Quick Guides for preeco | data protection
Here you will find helpful guides, step-by-step instructions, and practical tips for the data protection module. From processing activities to training – we show you how to use preeco optimally.
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Setting up status workflows – custom statuses and allowed transitions
Under “Settings” › “Workflows” › “Status workflows”, administrators create custom statuses for each document type within the fixed categories New, In progress, Approved and Archived. Under “Transitions”, they use input, output and…
Creating and structuring business processes – structure and responsibilities
In “Business processes” (DSMS under “Processing activities”, ISMS under “Management”) you create your organisation’s workflows via “New”, place them as subprocesses in the “Structure” section and assign several people and responsibility…
Assigning tasks and responsibilities to groups and several people
All assignment fields such as “Assigned to”, “Risk owner”, “To be completed by” or the responsible person for requirements accept several people and responsibility groups. Every member of an assigned group receives the notification and…
Creating, maintaining and deleting responsibility groups
Under “Settings > Users and rights > Responsibility groups”, administrators create groups with a name, description, organisations and at least one member. They maintain the members in the group or on the person’s page. When a group…
Adding the cookie policy to your privacy notice
A chapter of the privacy notice with the master data “Cookie Policy” (via “Edit > Edit text content > New > Add master data”) always shows the most recently approved version of the linked cookie banner with its services, purposes…
Approving a cookie banner – versions and exporting evidence of consent
“Approve” is only possible once the cookie banner links your privacy notice and legal notice in every language and every service states its purpose. Each approval creates a version, optionally asking all visitors for consent again. In the…
Designing and embedding a cookie banner – design, languages and integration on your website
In the “Design” tab you set the layout, logo, colours and, per language, the texts including the links to your privacy notice and legal notice; the preview shows changes immediately. In the “Integration” tab you copy the script as the…
Assigning services and cookies – scan, template library and your own services
The “Scans” tab shows which cookies the scan found on your website. In the “Services” tab you click an unassigned cookie to assign it to a service in the “Assign a cookie” dialogue, add services “From the template library” together with…
Setting up and ordering a cookie banner
Under “Websites > Cookie banner”, administrators use “New” to set up a cookie banner in two steps: the website with its domains, home page for the scan, languages and linked privacy notice, then the tariff and payment interval. Billing…
Editing a training template – uploading, sorting and filtering slides
When editing a training template, “Slides > Upload multiple slides” uploads several images as cards that you name and sort before applying them. In the “Chapter overview” view you move chapters, slides and learning checks by drag and…
Adjusting the chapter order in a training
The chapters of a training are maintained in the associated training template, not in the training itself. You create a new chapter in the "Training contents" section using the "New" button, or via the arrow icon of an existing chapter…
Information about the current version
Changes and new features in preeco | data protection and preeco | information security are displayed directly after login as a pop-up and can additionally be viewed in the main menu under "Support > Information about the current…
All guides from A to Z
In version 4 of preeco | data protection, the term „Package" was replaced by „Team" – what this means and what changes…
The notice "Editing not possible due to access conflicts" protects documents from being changed by users who cannot…
In preeco | data protection and information security, two permission systems are available: The standard permission…
How new users accept their invitation to preeco | data protection, activate their access and join their team.
In a self-created audit catalog, hazards are first created centrally and then assigned via the respective requirement…
A chapter of the privacy notice with the master data “Cookie Policy” (via “Edit > Edit text content > New >…
The chapters of a training are maintained in the associated training template, not in the training itself. You create a…
Affiliation conflicts in DPAs arise when a contract applies to different organizations (controller and processor) at…
In preeco | data protection and information security, affiliation conflicts can occur when working with documents if…
Affiliation conflicts in processing activities arise when linked documents or text modules are assigned to a different…
The visibility of tasks and documents depends on a user's affiliation to organizations. Although all active team…
In preeco | data protection, processing activities can be generated and revised automatically with an AI integration.…
preeco offers the option to create and optimize text modules with the help of artificial intelligence. The AI feature…
“Approve” is only possible once the cookie banner links your privacy notice and legal notice in every language and…
In preeco | data protection the AI assesses the protection requirement of a system or processing activity: via „AI…
A user always belongs to exactly one user group; if required, you create additional groups with the matching…
The “Scans” tab shows which cookies the scan found on your website. In the “Services” tab you click an unassigned…
All assignment fields such as “Assigned to”, “Risk owner”, “To be completed by” or the responsible person for…
In addition to your own audit catalogs, three paid, standardized catalogs (BSI Grundschutz, VDA ISA 6.0, CISIS 12) can…
In preeco | data protection and preeco | information security, new audit object types can be created under "Audits >…
The preeco contract is automatically renewed for one year unless it is terminated or different arrangements have been…
When several processing activity entries are used in one information obligation, text modules with identical content…
The phone number of the data protection officer is currently defined as a mandatory field in preeco | data protection…
How to change your password in preeco | data protection yourself in just a few steps.
