Mauritius - Renew Registration Certificate for Processors (Date Protection Office)

ProcedureEdit

Apply In-Person

Applicant should visit the Data Protection Office {DPO}. You can view the DPO, location and contact details via this link Link
Collect the application form from the DPO front desk or download it from the Data Protection Office {DPO} website Link {Download Registration/renewal application form} or directly download it via this link,
Link (Application form PDF Version)
Link (Application form Word version)
Note: if you select/opt to use the word version application form, you are advised to fill it first then print it out {prefilled}.
Submit the duly completed form along with the supporting documents {listed below under “Required documents” section} to the Helpdesk/ Reception Counter, Data Protection Office {DPO} to be verified by the attending officer.
If the content of the application form is not filled accurately or there are missing documents your application will not be accepted and will be issued back, for correction.
If the officer is satisfied that the application file is in order, the file will then be forwarded to a Data Controller Senior officer to be verified and processed.
If the Data Controller Senior officer is satisfied that all the conditions as set for the application are meet, you will be informed of the approval by writing {mail} and required to make payment to the prescribed registration fee.
Payment can be done at the Data Protection Office by cash or by cheque drawn to the order of the Government of Mauritius.
Please Note: Data Protection Office will NOT accept any combined cheques for payment of Registration/Renewal in respect of Controllers. All applications must be accompanied by their individual cheques.
It is also advisable to write the Application ID number and name of processor on the back of the chequeand submit the cheque for payment to the Cash Office at DPO office for processing within 14 days of the date of filing the application.
Upon making payment, present the payment receipt along with your NIC to the DPO registry office to be verified by the registrar, who will then issue you with the renewed registration certificate as a processor.

Apply Online

Visit the Data Protection Office {DPO} website Link {scroll down the home page and locate Registration/Renewal then click on “Online submission of form” option.
You will then be redirected to the next page, click on the hype link “click here” on the option {to access portal for online submission of processors application}.
The application form will then be displayed on your screen, read through all section carefully first and then fill out all mandatory fields accurately, upload the required supporting documents as listed on the site and then click on the “submit “tab.
If the content of the application form is not filled accurately or there are missing documents your application will not be accepted.
You will receive a notification mail, informing you that your application has being taken to account to be verified and processed by theData Protection Office.
If the Data Controller Senior officer is satisfied that all the conditions as set for the application are meet, you will be informed of the approval by writing/mail and required to make payment to the prescribed registration fee.
Payment can be done at the Data Protection Office by cash or by cheque drawn to the order of the Government of Mauritius.
Please Note: Data Protection Office will NOT accept any combined cheques for payment of Registration/Renewal in respect of Controllers. All applications must be accompanied by their individual cheques.
It is also advisable to write the Application ID number and name of processor on the back of the cheque or print your email notification and submit together with the cheque for payment to the DPO Cash Office for processing within 14 days of the date of submission of the online form.
Upon making payment, present the payment receipt along with your NIC to the DPO registry office to be verified by the registrar, who will then issue you with the renewed registration certificate as a processors.

Required DocumentsEdit

A copy of Certificate of Incorporation and/or the Business Registration Number (BRN) card or any other document confirming the existence of the said organisation.
Valid identification document {National Identity card {NIC}/Passport)
Any other related documents supporting the change of name, amalgamation or cessation of business issued by the Corporate and Business Registration Department (i.e. Companies Division).

Office Locations & ContactsEdit

Data Protection Office (DPO)
Address 5th Floor SicomTower,WallStreet,Ebene
Mauritius
Telephone: (+230) 460 02 51
Fax: (+230) 4897341
Email:[email protected]
Website: Link

EligibilityEdit

Provide eligibility criteria's for going through this procedure.

FeesEdit

The registration fees payable are related to the number of employees as follows:

For applicants between 0 to 5 employees - Rs 1000
For applicants between 6 to 25 employees - Rs 1500
For applicants between more than 25 employees -Rs 2500

Note

Data Protection Office will NOT accept any combined cheques for payment of Registration/Renewal in respect of Controllers. All applications must be accompanied by their individual cheques.

ValidityEdit

The validity of the registration certificate will be 3 years and renewable thereafter.

Documents to UseEdit

Link (Application form PDF Version)
Link (Application form Word version)

Sample DocumentsEdit

Please attach sample completed documents that would help other people.

Processing TimeEdit

Please explain processing time taken in obtaining the document/certificate.

InstructionsEdit

Important notes

Holders of a registration certificate for processors are advised to file the application for the renewal of the certificate not later than 3 months before the date of its expiry.
Where there is a change in any of the particulars in your application, you must, within 14 days of the date of the change, notify the Commissioner in writing of the nature and date of the change. A controller or processor who fails to notify the Commissioner will commit an offence and will, on conviction, be liable to a fine not exceeding 50,000 rupees.
Failure to register or renew registration the registration certificate may amount to an offence under the DPA and consequently a fine not exceeding 200,000 rupees and imprisonment for a term not exceeding 5 years on conviction may be imposed.

Required InformationEdit

Processor details
Full name
Address {Block/house number/street /village/town}
Contact details {Telephone number /Fax /Email address}
Representative and date protection officer details
Full name
Address {Block/house number/street /village/town}
Contact details {Telephone number /Fax /Email address}
Description of personal details
Name, address, National Identity Card Number, etc.
Categories of data subject
Employee, client, supplier, shareholder, etc.
Purpose of processing
For payroll, invoicing, know Your Customer(KYC), registration, etc.
Total number of employees

Need for the DocumentEdit

Section 14 of the Data Protection Act 2017 (DPA) makes it a mandatory requirement for processors to register with the Data Protection Office.
Organisation/company (processor) who processes personal databy prepares the payroll of the employees of other companies (controllers) and performs all the functions of payroll on behalf of a controller, such organisation/company registered with the Data Protection Office are required to renewed registration certificate as a processor.

Information which might helpEdit

Refer: Guideline on Registration and Renewal as a processors : Link

External LinksEdit

Link

OthersEdit

More information which might help people.