> Document Version: 1.0 Document Owner: Acme Inc Next Review Date: 2027-03-19

Organisation: Acme Inc

Project: nextjs-saas-example

Plan Owner: Jane Mueller (dpo@acme-saas.com)

Generated: 2026-03-19

> This plan defines how Acme Inc communicates compliance updates internally. It ensures the right people receive the right information at the right time through the right channels.

## 1. Communication Objectives

1. Awareness — Ensure all stakeholders understand their compliance obligations
2. Timeliness — Deliver updates before deadlines, not after
3. Accountability — Document who was informed, when, and through what channel
4. Escalation — Define clear paths for urgent compliance matters
5. Consistency — Use standard templates and cadences to avoid information gaps

## 2. Stakeholder Communication Matrix

Stakeholder | Information Needs | Frequency | Channel | Escalation Path
--- | --- | --- | --- | ---
CEO / Founder | Executive summary, compliance grade, key risks, regulatory deadlines | Monthly + ad-hoc for incidents | Email summary, board deck | Yes
CTO / VP Engineering | Technical compliance requirements, scanner results, remediation items | Weekly during active work, monthly steady-state | Slack/Teams, JIRA tickets, email | Yes
General Counsel / Legal | All generated documents for review, regulatory change alerts, incident reports | On every generation cycle + monthly review | Email, document repository, meeting | Yes
Data Protection Officer | Full scan results, DSAR tracking, breach notification status, training completion | Weekly | Email, compliance dashboard, meeting | Yes
Engineering Team | Action items from scans, new service detection alerts, code-level compliance tasks | Per sprint / bi-weekly | Slack/Teams, JIRA, PR comments | —
Product Team | Feature compliance impact, consent requirements, privacy-by-design checklist | Per feature launch + monthly | Slack/Teams, Confluence, meeting | —
Security Team / CISO | Vulnerability reports, incident response plan, security policy updates, access control changes | Weekly + immediate for incidents | Email, PagerDuty, Slack/Teams | Yes
Customer Support | DSAR handling procedures, privacy FAQ, data deletion process | On policy update + quarterly refresh | Internal wiki, training session, email | —
HR / People Ops | Employee privacy notice, training requirements, onboarding compliance checklist | On policy update + per new hire | HRIS, email, onboarding docs | —
Board of Directors | Compliance scorecard, key risks, regulatory landscape, incident history | Quarterly board meeting | Board deck, email | Yes

## 3. Communication Calendar

### Regular Cadence

Frequency | Activity | Owner | Audience | Deliverable
--- | --- | --- | --- | ---
Weekly | Compliance status update | DPO | Engineering, Security | Slack/Teams message
Bi-weekly | Sprint compliance items review | DPO + CTO | Engineering leads | Meeting + action items
Monthly | Compliance summary email | DPO | All stakeholders | Email (use template below)
Monthly | Scan + regenerate docs | DPO / DevOps | Legal, CTO | Updated legal/ directory
Quarterly | Compliance review meeting | DPO | Leadership, Legal, Board | Presentation + scorecard
Quarterly | Training completion check | HR + DPO | All staff | Training report
Annually | Full compliance audit | DPO + External | Board, Legal | Audit report
Annually | Policy review & update cycle | DPO + Legal | All stakeholders | Updated policies

### Event-Driven Communication

Trigger | Action | Timeline | Owner | Audience
--- | --- | --- | --- | ---
New service detected in scan | Notify engineering + legal | Within 24 hours | DPO | CTO, Legal
Data breach detected | Activate incident response | Immediately | CISO | All escalation contacts
Regulatory change announced | Impact assessment | Within 1 week | Legal + DPO | Leadership, Engineering
New feature launch | Privacy impact review | Before launch | Product + DPO | Legal, Engineering
DSAR received | Acknowledge + process | Within 3 business days | DPO | Support, Engineering
Compliance score drops | Root cause analysis | Within 48 hours | DPO | CTO, Engineering
Vendor change | Sub-processor notification | 30 days before change | DPO | Affected users, Legal

## 4. Escalation Matrix

    Level 1 — Routine
    ├── Owner: DPO / Compliance Lead
    ├── Response: Standard cadence
    └── Example: Monthly report, training reminder

    Level 2 — Elevated
    ├── Owner: DPO + CTO
    ├── Response: Within 48 hours
    └── Example: Compliance score decline, new regulatory guidance

    Level 3 — Urgent
    ├── Owner: DPO + CTO + Legal
    ├── Response: Within 24 hours
    └── Example: DSAR deadline approaching, audit finding

    Level 4 — Critical
    ├── Owner: CEO + DPO + Legal + CISO
    ├── Response: Immediately
    └── Example: Data breach, regulatory investigation, enforcement action

## 5. Communication Templates

### Template A: Monthly Compliance Update Email

    Subject: [Compliance Update] Acme Inc — Monthly Report — [Month Year]

    Hi team,

    Here is your monthly compliance update for nextjs-saas-example:

    📊 COMPLIANCE SCORE: [Score] / 100 ([Grade])
    📄 DOCUMENTS: [Count] compliance documents current
    🔍 SERVICES MONITORED: 8
    ⚠️  OPEN ITEMS: [Count]

    KEY UPDATES:
    • [Update 1]
    • [Update 2]
    • [Update 3]

    ACTION ITEMS:
    • [Owner]: [Action] — Due: [Date]
    • [Owner]: [Action] — Due: [Date]

    UPCOMING DEADLINES:
    • [Deadline 1]
    • [Deadline 2]

    Full compliance docs: [link to legal/ directory or compliance page]

    Questions? Reply to this email or contact Jane Mueller at dpo@acme-saas.com.

