Legal and risk / Free editable template

GDPR data flow map template

A GDPR data flow map shows where personal data comes from, which systems it passes through and which countries it ends up in. This example follows customer data from a sign-up form into a CRM hosted in Ireland, then to a backup in Germany and to email and support tools in the US, and staff data to a payroll bureau. Each numbered flow has its lawful basis, retention period and transfer safeguard in the table below.

This is a planning example, not legal advice. Check your own policies, advisers and the local rules that apply to you.

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GDPR data flow map example showing systems grouped by country, numbered flows with restricted transfers marked, lawful basis, retention and safeguard table
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Start with the people

    Draw the groups of people the data is about, such as customers and staff, and the forms or channels where you collect it.

  2. Follow each flow

    Draw every system the data moves into and group them by the country where the data is stored or accessed. Number each flow.

  3. Record the legal details

    For each flow note the data, the lawful basis, how long you keep it and, for international transfers, the safeguard you rely on.

Questions about this template

How do I add a new data flow?

Draw a numbered arrow between the systems, then add a row to the table with the data, lawful basis, retention and transfer safeguard for that flow.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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