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How GDPRWise Works calendar_today Updated: 12 September 2026 schedule 3 min read

Screen help: Customer related systems

verified Last reviewed 12 September 2026 · GDPRWise legal team

A guide to the Customer related systems screen in your GDPRWise customer dossier: which software to list, how to add a system and what done looks like.

summarize Key Takeaways
  • check_circle This screen lists the software and tools in which you manage customer data, from your CRM to Dropbox or Microsoft Office
  • check_circle You add every system that holds customer data, with its vendor and type, and remove what you do not use
  • check_circle Done means every tool that touches customer data has a card and cloud or SaaS vendors also appear in your third-party dossier
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Watch the video

A short walkthrough of this screen in the app.

What you see here

This screen sits under My Customer Dossier, tab Systems. The title reads “Customer related systems” and the intro asks whether you use specific software packages to manage your customer related activities.

Where the Processes tab describes what you do with customer data, this screen describes where that data lives. GDPR expects you to have that overview too.

Each system is a card, for example “Dropbox” with the description “Dropbox for sharing files and folders”, or “Microsoft Outlook & Office”. Every card has two fields:

  • System vendor, for example Dropbox or Microsoft.com
  • Type, for example “Public cloud”

Below your own cards sits the Consider adding block with systems we prepared for your sector. At the very bottom you find the Add another system tile to select from the extended list or create your own system.

If you have not added anything yet, a warning at the top tells you the dossier is still empty, with a hint to pick something from the list below.

What is expected of you

  1. Walk through your software. Think of your CRM, accounting package, mail client, file sharing, web shop, point-of-sale or booking system. Anything that holds customer names, addresses, emails or payment details belongs here.
  2. Add each system. Click a suggested card or use Add another system. Fill in the vendor and type if they are not prefilled.
  3. Remove what you do not use. A suggested system you do not recognise can simply stay in the suggestions. An added card that turns out to be wrong, you delete via the bin icon. The screen asks you to confirm.
  4. Note the cloud and SaaS tools for your third-party dossier. Every online service in which you enter customer data is also a third party that receives data from you. So mention that vendor under My Third Party Dossier as well. How that works is explained in Your Third-Party Dossier.

Everything is saved automatically. Feel free to make a start and come back later.

The screen is done when every tool that touches customer data has a card with vendor and type, and the empty-dossier warning has disappeared.

Next step

Go to My Staff Dossier and do the same for your employees’ data. If you added systems hosted by an external vendor, complete My Third Party Dossier. What you fill in here ends up in your records of processing on the GDPR Documents page. The bigger picture is in What is in the GDPRWise dossier.

Watch the video

The customer dossier video shows both the Processes and the Systems tab and explains why cloud tools also belong in your third-party dossier.

Watch the video: Customer Dossier

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This article was written by the GDPRWise team and reviewed by our privacy experts. We regularly review our content for accuracy and legal correctness.