---
name: ropa-tool-integration
title: RoPA Tool Integration
description: Integrates Records of Processing Activities with privacy management platforms including OneTrust, TrustArc, Collibra, and DataGrail. Covers API-based synchronization, data mapping import, and automated RoPA population from enterprise tools. Activate for RoPA tool setup, OneTrust integration, TrustArc sync, privacy platform configuration.
author: mukul975
author_url: https://github.com/mukul975/Privacy-Data-Protection-Skills/tree/main/skills/privacy/ropa-tool-integration
license: Apache-2.0
version: 0.1.0
execution_mode: open
jurisdiction: general
practice: data-protection
language: en
---

# RoPA Tool Integration

## Overview

Manual RoPA maintenance using spreadsheets is error-prone, does not scale, and lacks the auditability required for accountability under GDPR Art. 5(2). Privacy management platforms such as OneTrust, TrustArc, Collibra, and DataGrail provide purpose-built RoPA capabilities with workflow automation, audit trails, and regulatory reporting. This skill covers the integration architecture, API-based synchronisation, and data mapping strategies for connecting enterprise IT systems with RoPA management platforms.

## Platform Comparison for RoPA Management

| Capability | OneTrust | TrustArc | Collibra | DataGrail |
|-----------|----------|----------|----------|-----------|
| Art. 30(1) controller records | Full support with all 7 fields | Full support | Full support via data catalog | Partial — focuses on data mapping |
| Art. 30(2) processor records | Full support | Full support | Supported via custom asset types | Limited |
| Automated discovery | Data discovery module scans systems | Privacy intelligence scans | Data catalog integrations | Real-time data mapping |
| API availability | REST API with OAuth 2.0 | REST API with API key | REST API with OAuth 2.0 | REST API with API key |
| Workflow automation | Built-in approval workflows | Assessment-based workflows | Governance workflows | Request-driven workflows |
| Supervisory authority templates | CNIL, ICO, BfDI, AEPD templates | Multiple SA templates | Custom templates | Limited templates |
| Data mapping integration | Connectors for 500+ systems | Integration hub | Native data catalog connectors | 1,800+ SaaS connectors |
| Export formats | JSON, CSV, PDF, XLSX | PDF, CSV, XLSX | JSON, CSV | JSON, CSV |
| Version control | Built-in versioning and audit trail | Change log | Full lineage and version history | Basic version tracking |
| DPIA linkage | Native linkage to DPIA module | Linked assessments | Cross-reference via catalog | Limited |

## OneTrust Integration

### Architecture

OneTrust's Data Mapping module forms the foundation of its RoPA capability. Processing activities are represented as "Processing Activity" records that map directly to Art. 30(1) fields.

**Integration points:**

1. **Active Directory / Azure AD**: Sync organisational structure and department hierarchy to auto-assign processing owners.
2. **ServiceNow / Jira**: Integrate with IT service management to trigger RoPA updates from change requests.
3. **Vendor management**: OneTrust Vendorpedia links processors to RoPA recipient fields with DPA status tracking.
4. **Data discovery**: OneTrust Data Discovery scans databases, file shares, and cloud storage to identify data categories and populate Art. 30(1)(c).

### API Configuration for Helix Biotech Solutions

**Base URL**: `https://helix-biotech.my.onetrust.com/api/`

**Authentication**: OAuth 2.0 client credentials flow.

```python
import requests

ONETRUST_BASE_URL = "https://helix-biotech.my.onetrust.com/api"
CLIENT_ID = "helix-ropa-integration"
CLIENT_SECRET_ENV = "ONETRUST_CLIENT_SECRET"  # Stored in vault

def get_access_token(client_id: str, client_secret: str) -> str:
    """Obtain OAuth 2.0 access token from OneTrust."""
    response = requests.post(
        f"{ONETRUST_BASE_URL}/auth/oauth/token",
        data={
            "grant_type": "client_credentials",
            "client_id": client_id,
            "client_secret": client_secret,
        },
        headers={"Content-Type": "application/x-www-form-urlencoded"},
    )
    response.raise_for_status()
    return response.json()["access_token"]
```

