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Wouldn't say I am an expert but have just spent a day in a GDPR workshop with our external consultants and am part of the business GDPR team for my company (for my sins). My understanding is that, at a simple level then yes, you should have the privacy statement which explains what data you...

There is a difference between structured data and unstructured data. Spreadsheets used for processing data do need to be recorded. Generally, emails are classed as unstructured data and therefore you wouldn't have to record them.

To hitony 's point, some companies have gone into complete panic about this and are trying to cover every possible eventuality, all of which will make the day to day work for a lot of people very difficult. Others have gone for a more pragmatic, risk based approach. My own organisation started...