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How GDPRWise Workscalendar_todayUpdated: 27 October 2026schedule4 min read

Screen help: Processes we share with others

verifiedLast reviewed 27 October 2026 · GDPRWise legal team

Help for the Processes we share with others screen in your Third-Party Dossier: which third parties to add, how to send a data sharing agreement and what a finished screen looks like.

summarizeKey Takeaways
  • check_circleThis screen lists every third party your business shares personal data with: accountant, IT partner, payroll provider and online tools such as Office 365 or Google Analytics.
  • check_circleYou add the suggested processes, check the data items, pick or type the third party, then send a data sharing agreement or tick the box that one already exists.
  • check_circleThe screen is done when no card still shows Not sent, Pending since, Changes requested or Declined, and each agreement has been accepted by the third party.
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Watch the video

A short walkthrough of this screen in the app.

What you see here

You reach this screen from the menu under My Third Party Dossier, first item Processes we share. The page title is Processes we share with others.

Every business works with others: suppliers, IT partners, an accountant, a payroll provider. You may not have thought about it, but you often share personal data along the way. When you hand customer invoices to your accountant, you share the personal details on those invoices. Your IT partner may have access to your website and the data in it. And in online tools such as Facebook, Instagram, Office 365, Odoo, WhatsApp, Google Analytics, ChatGPT or Zoom you regularly type a customer’s name and phone number. Perfectly normal, but GDPR expects you to record those processing activities and third parties in your dossier.

At the top are the processes you have already added, each showing the Partner company and the status of the Data sharing agreement. Below that, Consider adding offers ready-made cards such as Accounting, Payroll, IT support, Social media - Facebook / Instagram, Website analytics, Sales / CRM platform, Payment partner and AI-assisted content creation. If you have added nothing yet, you see You haven’t added any processes yet!

A card can carry one of these notes:

  • Not sent: you have not sent the agreement request yet.
  • Pending since a date, with Link valid until: the third party has not answered yet. The link in their email is valid for 30 days; if it expires, send the request again.
  • Changes requested: the third party asked for changes. Reply with a new version or a message in the agreement.
  • Declined by Third Party, possibly with their feedback. Once you send an improved version, the card reads Declined on a date, improved version sent.
  • The request email could not be delivered: check the contact details and send the request again.
  • AI Discovered: this third party was detected automatically on your website.
  • Stopped on: the request was stopped.

What is expected of you

  1. Click a suggested card to add the process to your dossier. If what you need is missing, use the More processes… tile for the full list or create your own process.
  2. Check the data items on the card: do they reflect the data you actually share? Adjust where needed.
  3. Select the third party from the list or type in their details.
  4. Decide what to do about the data sharing agreement. GDPRWise can send a request to the third party for approval. You see it first, with the tabs Email Preview and Agreement Preview. The email goes to the third party’s privacy contact with a link; they can review and answer without a GDPRWise account. If you prefer to wait, or the party already has an agreement in place, tick the box saying an agreement already exists. For large vendors such as Microsoft or Google, which publish their own agreement, the app advises you first and offers Record their DSA instead or Send anyway.
  5. When a card shows Changes requested, click its document icon to open the agreement. Read the request in the history and answer with Edit text, with Regenerate from the dossier under More actions, or with Send a message. How the versions and the acceptance work is explained in How data sharing agreements work in GDPRWise.
  6. If a process turns out not to apply, delete it. A request that is no longer relevant can be stopped from the card; the app first asks you to confirm.

You do not have to finish this in one go. Make a start today, let it settle and complete it later. Everything is saved automatically.

Next step

Once every card shows an accepted agreement, this screen is done. Stopped requests stay reachable through the Stopped requests link at the bottom of the page. If your business receives data from others, for example when you carry out services for a client, go to Processes others share. The generated agreements are collected on the Data Sharing Agreements tab under GDPR Documents. For the background, read Your Third-Party Dossier: With Whom Is Data Shared?.

Watch the video

In two minutes you see how the Third-Party Dossier is built and how an agreement is sent: watch the Third-Party Dossier video.

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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.