Legal Placeholder Worksheet

Single source of truth for every {{PLACEHOLDER}} that appears across the legal/ documents. Fill the Value column once; copy into each document when sending it externally, or run a search-and-replace pass before publishing. Internal worksheet — do not send this file to counsel, regulators, or clinics. v1 drafted 2026-05-15.

How to use this file

1. Fill the Value column below for every row whose Status is pending. Some values are operational and not knowable today (e.g. {{COUNSEL_FIRM}} until you pick a firm; {{ANSPDCP_NOTIFICATION_REF}} until you submit) — leave those as pending and update as they land.
2. Two ways to apply values to the docs themselves:
   • In-place find-replace before publishing a document externally. Keeps the templates with their placeholder markers in-repo, so the worksheet stays the source of truth.
   • One-shot codebase replacement if the company side is fully locked. Run pnpm prettier --write apps/docs/legal/**/*.md after.
3. Per-use placeholders (those filled fresh on each execution — tenant DPAs, incident references) stay as {{...}} markers in the templates and are filled at execution time, not now.
4. Keep this file in sync when a new placeholder is introduced in any legal doc. Convention: grep -rohE "\{\{[A-Z_]+\}\}" apps/docs/legal/*.md | sort -u should match this worksheet's row count.

Stable-value placeholders (fill once)

Legal entity identifiers

Placeholder	Meaning	Example	Status	Value
{{LEGAL_ENTITY}}	Full legal entity name including legal form	Restartix SRL	fill
{{CUI}}	Romanian fiscal code (CUI / CIF)	RO12345678	fill
{{REGISTERED_ADDRESS}}	Registered office address (full, as on company registration)	Str. Example 1, Bucharest 010101, Romania	fill

Used in: every document.

Signing and representation

Placeholder	Meaning	Example	Status	Value
{{SIGNATORY}}	Person authorised to sign on behalf of {{LEGAL_ENTITY}} (typically Sole Administrator)	Ovidiu Alexandrescu	fill
{{CONTACT_EMAIL}}	Reply-to address on the counsel engagement brief	owystyle@gmail.com (or a @restartix.pro mailbox once provisioned)	fill
{{TOP_MANAGEMENT_TITLE}}	Title of {{SIGNATORY}} for the DPO reporting line	Sole Administrator	fill
{{TOP_MANAGEMENT}}	Named person filling top-management role for the DPIA approval signature	usually {{SIGNATORY}}	fill
{{CONTROLLER_REPRESENTATIVE}}	Inner-DPA: person on the RestartiX-the-clinic side issuing documented instructions	usually {{SIGNATORY}}	fill

Used in: counsel brief, DPO designation, DPIA, inner DPA.

Internal business-unit identifiers (inner DPA)

Placeholder	Meaning	Example	Status	Value
{{COST_CENTRE_CLINIC}}	Internal cost-centre code identifying RestartiX-the-clinic business unit	CC-CLINIC-001	fill / invent
{{COST_CENTRE_PLATFORM}}	Internal cost-centre code identifying RestartiX-the-platform business unit	CC-PLAT-001	fill / invent
{{CLINIC_BU_TITLE}}	Title {{SIGNATORY}} holds when signing for RestartiX-the-clinic	Sole Administrator (Clinic operations)	fill
{{PLATFORM_BU_TITLE}}	Title {{SIGNATORY}} holds when signing for RestartiX-the-platform	Sole Administrator (Platform operations)	fill
{{INTERNAL_INSTRUCTION_LOG_LOCATION}}	Where documented instructions from controller-side to processor-side are recorded	e.g. apps/docs/legal/internal-instruction-log.md (to be drafted), or a Notion page, or a folder in Drive	fill

Used in: inner DPA only. These are internal bookkeeping codes — if you don't run cost-centre accounting, invent codes that uniquely identify the two business units inside the SRL's records.

Jurisdiction

Placeholder	Meaning	Example	Status	Value
{{JURISDICTION_CITY}}	City whose courts have jurisdiction over DPA disputes	Bucharest	fill

Used in: DPA template, inner DPA.

Counsel engagement

Placeholder	Meaning	Example	Status	Value
{{ENGAGEMENT_TARGET}}	Target date for the counsel engagement letter to be signed	2026-05-22	fill
{{BUDGET_CEILING}}	Internal budget ceiling for the F11.0.5 review (only seen on draft before sending — strip from external version)	EUR 12,000	fill
{{COUNSEL_FIRM}}	Selected counsel firm name	filled once selection completes	pending

Used in: counsel brief (only); DPIA ({{COUNSEL_FIRM}} on the approval line); breach playbook ({{COUNSEL_FIRM}} as the Legal role).

