Settings

The Settings area of GDPR4All is where you configure your personal profile, your organisation's details, your Data Protection Officer assignment, and your cookie preferences. Most settings are accessible only to Client Admins, as they control information that affects the entire organisation. However, every user can update their own profile details.

Profile Settings

Your profile settings control how you appear within GDPR4All and how you access your account.

Name

Your display name is shown in the top bar, in audit log entries, and alongside any compliance records you create or modify. Keep it accurate and professional — this is the name that appears on documents you submit for review or approve.

To update your name:

1. Navigate to Settings > Profile.
2. Edit the Name field.
3. Click Save.

Email Address

Your email address is your login identifier and the address used for any platform notifications. If you need to change your email address:

1. Navigate to Settings > Profile.
2. Update the Email field.
3. Click Save.

If you sign in using Google or Azure AD single sign-on, your email address is managed by your identity provider and may not be editable directly within GDPR4All.

Password

If you use email and password authentication (rather than single sign-on), you can change your password from the profile settings:

1. Navigate to Settings > Profile.
2. Click Change Password.
3. Enter your current password and your new password.
4. Click Save.

Choose a strong password — at least 8 characters with a mix of uppercase letters, lowercase letters, numbers, and symbols. Your password protects access to potentially sensitive compliance data, so treat it accordingly.

Organisation Settings

Organisation settings define how your tenant appears within GDPR4All and store key information about your company. Only Client Admins can modify these settings.

Company Name

Your organisation's legal name, as it should appear on generated documents, compliance records, and reports. This is the name set during registration but can be updated if needed — for example, following a company name change or rebranding.

Company Details

Additional organisational information that may be used in generated documents and compliance records:

• Registered address — your company's official registered address.
• Registration number — your company registration number (e.g., Companies House number in the UK).
• Industry — the sector your organisation operates in, which can help tailor guidance and suggestions.
• Size — the approximate number of employees, which is relevant for determining certain GDPR obligations (such as whether a DPO is mandatory).

Keeping these details accurate ensures that any documents generated by the platform — privacy policies, breach notifications, DPA templates — contain correct information about your organisation.

DPO Assignment

Article 37 of the GDPR requires certain organisations to designate a Data Protection Officer. Even if your organisation is not legally required to appoint one, doing so voluntarily is considered best practice by supervisory authorities.

When a DPO Is Required

You must designate a DPO if:

• You are a public authority or body (other than courts acting in their judicial capacity).
• Your core activities involve regular and systematic monitoring of individuals on a large scale.
• Your core activities involve large-scale processing of special categories of data (Article 9) or data relating to criminal convictions and offences (Article 10).

Assigning a DPO in GDPR4All

To assign a DPO:

1. Navigate to Settings > DPO.
2. Select the user you wish to designate as your Data Protection Officer from the list of available users.
3. Confirm the assignment.

The selected user's role will be updated to DPO, granting them the specific permissions described in the Team Management guide — including the ability to approve DPIAs and documents, access compliance records, and switch between organisations if they serve multiple tenants.

Internal vs External DPOs

GDPR4All supports both internal and external DPO appointments:

• Internal DPO — an employee of your organisation who takes on the DPO role alongside (or instead of) their other duties. They must be free from conflicts of interest and should not hold a position that determines the purposes and means of processing (e.g., head of IT or head of marketing).
• External DPO — a consultant or service provider appointed under a service contract. External DPOs are often assigned by Reseller Admins and may serve multiple client organisations simultaneously.

If your organisation uses a reseller partner, your Reseller Admin can assign an external DPO to your organisation from the reseller management panel.

Removing or Changing a DPO

If your DPO changes — whether due to a staff departure, a change in external provider, or a reorganisation — update the assignment promptly:

1. Navigate to Settings > DPO.
2. Remove the current DPO assignment.
3. Assign the new DPO.

The outgoing DPO's access will be adjusted to reflect their new role (or removed if they are leaving the organisation entirely).

Cookie Preferences

GDPR4All allows you to manage your cookie preferences for the platform itself. This covers the cookies that GDPR4All sets when you use the platform — not the cookies on your own website (for which you should use the Document Generator to create a Cookie Policy).

Cookie Categories

• Strictly necessary cookies — these are essential for the platform to function. They handle authentication, session management, and security. They cannot be disabled.
• Analytics cookies — these help GDPR4All understand how the platform is used, which features are most popular, and where users encounter issues. You can opt in or out of these cookies.
• Preference cookies — these remember your settings and preferences (such as sidebar state or table sorting) to improve your experience on subsequent visits.

Managing Your Preferences

To update your cookie preferences:

1. Navigate to Settings > Cookies (or click the cookie settings link in the platform footer).
2. Toggle each cookie category on or off according to your preferences.
3. Click Save Preferences.

Your choices are respected immediately and stored for future sessions. You can change your preferences at any time.

Tips for Settings Management

• Keep organisation details current — your company name, address, and registration number feed into generated documents. Outdated information in a privacy policy or DPA can undermine trust and compliance.
• Assign a DPO early — even if not legally required, a designated DPO provides independent oversight and demonstrates your commitment to data protection. The earlier you make this assignment, the sooner your DPO can begin reviewing DPIAs and documents.
• Review settings quarterly — add a recurring calendar item to review your settings every quarter. Check that your organisation details are current, your DPO assignment is correct, and your cookie preferences reflect your current wishes.
• Coordinate with your reseller — if your organisation was set up through a reseller partner, some settings (such as external DPO assignment) may be managed at the reseller level. Contact your reseller if you need changes that you cannot make yourself.

Settings are the foundation upon which your GDPR4All experience is built. Keeping them accurate and up to date ensures that every other feature of the platform works with correct information.