Sections to add to the BRD after Section 12 (Risk Assessment) and before Section 17 (Approvals).
GDPR Compliance:
- System shall comply with UK GDPR and Data Protection Act 2018
- Data Protection Impact Assessment (DPIA) required before production deployment
- Personal data processing must be documented and justified
- Data minimisation: Only collect and store necessary personal information
Data Subject Rights:
- Right to access: Users can request their data
- Right to erasure: Users can request data deletion (Right to be Forgotten)
- Right to rectification: Users can correct inaccurate data
- Data portability: Users can export their data
Data Retention:
- Query logs: Retained for 90 days for analytics, then anonymised or deleted
- User accounts: Retained whilst account active, deleted 30 days after account closure
- Knowledge base content: Retained indefinitely (no personal data)
- Audit logs: Retained for 7 years for compliance purposes
Data Processing Agreements:
- Third-party service providers (OpenAI, hosting) must have Data Processing Agreements
- Ensure data processing occurs within UK/EU where possible
- Document all data transfers outside UK/EU
Terms of Service:
- User agreement required before system access
- Clear liability limitations for generated code
- Intellectual property rights clarification
- Acceptable use policy
Liability Disclaimers:
- Generated code is provided "as-is" without warranty
- Users responsible for reviewing and testing all generated code
- Organisation not liable for errors in AI-generated content
- Human review required before production deployment
Intellectual Property:
- Knowledge base content: Organisation owns copyright
- Generated code: User owns, subject to organisation's IP policies
- System code: Organisation proprietary
Service Provider Agreements:
- OpenAI API: Review terms of service and data processing agreement
- Hosting provider: Ensure SLA and data residency requirements met
- Vector database provider: Confirm data storage and processing terms
Vendor Risk Management:
- Assess vendor security and compliance certifications
- Document vendor dependencies and contingency plans
- Regular review of vendor terms and pricing
System Audit Logging:
- All user queries logged with timestamp, user ID, and query text
- All code generation requests logged with generated code
- All system configuration changes logged
- All access attempts (successful and failed) logged
- All administrative actions logged
Audit Log Retention:
- Query logs: 90 days
- Security events: 1 year
- Administrative actions: 7 years
- Compliance logs: 7 years (regulatory requirement)
Audit Log Access:
- Logs accessible to authorised administrators only
- Regular audit log reviews (monthly)
- Audit log integrity protection (prevent tampering)
Regular Access Reviews:
- Quarterly review of user access permissions
- Annual review of administrative access
- Immediate review upon role changes or departures
- Document all access review activities
Access Monitoring:
- Monitor for unusual access patterns
- Alert on privileged access usage
- Track failed authentication attempts
Requirements Change Management:
- All requirement changes must be documented
- Change requests require stakeholder approval
- Impact assessment required for all changes
- Version control maintained for all requirement documents
Configuration Management:
- All system configurations version controlled
- Changes require approval and testing
- Rollback procedures documented
- Configuration changes logged
Governance Structure:
- Project Sponsor: Final decision authority
- Technical Lead: Technical decisions and architecture
- Vena SME: Content and domain decisions
- Project Manager: Timeline and resource coordination
Decision Authority:
- Architecture decisions: Technical Lead + Project Sponsor
- Scope changes: Project Sponsor approval required
- Budget changes: Finance + Project Sponsor approval
- Timeline changes: Project Manager + Sponsor approval
Reporting:
- Weekly status reports to core team
- Monthly reports to sponsors
- Quarterly business reviews
- Ad-hoc reports for critical issues
Authentication and Authorisation:
- Strong password requirements (Phase 2)
- Multi-factor authentication for administrators (Phase 2)
- Role-based access control (Phase 2)
- Session management with automatic timeout
- API key management for system integrations
Data Encryption:
- Data encrypted in transit (HTTPS/TLS)
- Data encrypted at rest (database encryption)
- API keys stored securely (environment variables, key management)
- Sensitive configuration data encrypted
Input Validation:
- All user inputs validated and sanitised
- Protection against injection attacks (SQL, code injection)
- Rate limiting to prevent abuse
- Input size limits enforced
Security Monitoring:
- Intrusion detection and prevention
- Security event logging and alerting
- Regular security vulnerability scanning
- Penetration testing before production (Phase 2)
Personal Data Handling:
- Minimise collection of personal data
- Anonymise data where possible for analytics
- Clear privacy notice for users
- Consent management for data processing
Data Residency:
- Prefer UK/EU data storage where possible
- Document any data transfers outside UK/EU
- Ensure third-party providers meet data residency requirements
Data Breach Procedures:
- Incident response plan documented
- Data breach notification procedures (72 hours for GDPR)
- Regular testing of incident response procedures
- Communication plan for stakeholders
Target Certifications (Future):
- ISO 27001: Information Security Management (if required)
- SOC 2 Type II: Security and availability controls (if selling externally)
- Cyber Essentials: Basic cyber security certification
Current Phase:
- Phase 1: Basic security controls and GDPR compliance
- Phase 2: Enhanced security and certification preparation
Add these sections to the Table of Contents:
- Compliance and Legal Requirements
- Audit and Governance
- Security and Data Protection
(Existing sections 13-16 remain, then new sections 18-20, then section 17 Approvals)
Sections prepared: January 5, 2026