{"id":"risk-datamap-table","audience":"compliance","category":"legal-compliance","track":"legal","technique":"format","level":"intermediate","title":"Build a privacy data-map table from IT interview notes","free":false,"task":"From interview notes, build a data map for the privacy lead. Write a prompt for a markdown table System | Personal data | Purpose | Retention with one row per system, under 150 words. Anything the notes don't state is exactly \"Not stated\". After the table, one last line starting \"Gaps for the privacy lead:\" that lists the systems with a Not stated cell. Do not label any data as sensitive or regulated.","materialLabel":"Your material (attached to your prompt automatically)","material":"IT INTERVIEW NOTES - Quillon Studios (notes by Zoe Marek)\nHR portal: holds employee names, home addresses and bank details to run payroll. Records kept for 7 years after an employee leaves.\nCRM: customer names, work emails and phone numbers, used for sales follow-up. Owner said retention \"hasn't been defined\".\nSupport desk: customer emails and the text of tickets, used to answer questions. Tickets are deleted after 24 months.\nWebsite analytics: IP addresses and device identifiers, to measure site visits. Hosted by an outside provider. Retention: \"unknown, owner to confirm\".\n\nAlso mentioned: the marketing intern's personal laptop, not an official system.","rules":[{"type":"maxWords","max":150}],"promptHints":[{"label":"Columns","patterns":["system","personal data","purpose","retention"]},{"label":"Not stated rule","patterns":["not stated"]},{"label":"Gaps line","patterns":["gaps for the privacy lead","last line"]},{"label":"Skips non-systems","patterns":["laptop","official","leave out"]},{"label":"Caps cells","patterns":["under \\d+","\\d+\\s*words"]}],"mistakes":[{"title":"Guessing retention","why":"AI writes a typical retention period for CRM.","fix":"Say: \"Anything not stated or open: exactly 'Not stated'.\"","checks":["r0"]},{"title":"Adding the laptop","why":"AI adds the intern's laptop as a system.","fix":"Say: \"One row per official system; leave out the laptop.\"","checks":["r1"]},{"title":"No gaps line","why":"AI ends with commentary or a classification of the data.","fix":"Say: \"Last line: Gaps for the privacy lead: then the systems with Not stated.\"","checks":["r2"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting and usually runs long, so a vague \"keep it short\" lands over the limit.","fix":"Cap each part instead of the total, for example \"each line under 15 words\".","checks":["maxWords"]}],"hint":"Define the columns, the Not stated rule and the gaps line.","mission":"Map four systems and show what is unknown.","musts":["Not stated for unknowns","Official systems only","Gaps line"],"rubricLabels":["The table has columns System, Personal data, Purpose and Retention with four rows (HR portal, CRM, Support desk, Website analytics), and the laptop is not a row","The CRM and Website analytics Retention cells say exactly \"Not stated\"","The last line is \"Gaps for the privacy lead: CRM, Website analytics\" and nothing labels any data as sensitive or regulated"]}