This video shows how to add a new vendor to the Vendor Log and, optionally, start a Processing Operation Assessment for it straight away.

1. From the left-hand menu, select Vendor Assessment, click Vendor Log, then click New Vendor.
2. Complete the form: legal name, trading name, address, zip or post code, country of headquarters, country of processing, owner, member(s), notified user(s) and next review date.
   • Note: Only the legal name and owner are mandatory.
3. Optionally add contact details: contact type, first and last name, role and contact information.
   • Note: With 9ine's Privacy Platform you can link a RoP, RoPA or DPIA; with Application Library you can link an application to the vendor.
4. Choose Save & Exit to return to the log, or Save & Create POA to open a new processing operation assessment form.
5. Complete the POA form's five fields: title, owner, member(s), department(s) and next review date.
   • Tip: If the department you need isn't listed, add a custom entry.
6. Save with Save & Exit (back to vendor details), Save & Add Details (into the full POA) or Save & Create Another POA.
7. Use Additional Notes as a central record: save multiple notes without saving the whole page, edit or delete only your own notes, and comment on others' notes.
   • Tip: Formatting tools and full-screen editing help with longer entries; use @mention to notify colleagues in-platform and by email (unless they've turned email alerts off).
8. Use Attachments to upload up to five files at once, each with a reviewer, review date and extra details.
9. Personalise the vendor record by uploading a custom logo; you can reset it to the default 9ine logo or replace it at any time.

This video walks through creating a Processing Operation Assessment (POA) for a vendor, step by step.

1. From the left-hand menu, select Vendor Assessment, then Vendor Log. Select an existing vendor and click Create POA.
2. Complete the popup's five fields; Title and Owner are mandatory. You'll then move into the main form.
3. Work through the six steps: Processing Operation Description, Processing Compliance, Safeguarding, Security and Systems, Assessment Summary, and Review & Approval.
   • Note: You can click between steps, but after making changes use the primary buttons at the bottom to save and continue.
   • The title and a reference number beginning with POA always appear at the top.
4. Describe the processing operation, including whether personal data is transferred to another country (for example by email, overseas cloud storage or access from abroad), as cross-border transfers can carry extra risk.
5. Select the data subjects and their data types; each appears as a pill.
   • Tip: Use +Other to add a missing type for your whole organisation; the Answered pill shows the total selected.
6. Answer the compliance questions. Choosing N/A, Yes, No or Don't Know opens a field for details.
7. In Safeguarding, answering Yes to the first question reveals more questions, each with a field for explanation.
8. In Security and Systems, selecting Yes or Don't Know reveals further technical questions.
   • Tip: Complete this step with your IT team.
9. Use +New (top-right) at any point to create a New Issue, New Risk, New Lesson or New Task; these are added to the Summary of Activities in Step 5.
10. In Step 6, record review and approval details, including responsible persons, dates and current status.
    • Tip: Use additional notes and attachments to keep extra details in one place.