IGDTA overview

IGDTA Overview

The IGDTA workspace is the central hub in DPMS for managing your organisation's Intra-Group Data Transfer Agreement — the legal framework that allows personal data to flow between the entities of your corporate group across GDPR and equivalent jurisdictions. If you are a Data Protection Officer or compliance manager acting as the group representative, this is where you upload and version the master agreement document, configure the Standard Contractual Clauses (SCC) terms for each jurisdiction, and designate the responsible persons per region. If you represent one of the individual group companies, this is where you submit your Declaration of Accession to formally join the agreement — and where you can track your current membership status. Everyone involved in the intra-group data transfer process will find their relevant tasks here, all in one place.

How to open it

Navigate to /igdta using the main sidebar menu. The menu item is only visible to companies that are participating in an intra-group agreement structure — if you do not see it, your company may not yet be linked to an IGDTA configuration. Within the screen, the sections you see depend on your company's role: group representatives see all editing and approval controls, eligible party companies see their own Company Status section, and read-only users see only approved, published content.

What you see

The page opens with a full-width white background and a brief loading spinner while the initial data is fetched. Once loaded, a horizontal header bar runs across the top of the content area. On the left side of the bar, the title IGDTA is displayed in large text with Overview as a subtitle beneath it. On the right side, you will see who last updated the agreement and when. Group representatives also see a Notify button at the far right.

Below the header, the screen is divided into a series of card-style sections stacked vertically in a single column. Each section has a left-side accent bar and an uppercase label on the left, with the main content filling the rest of the width. The sections appear in this order: Agreement, then SCC Terms and Group Representatives (visible to group representatives), then Company Status (visible to eligible party companies), then Submitted Documents to Review (group representatives only), and finally Group Member Status (visible to all).

This ordering mirrors the natural lifecycle of an intra-group agreement: first you establish the legal document, then configure the jurisdictional terms, then identify the responsible people, then handle each company's accession process, and finally maintain a searchable directory of all group members.

Working with this screen

Uploading the IGDTA agreement for the first time

When your organisation has signed the IGDTA offline and you need to bring it into DPMS, the group representative visits the Agreement section. At first, there is no existing version, so the section shows only a drag-and-drop upload zone with the instruction "Drag and drop the IGDTA Version 1".

Drag your signed PDF onto the zone, or click inside it to browse for the file. The file uploads immediately — a staged row appears below the drop zone showing the filename with an animated magnifying glass icon while the system scans it for malware. Once the scan completes cleanly, the PDF preview and download icons on that row become active.

You can click the filename text in the staged row to rename it to something more descriptive before committing. Pressing Enter saves the new name; pressing Escape cancels. When you are happy with the filename, click Save as Version 1. The system saves the document and a blue version header bar appears — for example, "IGDTA of May 2025 — Version 1 — Uploaded on 15/05/2025". From this point, the Notify button in the header becomes active, and you can click it to send an email notification to all associated companies informing them that the agreement is available.

Heads up: Uploaded versions cannot be edited after saving. If you need to correct a mistake, upload a new version — the previous version remains visible in the history and can be expanded by clicking its header bar.

Uploading a new version of the agreement

When the agreement is updated (for example, after a legal review), return to the Agreement section. You will see the current latest version displayed as a collapsible header bar. Below it, the upload zone is still available, now labelled "Drag and drop the IGDTA Version 2" (or the next sequential number).

Drop the updated PDF onto the upload zone. A subtitle message will remind you to upload all associated files before saving, and to note that saved versions cannot be edited. Once the scan completes, optionally rename the file inline, then click Save as Version 2. After saving, click Notify to alert all party members and eligible companies about the update.

If you want to view the files in an older version of the agreement, click the chevron on that version's header bar to expand it. All historical versions are read-only.

Configuring SCC Terms for each jurisdiction

The SCC Terms section lets the group representative record the applicable legal frameworks for data transfers in each of the three supported jurisdictions: European Economic Area, United Kingdom, and Switzerland.