**Fetching processing activities:**

```python
def get_processing_activities(token: str, page: int = 0, size: int = 50) -> dict:
    """Retrieve processing activities from OneTrust Data Mapping."""
    response = requests.get(
        f"{ONETRUST_BASE_URL}/datasubject/v3/processingactivities",
        headers={"Authorization": f"Bearer {token}"},
        params={"page": page, "size": size},
    )
    response.raise_for_status()
    return response.json()
```

**Creating a processing activity:**

```python
def create_processing_activity(token: str, activity: dict) -> dict:
    """Create a new processing activity record in OneTrust."""
    payload = {
        "name": activity["processing_activity"],
        "description": activity.get("description", ""),
        "organizationId": activity["organization_id"],
        "purposes": [
            {"name": p, "legalBasis": activity.get("lawful_basis", "")}
            for p in activity.get("purposes", [])
        ],
        "dataSubjectCategories": [
            {"name": c} for c in activity.get("data_subject_categories", [])
        ],
        "dataElementCategories": [
            {"name": c} for c in activity.get("personal_data_categories", [])
        ],
        "retentionPeriod": activity.get("retention_periods", ""),
        "securityMeasures": activity.get("security_measures", ""),
    }
    response = requests.post(
        f"{ONETRUST_BASE_URL}/datasubject/v3/processingactivities",
        headers={
            "Authorization": f"Bearer {token}",
            "Content-Type": "application/json",
        },
        json=payload,
    )
    response.raise_for_status()
    return response.json()
```

### Field Mapping: OneTrust to Art. 30(1)

| Art. 30(1) Field | OneTrust Field | OneTrust Module |
|------------------|---------------|-----------------|
| Controller identity (a) | Organization > Legal Entity | Organization Management |
| Purposes (b) | Processing Activity > Purposes | Data Mapping |
| Data subject categories (c) | Processing Activity > Data Subjects | Data Mapping |
| Personal data categories (c) | Processing Activity > Data Elements | Data Mapping |
| Recipient categories (d) | Processing Activity > Third Parties / Vendors | Data Mapping + Vendorpedia |
| International transfers (e) | Processing Activity > Transfers > Cross Border | Data Mapping |
| Retention periods (f) | Processing Activity > Retention | Data Mapping |
| Security measures (g) | Processing Activity > Security Measures | Data Mapping |

## TrustArc Integration

### Architecture

TrustArc (formerly TRUSTe) manages RoPA through its Privacy Operations Manager (PrivacyOps) module. Processing activities are documented through structured assessments that map to Art. 30 fields.

**Key integration approach:**

1. **Assessment-based RoPA**: Each processing activity is documented via a structured assessment questionnaire that populates all Art. 30 fields.
2. **Nymity Research integration**: TrustArc leverages Nymity's accountability framework to benchmark RoPA completeness against regulatory expectations.
3. **Automated inventory**: TrustArc's inventory module connects to IT asset management systems (e.g., ServiceNow CMDB) to discover data processing systems.