    Best,
    Jane Mueller
    Data Protection Officer

### Template B: New Service Detection Alert

    Subject: [Action Required] New Service Detected — [Service Name]

    Hi [Engineering Lead],

    Codepliant has detected a new third-party service in nextjs-saas-example:

    SERVICE: [Service Name]
    CATEGORY: [Category]
    DATA COLLECTED: [Data types]
    COMPLIANCE IMPACT: [Brief description]

    REQUIRED ACTIONS:
    1. □ Verify the service is intentional and approved
    2. □ Review data processing implications
    3. □ Update sub-processor list if applicable
    4. □ Ensure DPA is in place with the provider
    5. □ Regenerate compliance documents (codepliant go)

    Please complete these actions within [5 business days / next sprint].

    — Jane Mueller

### Template C: Incident Notification (Internal)

    Subject: [URGENT] Compliance Incident — [Brief Description]

    INCIDENT SUMMARY
    ━━━━━━━━━━━━━━━
    Detected:    [Date/Time]
    Severity:    [Level 1-4]
    Category:    [Data breach / Policy violation / System failure]
    Status:      [Investigating / Contained / Resolved]

    DESCRIPTION:
    [Brief description of what happened]

    IMMEDIATE ACTIONS TAKEN:
    1. [Action 1]
    2. [Action 2]

    STAKEHOLDERS NOTIFIED:
    • [Name, Role] — [Time notified]
    • [Name, Role] — [Time notified]

    NEXT STEPS:
    1. [Next step] — Owner: [Name] — ETA: [Time]
    2. [Next step] — Owner: [Name] — ETA: [Time]

    REGULATORY NOTIFICATION REQUIRED: [Yes/No]
    • If yes, deadline: [72 hours from detection under GDPR]

    This incident is being tracked in [ticket system / incident ID].

    — Jane Mueller

### Template D: AI Service Compliance Update

    Subject: [AI Compliance] Acme Inc — AI Service Update

    Hi team,

    This is an update regarding AI services in nextjs-saas-example:

    AI SERVICES IN USE:
    • openai

    EU AI ACT STATUS:
    • Risk classification: limited
    • Art. 50 transparency: [Compliant / In progress / Not started]
    • AI Disclosure document: [Current / Needs update]

    KEY ITEMS:
    • [Item 1]
    • [Item 2]

    DEADLINE REMINDER: EU AI Act Art. 50 transparency obligations
    apply from August 2, 2026.

    — Jane Mueller

### Template E: Payment Compliance Update

    Subject: [PCI Compliance] Acme Inc — Payment Processing Update

    Hi team,

    Payment processing compliance update for nextjs-saas-example:

    PAYMENT PROCESSORS:
    • stripe
    • stripe-ios

    PCI DSS STATUS: [Compliant / In progress / Assessment needed]
    DPA STATUS: [All signed / [Count] pending]

    ACTION ITEMS:
    • [Item 1]
    • [Item 2]

    — Jane Mueller

## 6. Recommended Channels

Channel | Use Case | Setup
--- | --- | ---
Email | Monthly reports, incident alerts, formal notifications | Distribution list: compliance@acmeinc.com
Slack / Teams | Real-time updates, quick questions, sprint items | Channel: #compliance
JIRA / Linear | Action items, remediation tracking, sprint planning | Project: Compliance
Confluence / Notion | Policy repository, procedures, training materials | Space: Compliance Docs
Git Repository | Generated compliance documents, version history | Directory: legal/
Compliance Dashboard | Live compliance score, trends, KPIs | URL: [internal dashboard URL]
Board Portal | Quarterly reports, risk summaries | Board meeting materials

### Automation with Codepliant

    # Automated weekly compliance check (add to CI/CD or cron)
    codepliant scan /path/to/project --json > compliance-report.json

    # Generate + diff for change detection
    codepliant update /path/to/project

    # Send notification after scan
    codepliant notify /path/to/project --channel slack --webhook $SLACK_WEBHOOK

## 7. RACI Matrix

Activity | CEO | CTO | Legal | DPO | Engineering | Product | Security | HR
--- | --- | --- | --- | --- | --- | --- | --- | ---
Policy creation | I | C | A | R | C | C | C | I
Document generation | I | I | C | R | C | I | I | I
Incident response | I | C | C | R | C | I | A | I
Regulatory monitoring | I | I | A | R | I | I | I | I
Training delivery | I | I | C | A | I | I | C | R
Vendor assessment | I | C | C | A | R | I | C | I
DSAR handling | I | I | C | A | R | I | I | I
Audit preparation | C | C | A | R | C | I | C | I
Board reporting | A | C | C | R | I | I | I | I

> R = Responsible, A = Accountable, C = Consulted, I = Informed

## 8. Communication Effectiveness Metrics

Track these metrics to ensure your compliance communication plan is working:

Metric | Target | Measurement
--- | --- | ---
Email open rate (compliance updates) | > 80% | Email analytics
Action item completion rate | > 90% within deadline | JIRA/Linear tracking
Training completion within 30 days | > 95% | LMS / training platform
Time to acknowledge incident notification | < 1 hour | Incident log
Stakeholder satisfaction (quarterly survey) | > 4/5 | Anonymous survey
Policy review completion (annual cycle) | 100% | Document tracker

## Contact

For questions about this communication plan:

- Plan Owner: Jane Mueller (dpo@acme-saas.com)
- General Contact: legal@acme.com

This Compliance Communication Plan was generated by Codepliant based on automated code analysis of 8 service(s). Adapt the templates and cadences to match your organisation's size, structure, and regulatory environment. Review this plan quarterly.