From a legal perspective, an organizational structure is not mandatory. It would be sufficient if you can name the “controller” for a processing activity, e.g. caralegal GmbH, and add their data such as address.
BUT: For the meaningful use of caralegal it is necessary, for example:
Filter by organizational units,
Assign users to organizational units,
Assign processing activities (VTs) to organizational units, possibly even several,
Ensure that a certain level of access, rights and role management is in place (not everyone should be able to see and do everything),
Export only the VTs of certain organizational units,
Have a way to display “group VTs”, i.e. VTs that are managed and maintained by a higher structure such as a holding or group,
And finally, assign responsibilities to individuals and departments and divide the work that goes into caralegal.
That's why we need a well thought-out organizational structure.
Your onboarding management will support you in the initial set-up of the organizational structure as part of the kick-off.
Companies up to 5 legal entities
As a rule, we want to achieve the following:
Present the organizational structure as you are used to it
Include all necessary departments/units required for a planned/existing record of processing activities.
Ensure that each planned user can be assigned to their department.
First level - Tenant name or ROOT level - Only editable by caralegal support
The tenant name, which is defined by the system, forms the first level and should be the brand name or the name with which the company identifies itself.
Second level - Legal entities - First level that you can change
The legal entities are inserted at this level.
Even if you currently only have one legal entity, you could expand in the future.
If that happens and we have the only legal entity on the first level, we would have to change the ENTIRE organizational structure later.
Third level (and more) - Departments
At this level, you add the customer's departments, such as Human Resources (HR), Sales, Finance, etc.
Of course, sub-departments can also be created for these departments.
Companies with more than 5 legal entities
The structure can vary greatly, which is why we are happy to support onboarding with our best practices. One option, in addition to the option shown above, is the structure by region. Of course, individual levels can also be omitted if this is not required.
First level - Tenant name or ROOT level - Only editable by caralegal support
The client name, which is defined by the system, forms the first level and should be the brand name or the name with which the company identifies itself.
Second level - Regions - First level that you can change
At this level, large enterprise customers usually list the regions in which they do business.
Example: EMEA, North America, Asia (etc.)
Third level - Countries
Under regions, customers often further subdivide their organizational structure by country.
Example: EMEA could include countries such as Germany, France, Spain, etc.
Fourth level - Legal entities
At this level, the legal entities within a country are added.
Example: Germany could contain the following entities: GmbH1, GmbH2, GmbH3 etc.
Fifth level - Departments
At this level, you add the customer's departments, such as Human Resources (HR), Sales (Sales), Finance (Finance), etc.
Of course, sub-departments can also be created for these departments.