There must always be at least one administrator in the team. To assign a new admin, a new user is first invited by…
After a training has been released in preeco | data protection and information security, certain settings such as…
Changes to the organizational hierarchy in preeco | data protection and preeco | information security are made by…
Confidentiality agreements should be stored in preeco | data protection and preeco | information security under…
In a data collection workflow, pages and questions can be controlled with conditional logic. For single-choice and…
How to configure your personal email and in-app notifications in preeco | data protection so you never miss important…
You document incidents in the "Data breaches" module. For the report to the authority under Art. 33 GDPR, you create…
Under "Settings > Integrations", administrators can store a standard instruction in the "AI provider" section that…
If contacts cannot be added to a training, the reason is that their email address is already contained in the…
The "Contractual relationships" section in the "Relationships" tab shows which data recipients of a processing activity…
A deletion concept implements storage limitation under Art. 5(1)(e) GDPR and is structured along the DIN 66398…
In rule sets you document internal policies centrally and versioned – the basis of accountability under Art. 5(2) GDPR.…
To create a new training in preeco, go to "Trainings > New", enter a name, assign the organization and edit the…
A transfer impact assessment (TIA) is required under Art. 44 ff. GDPR and the Schrems II ruling when personal data is…
A risk analysis implements the risk-based approach of Art. 24 and 32 GDPR. preeco separates „Edit" (the methodology:…
In preeco | data protection and information security, numerous pre-built text modules are used to fill out documents…
Data processing agreements and consent forms can be created and provided as digital web forms in preeco | data…
A web form can only be provided via the Create web form action for consent forms that were created as text in preeco |…
If a search term is accidentally created as a text module while searching in a processing activity, you will find it…
Data collection workflows in preeco | data protection enable the standardized, reusable collection of information.…
In “Business processes” (DSMS under “Processing activities”, ISMS under “Management”) you create your organisation’s…
Step-by-step guide for creating new documents in preeco | data protection, e.g. policies or procedure descriptions.
Under “Settings > Users and rights > Responsibility groups”, administrators create groups with a name,…
In preeco | data protection and information security, users can only view and edit documents within their own team, as…
In preeco | data protection you can design custom layouts for PDF documents with CSS. These can be set team-wide or…
How to enable dark mode in preeco | data protection and switch between light and dark appearance.
A data processing agreement can be signed by several people for each contracting party. The signatories are recorded…
In preeco | data protection and information security, you can allow the contractual partners of a data processing…
When deactivating users, the profile is retained, but access to the team is interrupted. Deactivation is done via…
In preeco | data protection you can use automated translations by storing a DeepL API key under Settings –…
Users are not deleted immediately in preeco | data protection when they are removed from all teams. The deletion…
From a documented data breach, a permanent technical and organizational measure (TOM) can be derived directly in preeco…
In the “Design” tab you set the layout, logo, colours and, per language, the texts including the links to your privacy…
In preeco | data protection and information security, automated translations can be set up for the entire team, which…
How to document a data breach in preeco | data protection – step by step according to Art. 33 GDPR: description of the…
How to download documents from preeco | data protection and export them for external use or archiving.
How to download and export your record of processing activities (RoPA) from preeco | data protection as a PDF or in…
For the link between a processing activity (PA) and a data processing agreement (DPA), the role in the PA as well as…
The DPA templates available in preeco | data protection and preeco | information security are based on the EU…
Forms can be pre-filled with data via JavaScript. To do so, you should contact your development department.
In privacy policies, the chapters in the "Text content" section can be moved and nested via drag and drop. To do so,…
For tasks that are created automatically from a follow-up of a processing activity, the due date is not set…
In preeco | data protection and information security, you can link documents together for better organization and…
In preeco | data protection and information security you can upload your company logo, which is visible to all users of…
New users can be invited easily to preeco | data protection and preeco | information security via "Settings > Users…
In preeco | data protection and information security, important documents such as data processing agreements, joint…
When editing a training template, “Slides > Upload multiple slides” uploads several images as cards that you name…
An assigned task in preeco | data protection can only be edited if the assigned person belongs to all organizations the…
To replace a user with a new email address, invite the new user via "Settings > Users > Invite user" and remove…
The data protection information can be embedded without a download via the Publication section. The link (permalink)…
The "Data breaches form for tips" contains an embed code with which it can be integrated directly on your website.…
To enable features for a user, go to "User groups and permission systems" in the settings, create a new user group,…
The error message "The connection to … could not be established" is usually caused by an incorrect or no longer valid…
AI integration errors are frequently caused by an API URL that is too long. Reduce the URL to the base URL up to and…
In preeco | data protection you can build a structured folder structure in the file storage under Collaboration. Main…
When downloading documents from preeco | data protection and preeco | information security, a sans-serif default font…
How to reset your forgotten password at preeco | data protection yourself using the "Forgot password" function.
