text | `24 months after last activity` |
| 6 | Access Roles | `text` | `VARCHAR(255)` | `string` | Text | `People team, Finance` |
| 7 | Encryption | `text` | `VARCHAR(255)` | `string` | Text | `At rest and in transit` |
| 8 | Consent Required | `nullable boolean` | `BOOLEAN NULL` | `boolean or null` | Select: Unknown / Required / Not required | `FALSE` |
| 9 | Owner | `text` | `VARCHAR(255)` | `string` | Text | `Sneha Iyer` |
| 10 | Last Reviewed | `nullable date` | `DATE NULL` | `string or null, format: date` | Date | `2026-01-15` |
| 11 | Status | `select` | `VARCHAR(100)` | `string` | Select (add options after import) | `Implemented` |
| 12 | Control ID | `id` | `SERIAL PRIMARY KEY` | `integer` | Text (preserve source ID) | `(blank)` |

## Select Options

**Data Category**

```
Personal | Sensitive | Financial | Health | Biometric | Location
```
**Status**

```
Draft | In Review | Approved | Implemented | Retired
```

## Relations

Link fields: none

## Examples

**Prompt**

```
We hold a lot of employee data and cannot say who owns it.
```

**Context first** - one question per message, nothing already answered:

> **Q:** Which categories?
> **A:** Employee and customer contact details.
>
> **Q:** Consent given?
> **A:** For customers, yes.
>
> **Q:** Is it documented?
> **A:** No.

**Recommended next step** - offered, not built:

> Start with an inventory of what is held and why, then attach an owner and a retention rule to each item.
>
> Workflow: Data category listed → Purpose recorded → Owner and access → Retention rule → Review
>
> Want the CSV, SQL, JSON Schema and Notion mapping for this?

## Best Practices

- Build when requested; recommend and offer a build for advice-only requests.
- One question per message. A batched intake reads as a form and gets guessed at.
- Keep display names identical across CSV and JSON; document normalized SQL identifiers.
- Use `relation` for anything that points at another table, `text` only for free text.
- Money fields are `currency`, never `text`. Dates are `date`, never free text.
- If the user requests an example row, keep it obviously fake so nobody imports it as real data.

## Limitations

- Empty template only. It does not compute payroll, tax, leave balances or KPIs.
- Notion relations need both databases imported before the link column resolves.
- Select options are a starting set. Rename them to match how the business talks.
- No automation, reminders or sync. Those need the integration layer.
- Does not provide legal advice, and you should involve a qualified reviewer for compliance obligations.
- Legal, tax and HR review is still required before this drives real decisions.

## Security & Safety Notes

- Never fill in real names, salaries, medical or banking data. Placeholders only.
- Label example rows as synthetic, and keep bank details masked.
- Local reads, generation commands, and validation are part of a requested artifact build.
  External writes, messages, provisioning, and publication require authorization for that
  action and target; existing explicit authorization does not need to be repeated.
- If sensitive data is supplied, avoid repeating unnecessary identifiers. Use only what
  the requested review needs; keep generated templates empty. Do not claim deletion
  from the conversation or service storage.
- Privacy, legal and disciplinary cases need a qualified human reviewer before anything
  is acted on.

## Common Pitfalls

- **Problem:** a static mapping is described as a completed workspace build.
  **Solution:** deliver manual mappings without a connection; claim a live change only
  after the authorized tool operation succeeds.
- **Problem:** asked all six questions in one message.
  **Solution:** ask one, wait, and drop any the first answer already covered.
- **Problem:** built a full system when one table was asked for.
  **Solution:** build what was requested; mention the parent skill separately.
- **Problem:** all four artifacts drift apart.
  **Solution:** derive all four from the field list in this file, never by hand.
- **Problem:** Notion import shows every column as Text.
  **Solution:** that is expected. Apply the property mapping table once, after import.

## Related Skills

- [Catalog](https://github.com/sickn33/agentic-awesome-skills/blob/main/CATALOG.md) - find the relevant module, then read its skill.
- @people-directory - the employee master record most modules link to.
- @notification-reminder-hub - turns due dates in this module into reminders.

## Reusable Prompt

```
I want to set up gdpr/ccpa for my company.
Ask me one short question at a time, and only about what I have not already told you.
Then recommend the smallest setup that fits, and wait for me to ask before you build it.
When I ask, output CSV, SQL DDL, JSON Schema, a Notion property mapping or an Excel workbook. Data only.
```