Each jurisdiction appears as a row with a toggle switch. If the toggle shows Inactive, click it to activate the jurisdiction — the background of that row turns blue and two text areas appear below: Jurisdiction and Data Protection Authority. Click into the Jurisdiction field and type the applicable court or governance text. Click into the Data Protection Authority field and enter the name of the relevant supervisory authority (for example, "ICO" for the UK module, or "FDPIC" for the Switzerland module).

If a jurisdiction is not relevant to your group, leave the toggle as Inactive — those fields will remain hidden.

Once you have made any change in this section, a dark navy Save Changes bar appears at the bottom of the section. Click it to submit your updates. The button disappears once the save succeeds, confirming your configuration is stored. Non-group-representative users see this section in read-only mode.

Configuring Group Representatives per jurisdiction

The Group Representatives section works identically to the SCC Terms section. Activate the toggle for each jurisdiction where you have a designated group representative, then enter their name, contact information, and role in the free-text area that appears below. Click Save Changes to commit.

Submitting your Declaration of Accession (eligible party companies)

When your company has been designated as eligible to join the IGDTA, you will see a Company Status section with a white status badge showing "Eligible". To formally join, you need to upload your signed Declaration of Accession.

Drag and drop your PDF document onto the upload zone in this section, or click to browse. Once the file appears as a staged row, open the document type dropdown — which shows "Declaration of Accession", "Further Documentation", and "Termination Notice" as options — and select Declaration of Accession. Then click Save.

Heads up: You must select a document type before clicking Save. If you click Save without selecting one, the system will block the save and display a toast message: "Please select a document type."

After saving, the row changes to show "Submitted on [date] — Awaiting Review". Your status badge remains "Eligible" until the group representative approves the document. Once approved, your status will change to "Party Member".

Tip: Only one Declaration of Accession is permitted per company. Once you have one on file, the "Declaration of Accession" option disappears from the document type dropdown for subsequent uploads.

Reviewing and approving a company's submitted documents (group representatives)

When a party company uploads a document, it appears in the Submitted Documents to Review section. Each company that has pending documents is listed by name as an expandable row.

Click on a company name — for example, "Acme GmbH" — to open its document review panel. You will see the document listed with its type label, submission date, an Approve button, and a Remove link.

Before approving a Declaration of Accession, you should record the official accession date. Click the Accession date picker at the top of the panel and select the effective date from the calendar. Then click Approve. The system records the approval and updates Acme GmbH's status to "Party Member". The company disappears from the Submitted Documents to Review section and becomes visible under "Parties" in the Group Member Status section.

If you need to reject a document — for example, because it was uploaded in error — click Remove instead. The document is discarded and the company's record is updated accordingly. If the rejected document was a Declaration of Accession, the company's status reverts so they can resubmit.

Heads up: The Approve button is disabled and greyed out until the malware scan on the uploaded file completes successfully. If the animated magnifying glass is still spinning next to a file, wait for it to finish before attempting to approve.

Updating the accession or termination date for an approved document

After a document has already been approved, the group representative can still adjust the effective date. In the Group Member Status section, search for or filter to find the company, expand their panel, and click the Accession or Termination date picker. Select the correct date; the system saves the change automatically without requiring a separate save action.

Notifying all companies about an update

After uploading a new agreement version or making significant changes to the SCC Terms or Group Representatives configuration, click the Notify button in the top-right of the header bar. The system sends an email to all companies associated with the IGDTA.

While the notification is being sent, the button shows a spinning icon and is temporarily disabled to prevent duplicate sends. A green toast notification confirms success. If some companies could not be notified, a red or orange toast message lists the names of the companies that failed, so you can follow up manually.

Tip: The Notify button is greyed out and cannot be clicked until at least one version of the agreement has been uploaded and saved. If the button appears inactive, check whether the Agreement section has a saved version.

Searching and filtering the Group Member Status directory

The Group Member Status section at the bottom of the screen is a searchable directory of all companies in the group. It is visible to all users who can access the IGDTA screen.

