A municipal client, due to the specific nature of its operations, primarily relies on the use of forms to carry out its statutory tasks. The volume of documents generated in day-to-day activities is substantial, which often creates challenges related to their storage and subsequent archiving. The client faced additional strain when the number of documents increased as a result of the need to include extended informational clauses in order to comply with GDPR requirements. This issue clearly required our support and a practical solution.

We streamlined the entire process by incorporating a condensed version of the informational clause into all outgoing forms and documents. This shortened clause includes:

• the name and address of the data controller,
• the contact details of the Data Protection Officer (DPO),
• and a notice indicating where the full version of the privacy policy is available—either at the front office or via a link to the institution’s website.

This approach allows the client to meet their GDPR information obligations effectively, without the risk of non-compliance (e.g. by omitting a separate document with the clause), while significantly reducing the number of documents produced.