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

Screen help: Staff related systems

verified Last reviewed 12 September 2026 · GDPRWise legal team

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

summarize Key Takeaways
  • check_circle This screen lists the software you use for your staff administration, from your payroll provider's platform to your time registration
  • check_circle You add every system that holds employee data, with vendor and type, and remove what you do not use
  • check_circle Done means every HR tool has a card and the cloud or SaaS vendors also appear in your third-party dossier
play_circle

Watch the video

A short walkthrough of this screen in the app.

What you see here

This screen sits under My Staff Dossier, tab Systems. The title reads “Staff related systems” and the intro asks whether you use specific software packages to run your staff administration.

The Processes tab describes what you do with staff data. This screen describes where that data lives. GDPR expects you to have both overviews.

Each system is a card with a name and short description, and two fields:

  • System vendor, for example the name of your payroll provider or Microsoft.com
  • Type, for example “Public cloud”

Below your own cards sits Consider adding with systems we prepared for your sector. At the 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.

What is expected of you

  1. Walk through your HR software. Think of your payroll provider’s portal, your time registration or clocking system, the planning tool, your mail client and the folder with personnel files in the cloud. A spreadsheet with salaries on a shared drive counts too.
  2. Add each system. Click a suggested card or use Add another system. Fill in vendor and type if they are still empty.
  3. Remove what is wrong. An added card you do not actually use, you delete via the bin icon. The screen asks you to confirm.
  4. Put the vendors in your third-party dossier as well. Every cloud or SaaS tool in which you enter employee data is a third party that receives data from you. Your payroll provider is the clearest example. How to document that is explained in Your Third-Party Dossier.

Everything is saved automatically. You do not need to finish this in one go.

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

Next step

Go to My Third Party Dossier and add the vendors you noted here. After that you can generate your “Staff Privacy Statement” on the GDPR Documents page, which reflects the systems and processes in this dossier. More about that statement in Employee privacy policy.

Watch the video

The staff dossier video shows how processes and systems together form the overview of your employees’ personal data.

Watch the video: Staff 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.