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DRAFT TEMPLATE — the highlighted items must be completed and the whole text reviewed by your Data Protection Officer or legal counsel before this tool is used with real data.
[Controller legal name, address, contact]. Data Protection Officer / privacy contact: [name, e-mail].
Travel details (name, role, destination, dates, contacts, accommodation), and for pre-trip assessments optionally age, gender and health information (medical conditions, vaccination status). Incident reports and post-trip evaluations contain details of the people and events involved. Purpose: assessing and reducing travel-related risk and supporting duty of care. Lawful basis: [e.g. legitimate interests / legal obligation / contract — to be determined by the controller]. Health data is processed only with your explicit consent (Art. 9(2)(a) GDPR), which you can decline; the form still works without it.
Authorised administrators of the controller. Data is stored in Google Workspace (Google Sheets) as our processor [confirm DPA and data region]. [List any other recipients / international transfers and safeguards.]
Records are deleted automatically after [730 days — confirm].
You may request access, rectification, erasure, restriction, portability, or object to processing, and you may withdraw consent at any time (without affecting earlier processing). Contact the address above. You also have the right to lodge a complaint with your supervisory authority.
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