By default, the list loads showing companies with Parties status (current party members). To view other categories, click one of the four filter buttons: Parties, Withdrawing, Withdrawn Parties, or Eligible Parties. The active filter appears at full opacity; inactive ones appear dimmed.

To find a specific company, type their name into the search field at the top of the section. The system waits briefly after you stop typing before sending the search, so there is a short natural pause before results update — this is expected behaviour, not a delay.

Click any company row to expand its document panel. The panel shows the same accession/termination date pickers, upload zone, staged files, and approved document rows described in the other sections above. Only one company's panel can be open at a time.

Field reference

• Agreement title (in version header) — The descriptive name for a version of the agreement, such as "IGDTA of May 2025". Click the title text to edit it inline. Pressing Enter saves; pressing Escape or clicking away cancels. If you clear the field entirely and click away, the original title is automatically restored. Only editable by group representatives; read-only for all others.
• Jurisdiction (SCC Terms) — A free-text field for describing the applicable court system or legal jurisdiction for a given SCC module (EEA, UK, or Switzerland). Required if the jurisdiction toggle is active.
• Data Protection Authority (SCC Terms) — A free-text field for the name of the relevant supervisory authority (e.g., ICO, FDPIC, a national DPA). Required if the jurisdiction toggle is active.
• Group Representative description — A free-text field for naming and describing the designated group representative for a jurisdiction (name, role, contact information). Required if the jurisdiction toggle is active.
• Document type dropdown (Company Status / Group Member Status) — Must be selected before saving a staged file. Options are "Declaration of Accession", "Further Documentation", and "Termination Notice". The "Declaration of Accession" option is removed once one is already on file for that company. The "Termination Notice" option is only available to companies that are currently in "Party Member" status.

How this connects to the rest of DPMS

The IGDTA screen is the authoritative source for your organisation's intra-group data transfer agreement record. When you save an agreement version here, that information becomes available to other parts of DPMS that need to verify whether a current IGDTA is in place.

The Notify button on this screen is the trigger point for inter-company communication about the agreement. No notification can be sent until a saved agreement version exists — so this screen must be set up before the notification workflow can begin.

Approving a company's Declaration of Accession here changes that company's status from "Eligible" to "Party Member" throughout DPMS. The Company Status section of that company will reflect the change the next time they visit the screen.

PDF files opened via the preview icon open in a new browser tab. Files can also be downloaded directly using the download icon on each document row.

After completing your initial setup on this screen, the recommended next steps are:

• Upload and save the IGDTA agreement document.
• Configure SCC Terms for all relevant jurisdictions.
• Designate Group Representatives per jurisdiction.
• Click Notify to alert eligible companies.
• Review and approve submitted Declarations of Accession as companies begin to join.

Tips & common pitfalls

Tip: Always select a document type from the dropdown before clicking Save on a staged file. The most common first-time error is uploading a file and clicking Save immediately — the system will block the save and show an error toast.

Heads up: The Notify button stays greyed out until an agreement document has been uploaded and saved. If it appears inactive, upload the agreement first.

• Approved documents are permanent. Once a version is saved, its files cannot be edited or deleted. To correct an error, upload a new version — the old version is preserved in the history and remains expandable.
• Only one Declaration of Accession per company. The dropdown automatically removes this option once one is on file. If a company needs to replace their declaration, the group representative must first reject/remove the existing one using the Remove link in the review panel.
• The Group Member Status search defaults to "Parties". If you are looking for a company that is eligible but hasn't yet joined, click the Eligible Parties filter button — they will not appear in the default view.

Heads up: The Approve button remains disabled until the malware scan completes. A spinning magnifying glass icon means the scan is still in progress. A disabled Approve button is not a permissions issue — it is the scan that is incomplete.

• Historical agreement versions are read-only. You can expand them to view their files, but you cannot edit titles or upload additional files into past versions. Only the latest version supports title editing and the active upload zone.