In the preeco | data protection and preeco | information security application, the activity log, which documents…
Data from a data collection workflow cannot be transferred directly into an existing document. Using the actions…
You can see the DPO assignment of an organization under Settings > Organizations in the "Officers and legal…
You change the responsible person of an organization under Settings > Organizations by opening the organization,…
preeco Support determines the last login time of individual users on the server side based on the email addresses you…
You check the sending status and time of a document via the activity log: open the document concerned in preeco | data…
Your own sample documents can be provided in preeco | data protection via the "Load from sample documents" dialog,…
In preeco | data protection and information security, training participants can be imported easily and flexibly via…
Via the user interface, users can import contacts and training participants themselves as XLSX files, with the column…
For automatically created tasks and follow-ups, an unexpected time such as 02:00 may appear. It comes from automated…
Changes and new features in preeco | data protection and preeco | information security are displayed directly after…
AI providers are configured team-wide under Settings > Integrations in the AI provider section (provider, API key,…
To use the AI feature in preeco | data protection, you need an API key from a supported provider such as OpenAI,…
An LLM can be connected via an OpenAI-compatible interface using the appropriate API credentials (URL, API key, model),…
In preeco | data protection and preeco | information security a distinction is made between interface language and…
If an entire module or a function is missing in preeco | data protection, this is usually due to the booked license…
In preeco | data protection and preeco | information security, linked documents can be created that inherit essential…
In the “Process environment” section of a business process you use “New” to link processing activities, assets,…
How to log in to preeco | data protection with your email address and your password – explained step by step.
How to create tasks in preeco | data protection, assign responsible persons and keep track of the processing status at…
In preeco | data protection, contacts can be created manually or added via Excel import. When editing existing…
How to create, edit and structure your organizational units under "Settings > Organizations".
How to create, manage and correctly assign tenants to your organizational units in preeco | data protection.
Beim Hochladen von Dateien in preeco beträgt die maximale Dateigröße 20 MB. Größere Dateien können nicht hochgeladen…
In preeco | data protection, AI assistants can be connected directly to the existing data via the Model Context…
Message forms can be created under "Messages > Message forms > New" and assigned to an organizational unit. Under…
How to set up two-factor authentication (2FA) in preeco | data protection to additionally secure your account.
You obtain an overview of the consents in the Declarations of consent module and of the information obligations in the…
When creating a new text module under "Settings > Text modules", you first select a category and the language. Text…
Under "Trainings > Training participations" you get an overview of the status of all invited participants. The…
In Version 4 the "Package management" was renamed to "Settings" – this article explains what has changed and where you…
If questions and answers are not legible in the PDF export of a checklist, this is caused by the activated dark mode,…
In preeco | data protection and preeco | information security, documents can be transferred across teams, provided that…
In preeco | data protection and information security, administrators can export all organization data under "Settings…
A person missing from selection lists is usually the result of an incorrectly selected organization, a missing…
An overview of how preeco | data protection maps and simplifies your entire data protection management – from…
You can see checklists with descriptions and requirements in the detail view of a catalog under Audits > Audit…
In preeco | data protection and preeco | information security, data categories can be automatically adopted in the…
preeco | data protection enables the structured processing of data subject requests with central documentation in the…
With the publication groups in preeco | data protection and preeco | information security, several information…
In the "Trainings > Training > Participants" area you can delete participants, remind them again or enable a…
Users can be removed from a team under "Settings > Users > Actions > Remove access to team". In doing so, a…
In preeco | data protection and information security, there is now the "Change proposals" function, which allows you to…
preeco sends every AI request to the /chat/completions path of your endpoint and requires a strict structured output…
Resellers can create new tenants independently in preeco | data protection under Settings, Organizations and Tenants.…
Using "Forgotten your password?" on the login page, you request a reset link with your email address and set a new,…
Under “Settings > Text modules”, “AI actions > Resolve duplicates” lets the AI find text modules in a category…
Administrators can adjust accidentally changed administrator rights again under "Settings > Users" via "Edit" (user…
In the Cloud variant, data is deleted physically and irrevocably once the deletion is confirmed and cannot be restored.…
Export access to task lists cannot be restricted separately in the DSMS, because the function rights of the Tasks…
Revisions are immutable PDF versions of your documents that preeco | datenschutz creates automatically on every release…
preeco | data protection uses SAML token encryption by default for SSO via the SAML protocol. You can find a guide on…
In preeco | data protection, three sending options are available for consent forms: single sending to one person via a…
Under “Settings > Integrations > AI provider” you choose “How AI works” in the “AI configuration” form:…
You store the API key for the AI provider in preeco | data protection under Settings → Integrations in the AI provider…
Under “Websites > Cookie banner”, administrators use “New” to set up a cookie banner in two steps: the website with…
Audit catalogs such as NIS2 and BSI C5 can be set up as reusable templates in the platform and have been provided in…
Under “Settings” › “Workflows” › “Status workflows”, administrators create custom statuses for each document type…
The description field can be shown or hidden per document type in the document settings. Open the settings, select the…
To save an individual sender address under "Settings > Email settings", the domain's SPF record must be supplemented…
preeco | data protection supports central login via single sign-on (SAML) and therefore also via Microsoft Entra ID.…
In the cloud variant, only the SPF record variant is supported. Your own SMTP mailboxes can only be integrated in the…
How to switch seamlessly between several teams with a single preeco account, without having to log in again.
