2025

A few more new features in this intermediate version:

🕒 Workload tracking in the Activities menu. Record the time spent by each contributor on every compliance action to:

• Document your compliance efforts in your annual reports
• Show the distribution of workloads across departments, entities, contributors, or types of activities
  • Ideal for shared DPOs, who can track their activity by entity and by department

📅 Dynamic monthly activity report. It allows you to:

• Filter data by data controller, unit, department, year, or type...
• View the number of activities and workloads distributed by month, by type of activity, or by department
• Easily export the results to feed your annual reviews or internal reports.

⚙️ Activation

These features are optional and can be activated upon request by contacting the Provacy Support team.

🔗 Automatic QR code generation from a processing form

• Generate a unique QR code that automatically redirects to the version published in the official register. The link updates automatically if a new version of the published form is released.
• Integrate it into your information materials (posters, forms, privacy policies, etc.) to inform data subjects in a simple, direct, and transparent way.

🔐 SSO instances: direct access from email notifications

• For instances with SSO enabled, the links in email notifications now open the relevant processing form directly, bypassing the login screen — saving time and providing a smoother user experience.

🟢 Availability

These features will be deployed on all instances.

💬 Keep sharing your ideas to help us improve the platform!

At Provacy, we’ve chosen to stay focused on our core expertise: managing GDPR compliance. When it comes to training, we prefer to rely on true specialists.

That’s why we’ve partnered with Awaretrain, a recognized expert in GDPR, data protection, and security.

Prevent data breaches and strengthen your organization’s compliance with short, clear, and engaging modules.

👉 In less than 20 minutes, through short videos, your teams will grasp the essentials of GDPR and learn how to avoid human errors—the number one cause of data breaches.

✅ Real-life scenarios, interactive videos, and fun quizzes
✅ Suitable for all roles and levels
✅ Available in 9 languages
✅ Automatic certificate generation

🎯 Try the Awaretrain GDPR & Privacy Pack free for 28 days and start reducing data risks today!

🔗 Request your free trial 🔗or book a demo

By contacting them on our behalf, you’ll also benefit from preferential pricing.

AI systems

A new menu to support your organizations in achieving compliance with the AI Act and the assessment of your AI projects.

With this module, you can:

• Map your AI systems and link them to your processing activities.
• Identify your AI Act obligations in just a few clicks with an intelligent questionnaire.
• Verify, document, and measure the fulfillment of your obligations with a compliance score.
• Assess your systems against the 7 criteria of trustworthy AI and generate appropriate recommendations.
• Edit a complete report for your teams and stakeholders.

By default, this module is reserved for the DPO team. However, all users have access to a simplified assessment (without creating a form), available from the Compliance menu.

👉 A practical module, connected to your GDPR approach, to manage your AI systems with peace of mind.

ℹ️ For a more detailed presentation, links to the practical guide are available directly in the application (from the list of AI systems or the form).

Feel free to share your feedback with us!

The Provacy Team

Zeus, our new AI assistant

Available as an option, Zeus supports your compliance work using the best models on the market (GPT-4.1, Gemini, Mistral, etc.).
It can:

• generate processing records,
• analyze or compare records,
• suggest improvements,
• create action plans.
  Use your own API key or one provided by Provacy.

You can find a full article below or a detailed presentation by following this link..

Contact Support for a demo!

Unified filter for the dashboard

View all key indicators by entity, department, and now also by record creation year— perfect for annual reviews or perimeter-based reporting.

All monitoring tools have been improved (sidebar, processing map, etc.)
👉 Full overview here: https://tuto.provacy.com/en/governance/

Smarter list display

Multi-page lists now adjust to content height, just like paginated ones.
A smoother and more intuitive experience.

New footer button for all lists:

Coming soon

A module dedicated to the AI Act to help you assess your obligations for AI models and systems.
Coming soon to Provacy.

Hello, I’m Zeus the chameleon, your GDPR assistant.

Chatting with me? It couldn’t be easier.

Pink on a black background — who thought of that?!

Here, they call me:

" Zeus, give me the security measures and data categories to use

for a GDPR-compliant processing of fleet vehicle geolocation. "

Snap! The target’s in sight... I flick out my tongue — precise and lightning-fast — and voilà, here are the elements you need to ensure GDPR compliance!

But don’t worry, I stay neatly under your control. After all, I may be called Zeus, but I’m just a little pink chameleon. Make sure my answers are right, and drag the correct categories and measures into your processing record.

I’m here to help you

People often say to me, "Zeus, that’s a bit arrogant."
Okay, I admit it’s not an easy name to carry every day. To live up to it, I had to learn a few tricks:

• Draft processing records, contracts, and more — in a flash.Example: Write a GDPR-compliant processing record for employee management
• Pierce through the camouflage of laws and regulations to get the full picture on data protection.Example: What are the obligations of a data controller under the GDPR?
• Offer you a 360° vision to analyze, compare, and search the Provacy database.Example 1: Analyze the video surveillance processingExample 2: Compare with the previous versionExample 3: Search Provacy for records about vaccination

with your compliance

But my most remarkable gift, the one that makes my creators proud, is assisted creation of pre-filled records.
We chat a bit and... tadaaaa :

• Title
• Purpose details
• Legal bases
• Data subjects
• Data categories
• Recipients
• Sourrces
• Retention periods
• Security Measures

I chew the work for you… or rather, with you!

