Free CRM for accountants & bookkeepersFree for two months (60-day trial) · no per-user fees
Template · Client
Data Processing Agreement Template (UK, Free Download)
Formalise data protection responsibilities between parties.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
A Data Processing Agreement (DPA) is a legally binding contract that states the rights and obligations of each party concerning the processing of personal data, as required by GDPR.
Who is this sent to, and when?
- Sent to
- Clients/Subcontractors
- When to send it
- When outsourcing data processing or as part of terms of business
When is a DPA required?
Whenever a data controller uses a data processor to handle personal data on their behalf.
- Subject matter and duration of processing
- Nature and purpose of processing
- Types of personal data
- Categories of data subjects
- Obligations of the processor
Preview the template
Template only. Review with a solicitor or your professional body before use.
Data Processing Agreement Template
Data Processing Agreement
This agreement is between [Controller Name] and [Processor Name].
1. Scope of Processing
The Processor shall process personal data only on the written instructions of the Controller.
2. Security Measures
The Processor shall implement appropriate technical and organisational measures to ensure data security.
3. Sub-processors
The Processor shall not engage
Preview shows the opening and key sections. The full editable file is free to download below.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering. For engagement letters and proposals, use proposals and letters of engagement with e-signatures.
What are the common mistakes?
- Vague processing instructions
- Missing breach notification timelines
- Failing to address sub-processors
- Not updating for UK GDPR
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
Is this different from a privacy notice?
Yes, a DPA is a contract between two parties, while a privacy notice is for individuals.
Do I need one for software providers?
Yes, check if they have one already in their terms.
What if they are outside the UK?
You must ensure 'adequate protection' or use Standard Contractual Clauses.
Is it mandatory?
Yes, under Article 28 of the GDPR.
Who signs it?
Both the data controller and the data processor.
Can I use the ICO template?
Yes, the ICO provides standard clauses that are very reliable.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