How to quickly switch between different organizations and tenants in preeco | data protection.
Changes to text modules in the data processing agreement are lost if the contract is not saved after editing.…
In preeco | data protection and information security, the assignment of text modules to an organization depends on how…
A text module duplicate is a text module with identical content. The display of such duplicates is found under…
If the "Contractual partner 1" field remains empty in a contract under Art. 26 GDPR, the wrong organization is usually…
After a training is completed, the status "completed" appears under "Training participations". Certificates of…
If the device used for 2FA is lost, it can only be removed by preeco support. To do so, a request must be sent from the…
If the temporary link to the user manual is missing in the system, you can reach it via the Support area and the To the…
Confidentiality classes rate documents in preeco | data protection on five levels that build on one another – from „Not…
Under "Collaboration > Data collection forms", authorized users create and manage data collections based on…
This article presents four GDPR-compliant video hosting services based in the EU that support iframe embedding. The…
The status "Approve/Approved" indicates that a document has been confirmed and finalized in preeco. The "Approve"…
An overview of the most important new features and improvements in Version 4 of preeco | data protection.
At the due date you receive an email notification, and a stored message is automatically delivered as a task to the…
The text of the training invitation is defined when a training is released, in the Message field of the "Release…
Für Videos in Schulungen können Sie einen beliebigen Video-Anbieter nutzen, sofern dieser einen iframe-Einbettungscode…
Editing text modules is controlled by the user group under Settings > User groups and permissions and by the…
The message "Feedback form not found" appears because the access link sent by email is only valid once: after the form…
By default, only the company and the division are shown in the URL/publication of an information obligation, but not…
A data protection impact assessment (DPIA) has no "Released" status; its statuses are "New", "In progress",…
All overviews in preeco use the same table. Narrow the list with the "Search term" field and the "Filter" button, sort…
FAQ about preeco | data protection
Frequently Asked Questions and Answers
After registration, begin with the basic steps of the initial setup. First, you define your organization and add the data protection officer's contact details. Then you can create processing activities and invite employees. Our support team is happy to assist you with any questions.
Yes, with limitations. Contacts and training participants can be imported directly via the user interface, using XLSX files with column mapping. Existing records of processing activities can be uploaded as DOCX or XLSX files – the AI recognises the processing activities they contain. For all other data – such as DPAs or audits – we offer a paid import service.
In the training module, you can create your own training sessions. Use either pre-built sample training or create your own training sessions from learning units with images or videos and include exam questions. Participation can be made mandatory for employees.
Create the data protection impact assessment directly in preeco | data protection. Link it to the processing activities, adopt numerous details automatically and document measures – the graphical risk mapping shows severity and likelihood.
A Data Processing Agreement (DPA) is legally required when you have personal data processed by external service providers. preeco | data protection generates DPA drafts from text modules that you can customize and digitally sign. Contract management is handled centrally in the system.
Yes, with client management you can manage multiple companies or organizations in one account. Each client receives their own permissions and data areas. This is especially useful for data protection officers or consulting firms with multiple customers.
Still have questions?
Our support team is happy to help with all questions about preeco | data protection. You can reach us via email at support@preeco.de or by phone at +49 731 280 651 0 – Monday to Friday from 9 AM to 5 PM.