What must the register contain?

Per activity: purpose, categories of data subjects and data, legal basis (Art. 6), recipients, retention period, security measures and any transfers outside the EEA. This template has all those columns, pre-filled with the usual association activities.

What are the six GDPR legal bases?

Consent, performance of a contract, legal obligation, vital interest, public interest and legitimate interest. The dropdown helps you pick the right one per activity.

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GDPR processing register — free pre-filled example (Excel)

100% freeNo email requiredUpdated for 2026

Last updated: 28 July 2026 · Version 2026.1

In short

Is a processing register mandatory for an association?

For almost any organisation that structurally processes personal data — which every association with a membership list does — yes. GDPR Art. 30 requires a record of processing activities; the small-organisation exemption falls away once you process structurally or special data.

Almost every association must keep a processing register (GDPR Art. 30). This free Excel template comes pre-filled with the activities you probably have.

Review the rows, pick the right legal basis per activity from the dropdown and add your own activities. You'll be GDPR-ready on paper within an hour.

Downloads

The files are in Dutch — they follow the Dutch rules for associations and foundations.

What's inside?

Pre-filled with membership admin, dues collection, newsletter, images, volunteers, finance and website
All Art. 30 columns: purpose, data subjects, data, legal basis, recipients, retention, security, transfers outside the EEA
Dropdown with the 6 GDPR legal bases
Empty rows to add your own activities
Notes on retention duties (e.g. 7 years for finance)

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Not sure where to start?

Take the governance scan: ten questions, two minutes. You will see straight away which points weigh most for you — each with the template that solves it.

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Stay current when regulations change

Leave your email address and receive the updated version whenever the rules change (such as WBTR or ANBI amendments). A few emails per year at most, no newsletter.

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Use & attribution

This template is free. You may use, adapt and pass it on — including outside your own organisation. Publishing it on your website or in a newsletter for your members? Link to this page instead of copying the file; that way everyone automatically gets the latest version.

Ready-made link

<a href="https://aqlemy.com/en/templates/verwerkingsregister-avg">GDPR processing register — free pre-filled example (Excel) — Aqlemy</a>