### API Configuration

**Authentication**: API key-based.

```python
TRUSTARC_BASE_URL = "https://api.trustarc.com/v1"

def get_processing_records(api_key: str, organization_id: str) -> dict:
    """Retrieve RoPA records from TrustArc PrivacyOps."""
    response = requests.get(
        f"{TRUSTARC_BASE_URL}/organizations/{organization_id}/processing-records",
        headers={
            "Authorization": f"Bearer {api_key}",
            "Accept": "application/json",
        },
    )
    response.raise_for_status()
    return response.json()


def create_assessment(api_key: str, organization_id: str, assessment: dict) -> dict:
    """Create a new processing activity assessment in TrustArc."""
    payload = {
        "name": assessment["name"],
        "type": "PROCESSING_ACTIVITY",
        "templateId": assessment.get("template_id", "art30-controller"),
        "assignee": assessment.get("owner_email"),
        "responses": {
            "purposes": assessment.get("purposes", []),
            "dataSubjects": assessment.get("data_subject_categories", []),
            "dataCategories": assessment.get("personal_data_categories", []),
            "recipients": assessment.get("recipient_categories", []),
            "transfers": assessment.get("international_transfers", []),
            "retention": assessment.get("retention_periods", ""),
            "securityMeasures": assessment.get("security_measures", ""),
        },
    }
    response = requests.post(
        f"{TRUSTARC_BASE_URL}/organizations/{organization_id}/assessments",
        headers={
            "Authorization": f"Bearer {api_key}",
            "Content-Type": "application/json",
        },
        json=payload,
    )
    response.raise_for_status()
    return response.json()
```

## Collibra Integration

### Architecture

Collibra is a data intelligence platform with a governance-centric approach to RoPA. Processing activities are modelled as assets within the Collibra Data Catalog, with relationships linking them to data sets, systems, business terms, and governance policies.

**Key advantages for RoPA:**

1. **Data lineage**: Collibra traces data flows from source to destination, automatically populating recipient and transfer fields.
2. **Business glossary**: Standardised data category definitions prevent inconsistency across RoPA entries.
3. **Governance workflows**: Built-in review and approval workflows with audit trail.
4. **Stewardship**: Data stewards assigned to assets align with RoPA processing owners.

### API Integration

```python
COLLIBRA_BASE_URL = "https://helix-biotech.collibra.com/rest/2.0"

def get_processing_activities(token: str) -> dict:
    """Retrieve processing activity assets from Collibra."""
    response = requests.get(
        f"{COLLIBRA_BASE_URL}/assets",
        headers={"Authorization": f"Bearer {token}"},
        params={
            "typeId": "processing-activity-type-id",
            "limit": 100,
            "offset": 0,
        },
    )
    response.raise_for_status()
    return response.json()


def create_processing_activity_asset(token: str, activity: dict) -> dict:
    """Create a processing activity asset in Collibra."""
    payload = {
        "name": activity["name"],
        "typeId": "processing-activity-type-id",
        "domainId": activity["domain_id"],
        "statusId": "draft-status-id",
    }
    response = requests.post(
        f"{COLLIBRA_BASE_URL}/assets",
        headers={
            "Authorization": f"Bearer {token}",
            "Content-Type": "application/json",
        },
        json=payload,
    )
    response.raise_for_status()
    asset_id = response.json()["id"]

    # Add attributes for each Art. 30(1) field
    attributes = [
        {"typeId": "purpose-attr-id", "value": "; ".join(activity.get("purposes", []))},
        {"typeId": "retention-attr-id", "value": activity.get("retention_periods", "")},
        {"typeId": "security-measures-attr-id", "value": activity.get("security_measures", "")},
    ]
    for attr in attributes:
        attr["assetId"] = asset_id
        requests.post(
            f"{COLLIBRA_BASE_URL}/attributes",
            headers={
                "Authorization": f"Bearer {token}",
                "Content-Type": "application/json",
            },
            json=attr,
        )

    return {"asset_id": asset_id, "name": activity["name"]}
```

### Collibra Data Model for Art. 30

| Art. 30(1) Field | Collibra Asset/Relation Type | Collibra Domain |
|------------------|-----------------------------|-----------------|
| Controller identity (a) | Business Asset > Organisation | Governance |
| Purposes (b) | Attribute on Processing Activity asset | Privacy |
| Data subject categories (c) | Related asset: Data Subject Category | Privacy |
| Personal data categories (c) | Related asset: Data Category (from Business Glossary) | Data Catalog |
| Recipient categories (d) | Relation: "shares data with" > Organisation/System | Privacy |
| International transfers (e) | Relation: "transfers to" > Geography asset | Privacy |
| Retention periods (f) | Attribute on Processing Activity asset | Privacy |
| Security measures (g) | Related asset: Security Control | IT Governance |

## DataGrail Integration

### Architecture

DataGrail focuses on real-time data mapping by connecting directly to an organisation's SaaS applications, databases, and internal systems through its integration library (1,800+ connectors). This automated discovery approach populates RoPA fields from live system metadata.

