Office Move Data Privacy & GDPR Compliance Form

Office Move Data Privacy & GDPR Compliance Form Template

When relocating offices, protecting customer and employee data isn't just good practice—it's a legal requirement. Office moves present significant data protection risks, from lost hard drives during transit to unauthorized access to sensitive documents. This Office Move Data Privacy & GDPR Compliance Form helps your organization maintain GDPR compliance throughout the relocation process by documenting data handling protocols, processor agreements, and breach notification procedures.

Why GDPR compliance matters during office moves

Office relocations are high-risk events for data protection. Physical documents, servers, workstations, and storage devices containing personal data are being packed, transported, and unpacked—often by third-party movers who may not understand data protection requirements. Without proper protocols, your organization risks:

• Data breaches from lost or stolen equipment during transit
• Unauthorized access when boxes sit unsecured in new spaces
• Regulatory penalties for failing to protect personal data during the move
• Reputational damage if customer or employee data is compromised

This form template provides a structured approach to identifying all personal data being moved, establishing clear transfer protocols, documenting processor agreements with moving companies, and preparing breach notification procedures—all essential components of GDPR Article 32 (security of processing) and Article 28 (processor requirements).

Who should use this template

This office move data privacy form is essential for:

• Facilities managers coordinating office relocations who need to ensure data protection compliance
• Data Protection Officers (DPOs) and compliance teams responsible for GDPR adherence during operational changes
• IT managers overseeing the secure transfer of servers, workstations, and digital infrastructure
• Operations managers in professional services firms handling client data during moves
• HR managers protecting employee personal data during workspace transitions
• Property managers coordinating moves for multiple tenants with varying data protection requirements

Whether you're a law firm relocating client files, a healthcare provider moving patient records, a financial services company transferring customer data, or any SMB handling personal information, this template helps you maintain compliance throughout the moving process.

Key features of this GDPR compliance form

Personal Information Inventory
Document exactly what personal data is being moved—from customer databases and employee records to paper files and backup drives. This inventory is essential for risk assessment and ensures nothing sensitive gets overlooked during packing.

Data Transfer Protocols
Establish clear procedures for how personal data will be secured during transit, including encryption requirements, chain of custody documentation, secure transport methods, and access controls at both old and new locations.

Processor Agreements
When third-party moving companies handle equipment or documents containing personal data, they become data processors under GDPR Article 28. This form captures the necessary processor agreement terms, ensuring movers understand their data protection obligations.

Breach Notification Procedures
Prepare contingency plans for potential data breaches during the move, including incident response protocols, notification timelines (GDPR requires notification within 72 hours), affected party communications, and supervisory authority contacts.

Privacy Impact Assessment
Conduct a Data Protection Impact Assessment (DPIA) as required by GDPR Article 35 when processing operations present high risk to individuals' rights and freedoms—which office moves with large-scale data transfers often do.

How Paperform enhances data protection compliance

Built specifically for SMBs that need professional, secure forms without technical complexity, Paperform makes GDPR compliance accessible:

• Conditional logic shows relevant questions based on the type of data being moved, creating a streamlined experience while capturing comprehensive details
• Secure data collection with SOC 2 Type II compliance and data residency controls ensures the form itself meets enterprise security standards
• eSignatures via Papersign (papersign.com) let you capture legally binding sign-offs from movers, IT teams, and data controllers on processor agreements and data handling protocols
• Workflow automation through Stepper (stepper.io) can automatically route completed assessments to DPOs for review, send reminders for post-move verification, and trigger follow-up checklists once the relocation is complete

Unlike generic survey tools, Paperform combines document-style editing with robust security features, making it ideal for compliance-focused workflows where both user experience and data protection matter.

Automate your compliance workflows with Stepper

Once your office move data privacy assessment is submitted, Stepper (stepper.io)—your AI-native workflow automation platform—can handle the compliance chain:

• Automatically send the completed assessment to your Data Protection Officer for approval
• Create tasks in your project management system for IT to implement recommended security measures
• Schedule post-move audits to verify all data arrived securely and no breaches occurred
• Send processor agreement documents to moving companies for signature via Papersign
• Update your Records of Processing Activities (ROPA) to reflect the new office location
• Trigger breach notification workflows if any incidents are reported during the move

By connecting Paperform submissions to Stepper workflows, you create a compliance system that operates smoothly without constant manual oversight—critical when coordinating complex office relocations.

Best practices for office move data protection

Start early: Begin your data privacy assessment at least 8-12 weeks before the move to identify risks and implement mitigations.

Minimize data transfer: Use the move as an opportunity to securely dispose of data you no longer need—reducing both risk and moving costs.

Encrypt everything: Ensure all digital devices and removable media are encrypted before packing.

Supervise sensitive transfers: Have IT or security staff personally transport the most sensitive data rather than including it with general movers.

Document chain of custody: Track who handles what data throughout the move, creating an audit trail.

Test at new location: Verify all systems and data are functioning properly and securely before resuming normal operations.

Review and learn: Conduct a post-move review to identify what worked and what needs improvement for future relocations.

Trusted for compliance-critical workflows

Paperform is trusted by over 500,000 teams worldwide and is SOC 2 Type II compliant—the same security standard your organization needs to meet. With GDPR-friendly features including data residency controls, SSO, roles and permissions, and comprehensive audit logs, Paperform handles compliance documentation with the seriousness it deserves while remaining simple enough for facilities and operations teams to use confidently.

Whether you're a 10-person startup moving to your first proper office or a 500-person firm relocating headquarters, this Office Move Data Privacy & GDPR Compliance Form template gives you a structured, professional approach to one of the most overlooked risks in office relocations—keeping personal data secure when everything else is in boxes.