For data protection you have to know what personal data you hold, where it sits, who can see it and how it is protected. This matrix maps that out, and it is the first thing worth having when someone asks how you handle personal data.

Effective Form Templates

This form template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Form number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested form templates. No junk, jargon or unnecessary fields. Simple and usable form templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on personal data and data protection:

• Data Protection and UK GDPR
• Personnel Records and Data Protection
• Information Classification and Protection

Logo Update Service

Download this form template with your company name and logo already added!
Document Preparation is included with the alphaZ subscription.

How to Download

This file is included in the alphaZ subscription. This form is also included in the GDPR / Data Protection Toolkit and every alphaZ ISO toolkit that covers data protection, so the toolkit route gives you this file plus everything else you need in one download.

Need Help Implementing?

If you'd like hands-on help mapping your personal data and data protection controls, or your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Personal Data Matrix Template

A personal data matrix for mapping the personal data your organisation holds - a description of the data and where it is stored, how it is used and who has access, any sharing of it, the protection and controls in place, and any actions required. It gives you a single view of the personal data you process.

Under the UK GDPR and the Data Protection Act 2018 you need to know what personal data you hold, how it is used and how it is protected. This matrix gives you that record of processing and supports the accountability the law expects, alongside an information security system aligned with ISO 27001.

Built for Data Protection Accountability

The matrix captures what a record of personal data processing needs:

• A description of the data and where it is stored or held
• How the data is used, who has access and any sharing of it
• The protection and controls currently in place
• Comments and any actions required to improve compliance

What's Included in this Personal Data Matrix

The form is set out as a single register of personal data:

• Header - completed by, date and the areas covered
• Data table - description and storage, use and access and sharing, protection and controls in place, and comments or actions required

Who Needs a Personal Data Matrix?

Any organisation that holds personal data - which is nearly all of them - benefits from mapping what it holds and how it is protected. It suits any business meeting its UK GDPR obligations, and supports a data protection regime and an information security system aligned with ISO 27001.

Pairs with the Information Assets Matrix

Personal data is one type of information asset, so this matrix works alongside the wider F-Q14 Information Assets Matrix.