**Key integration approach:**

1. **System connectors**: DataGrail connects to systems (Salesforce, Workday, AWS, Google Workspace) to discover what personal data is stored and where.
2. **Live data map**: The data map reflects current processing in real time, reducing staleness risk.
3. **DSR integration**: Data subject request execution reveals processing activities, feeding back into RoPA.

### API Integration

```python
DATAGRAIL_BASE_URL = "https://api.datagrail.io/v1"

def get_data_map(api_key: str) -> dict:
    """Retrieve the live data map from DataGrail."""
    response = requests.get(
        f"{DATAGRAIL_BASE_URL}/data-map",
        headers={
            "Authorization": f"Bearer {api_key}",
            "Accept": "application/json",
        },
    )
    response.raise_for_status()
    return response.json()


def get_system_inventory(api_key: str) -> dict:
    """Retrieve connected system inventory."""
    response = requests.get(
        f"{DATAGRAIL_BASE_URL}/systems",
        headers={
            "Authorization": f"Bearer {api_key}",
            "Accept": "application/json",
        },
    )
    response.raise_for_status()
    return response.json()
```

## Data Mapping Import Strategy

### Migration from Spreadsheet to Platform

Many organisations begin with spreadsheet-based RoPA and need to migrate to a platform. The migration process:

1. **Standardise the spreadsheet format**: Ensure the existing spreadsheet has consistent column headers mapping to Art. 30(1)(a)-(g) fields.
2. **Export to CSV/JSON**: Convert the spreadsheet to a machine-readable format.
3. **Field mapping**: Map spreadsheet columns to the target platform's field schema.
4. **Bulk import via API**: Use the platform's bulk import API or CSV upload feature.
5. **Validation**: Run completeness checks on imported records.
6. **Relationship creation**: Establish links between imported records and existing platform objects (organisations, vendors, systems).

### Cross-Platform Synchronisation

When multiple privacy tools are in use (e.g., Collibra for data governance and OneTrust for privacy operations), synchronise RoPA data:

1. **Define the system of record**: One platform is the authoritative source for each field. For example, Collibra is authoritative for data categories (from the business glossary), while OneTrust is authoritative for purpose and lawful basis.
2. **API-based sync**: Schedule hourly or daily sync jobs that read from the source system and update the target.
3. **Conflict resolution**: When both systems have been updated independently, the system-of-record value takes precedence.
4. **Audit trail**: Log all sync operations for accountability.

## Implementation Roadmap for Helix Biotech Solutions

| Phase | Duration | Activities | Deliverables |
|-------|----------|-----------|-------------|
| 1. Platform selection | 4 weeks | RFP process, vendor demos, security assessment, DPA negotiation | Selected platform, executed DPA |
| 2. Configuration | 6 weeks | Custom field setup, template creation, workflow configuration, SA template import | Configured platform |
| 3. Integration | 4 weeks | API integration with AD, ServiceNow, Vendorpedia. SSO configuration. | Working integrations |
| 4. Data migration | 3 weeks | Import existing spreadsheet RoPA, validate, establish relationships | Migrated records |
| 5. UAT and training | 2 weeks | User acceptance testing, training for DPO office and processing owners | Trained users |
| 6. Go-live | 1 week | Cut over from spreadsheet, decommission old process | Production RoPA system |
| 7. Optimisation | Ongoing | Automated discovery, advanced reporting, cross-platform sync | Mature RoPA management |