In full transparency

My ecosystem — by nature, I blend in.

I’m compatible with all AI models that have an OpenAI-style completion API. Nothing hidden here, I never send any confidential data to the AI model I’m connected to. If you’re interested, just contact support to add me to your instance…

See you soon on Provacy!

Interactive Transfer Maps

To take data flow management even further, Provacy introduces an interactive map that allows you to visualize data exchanges with your third parties.

Extension of flow management to tools

For a full presentation, visit the tutorial site..

Closing tabs

Right-clicking on a tab now closes all tabs

Don't hesitate to contact Support if you have any questions!

On the technical side, we took advantage of the Version 5.3 workshop to tighten a few bolts and boost performance. The result? A smoother, faster application with an even better user experience.

A complete overhaul of our algorithms marks a real turning point, especially for those of you managing XXL Registers! More than ever, our solution proves it is built to handle large volumes of data and tackle even the most demanding challenges.

We can't wait to see you take the wheel of this new Provacy, your compliance accelerator! ! 🏎️💨

Developments in data transfers

Following the publication of the Practical Guide on Transfer Impact Assessments (TIA) recently released by the CNIL, Provacy is evolving to offer a detailed and accurate mapping of data transfers within your organization. A presentation is available from the Transfers tab.

Other developments

Based on your feedback, here are the latest improvements to make your day-to-day management easier:

Any other needs or suggestions? Send us your feedback so we can continue to improve Provacy!

Discover the latest developments in this intermediate version: alerts on data transfers, review of tools and third parties, addition of security measures to data breaches, and display of the identifier in forms.

Alert messages on data transfer

From the Processing forms or Contract , the summary of third parties (processors, partners, organizations, etc.) displays their country of establishment from the Processing forms.

The list of these countries is now visible under the Transfers field label.

Alert messages highlight inconsistencies in responses to potential transfers.. Indeed, third parties are not necessarily importers or recipients of the data; they can also be exporters or the originators of the data.

You can verify the consistency of your responses by displaying the column. on the list:

Evaluation of tools and third parties

Associate an evaluation and an action plan with your tools or third party It is possible to fill in these fields from the list by pressing CTRL + Click on the box.

The Evaluation field is also accessible on the form, at the top of the Description tab. The evaluation criteria are "Non-compliant", "Improvable", "Acceptable" or "Good practice"

You can create and associate activities to third parties or tools from the Links tab.

The evaluations are displayed in the summaries of third parties or tools in the Processing forms or Contract

Addition of the Security Measures component to the Data Breach form

Associate the security measures implemented following a data breach:

Display of the identifier in the form

It is sometimes easier to communicate or remember the identifier of a form. This is why this information is highlighted in the form header, in alignment with the colors of the various menus.

These developments are the result of expressing your needs. We thank you for contributing to the improvement of Provacy!

We are delighted to introduce the latest version of Provacy 5.2.0. This update brings significant enhancements, including the addition of the Impact Assessment module and several new features designed to improve your user experience.

The Impact Assessment module (DPIA)

This new module stays true to our philosophy: simplicity and intuitiveness. To assist you, a guide is directly accessible from the application, allowing you to quickly familiarize yourself with its main features.

Improved management of security measures

For delegates, it could be challenging to determine which security measure to choose from the available options. Now, a help button provides a full description of each measure. These descriptions are based on official resources from the CNIL’s PIA tool.

Harmonization of data category colors

With the introduction of the DPIA module, the colors associated with data sensitivity have been revised to offer more consistency. We can always revert to the previous colors upon request if this change does not align with your preferences.
De plus, vous noterez que le tableau des données occupe désormais toute la largeur de la page, optimisant l’espace disponible pour une meilleure lisibilité.

Tabs bar always visible

In the forms, the tabs bar remains accessible as you scroll down the page. This enhancement makes navigation easier, helping you stay oriented and quickly access other tabs.

Simplified display of HTML fields

To improve the readability of forms in edit mode, the toolbar for HTML fields only appears when these fields are activated.

Sharing of tags

By default, tags are only visible to the user who created them. A new setting now allows tags to be made visible to all users for collaborative use. If you would like to activate this feature, please contact support.

Your feedback is essential. Feel free to share your comments and suggestions with us.

We wish all our customers and partners a happy and successful 2025!

In terms of results, the past year has been dedicated to adding new features such as filing of rights applications, online processing declaration (Tchatch), generation of contract clauses and legal information. And, as promised, the new version currently being rolled out includes the Impact Analysis module.

Beyond our own little navels, 2024 has recently seen the adoption of a newcomer to the world of regulation. The European AI Act represents a significant development in the regulatory framework for digital technologies.

This text complements the GPRD by providing a framework for the use of AI technologies and data, in particular personal data. It aims to protect fundamental rights by imposing strict obligations on AI producers and users.

For the coming year, we are therefore determined to equip Provacy with a comprehensive module to manage all aspects of this European law. Work has already begun. We would like to thank the DPO of Eiffage and our partner SRC Solution for their contribution to this new project.

Of course, we remain at your disposal for any other functions you may require.

Once again, our best wishes for a happy new year!