DPO

Placeholder	Meaning	Example	Status	Value
{{DPO_NAME}}	DPO name (or firm name for external designation)	filled when DPO engagement signs	pending
{{DPO_FUNCTION}}	One-line description of the DPO role	External DPO service	pending
{{DPO_PROVIDER}}	Provider name when external	e.g. <DPO firm name>	pending
{{DPO_POSTAL_ADDRESS}}	DPO postal address (firm address for external)	filled at engagement	pending
{{DPO_EMAIL}}	DPO email	dpo@restartix.pro (recommended — independent of the named DPO)	fill
{{DPO_PHONE}}	DPO phone	filled at engagement	pending
{{DPO_START_DATE}}	DPO designation effective date	typically the engagement-letter date	pending

Used in: DPO designation memo, ROPA, DPIA, breach playbook.

Operational provisioning

Placeholder	Meaning	Example	Status	Value
{{COMMS_LEAD}}	Person responsible for external communications during a breach	usually {{SIGNATORY}} at launch scale	fill
{{ON_CALL_ROSTER}}	Location of the on-call rotation roster	e.g. PagerDuty schedule URL or a doc path	pending (launches with the on-call schedule)
{{INCIDENT_LOG_LOCATION}}	Where incident reports are stored	e.g. internal-docs/incidents/, a Notion db, or a private repo path	pending
{{ANSPDCP_TEMPLATE_PATH}}	Path to the pre-filled ANSPDCP notification template	e.g. internal-docs/legal/anspdcp-template.docx	pending
{{INCIDENT_REPORT_TEMPLATE_PATH}}	Path to the internal incident report template	e.g. internal-docs/incidents/_template.md	pending
{{MAILBOX_PROVIDER}}	Customer-support mailbox provider	e.g. Google Workspace, Fastmail, self-hosted	pending
{{IDP_SWAP_RUNBOOK}}	Path to the Clerk-swap contingency runbook	drafted in operations pre-launch	pending

Used in: breach playbook, ROPA (mailbox), TIA (IdP swap).

ANSPDCP

Placeholder	Meaning	Example	Status	Value
{{ANSPDCP_NOTIFICATION_REF}}	ANSPDCP reference number for the DPO designation submission	filled after submission	pending

Used in: DPO designation memo, ROPA.

Sub-processor specifics (TIA)

Placeholder	Meaning	Example	Status	Value
{{CLERK_DPF_STATUS}}	Whether Clerk is self-certified to the EU-US Data Privacy Framework	check at www.dataprivacyframework.gov	verify
{{CLERK_DPA_DATE}}	Date the Clerk DPA was executed on our account	check Clerk dashboard	fill

Used in: TIA.

Per-use placeholders (stay as double-brace placeholders in the templates)

These are NOT filled in the templates themselves. They are filled fresh on each execution — every new tenant DPA gets its own controller details; every incident gets its own reference.

Placeholder	Filled at
{{CONTROLLER_LEGAL_ENTITY}}	Each tenant clinic onboarding — DPA execution
{{CONTROLLER_REGISTRATION_NUMBER}}	Each tenant clinic onboarding — DPA execution
{{CONTROLLER_REGISTERED_ADDRESS}}	Each tenant clinic onboarding — DPA execution
{{EFFECTIVE_DATE}}	DPA execution date
{{INCIDENT_REF}}	Each incident — assigned by the breach playbook

The inner DPA is a one-off execution between two business units of {{LEGAL_ENTITY}}; for that DPA's controller-side placeholders, {{CONTROLLER_LEGAL_ENTITY}} = {{LEGAL_ENTITY}} and {{EFFECTIVE_DATE}} is the inner-DPA signing date.

Worksheet maintenance

When a new placeholder is introduced in any legal doc:

1. Run grep -rohE "\{\{[A-Z_]+\}\}" apps/docs/legal/*.md | sort -u and reconcile against this worksheet.
2. Add the new row in the right section (stable vs per-use).
3. Note the meaning, an example, and the status.
4. Keep double-brace placeholders markers consistent — uppercase, underscores, no spaces.

When a placeholder is retired (a document is removed or the placeholder is concretised):

1. Confirm no remaining usages with the grep above.
2. Remove the row from this worksheet.

Change log

Date	Change
2026-05-15	Initial v1 — 39 placeholders across 10 legal documents catalogued