If your organization handles personal data of EU citizens, the General Data Protection Regulation (GDPR) is likely on your radar. Since its enforcement in 2018, GDPR has been a game-changer for data protection, setting a global standard for privacy. But let’s be honest—compliance can feel overwhelming. With fines reaching up to €20 million or 4% of your annual global turnover (whichever is higher), plus the risk of reputational damage, getting it right is crucial.
We’ll guide you through a clear, actionable approach to GDPR compliance— listing out the regulatory requirements you need to comply with, the best practices to strengthen compliance and recommended measures to go above and beyond.
In this blog, we’ll cover:
What You Absolutely Must Do: Mandatory Obligations in GDPR
GDPR isn’t just a suggestion—it’s the law for any organization handling EU citizens’ data. Let’s start with the non-negotiables, the measures you must implement to avoid penalties and ensure compliance.
- First up, Staff awareness training (Article 39) is a cornerstone of GDPR compliance. Imagine this: an employee clicks on a phishing email, accidentally exposing customer data. That’s a breach waiting to happen. GDPR requires regular, documented training to ensure your team understands data protection principles, their responsibilities, and risks like phishing. Not only does this protect customer data, but it also shows regulators you’re serious about compliance.
- Next, Data protection by design and default (Article 25) means building privacy into your processes from the ground up. If you’re developing a new app, you should only collect the data you need—think name and email, not their entire life story—and protect it with measures like encryption or access controls. Revamping your customer database to include only essential fields helps reduce the risk of exposure significantly.
- Security of processing (Article 32) is another must. This involves using tools like firewalls and anti-malware to safeguard data against breaches or unauthorized access. Implementing Data Loss Prevention (DLP) tools to monitor and block sensitive data from leaving their network is a good measure to comply with GDPR and keep patient trust intact.
- You also need to be ready for the worst with Breach notification (Article 33). If a breach occurs and it poses a risk to individuals, you must report it to the relevant authority within 72 hours. Having a clear reporting process in place can help you swiftly notify the authority on time and avoid penalties.
- For some organizations, appointing a Data Protection Officer (DPO) (Article 37) is mandatory, specifically for public authorities or those with large-scale data processing. The DPO oversees compliance and training, acting as your GDPR point person. For large organizations, appointing a DPO can streamline their compliance efforts and make audits a breeze.
- Accountability (Article 5(2)) is all about proof. You need to maintain records of your data processing activities, policies, and training. If regulators come knocking, you’ll need to show you’ve done your homework. Digitizing your compliance records will save you during a surprise audit.
- Finally, ensure a Lawful basis for processing (Article 6). Every piece of data you process must have a legal reason, like consent or a contract, and you must be transparent about it. Clearly explaining to users why they’re collecting data is important in boosting customer trust.
These mandatory steps aren’t just about avoiding fines—they’re about protecting your customers and showing them you take their privacy seriously.
What You Should Do: Recommended Practices for GDPR
While not strictly required, these practices are strongly encouraged to make GDPR compliance smoother and more effective. Think of them as the extra effort that can save you headaches down the road.
- Regular phishing simulations are a game-changer. Article 32 calls for “appropriate technical and organizational measures” to secure data, and simulations train your team to spot phishing attempts, reducing the risk of breaches. They also support your DPO’s role under Article 39 by reinforcing staff awareness.
- Role-specific training takes things a step further. Article 39(1)(b) emphasizes staff awareness, and tailoring training to roles—like teaching marketing teams about consent or IT about security—ensures everyone knows their responsibilities. It also supports accountability under Article 5(2).
- Policy management systems help you stay organized. They align with Article 5(2) by documenting and distributing GDPR-compliant policies and with Article 24 by supporting the controller’s duty to demonstrate compliance. Automated policy updates help ensure your team always has the latest guidelines.
- Data Protection Impact Assessments (DPIAs) are required for high-risk processing under Article 35, but doing them for all significant activities is a best practice. They help identify and mitigate risks early. Conducting a DPIA before launching a new feature or offering a new service can help to catch potential issues before they become a problem.
- Regular security audits align with Article 32(1)(d)’s call for systematic monitoring of security measures. They also provide evidence of compliance under Article 5(2). Starting quarterly audits is useful to discover vulnerabilities in outdated software.
- Privacy lifecycle management ensures data is handled responsibly. It supports purpose limitation (Article 5(1)(b)) and storage limitation (Article 5(1)(e)) by ensuring data is only used for specific purposes and kept as long as necessary. It also embeds GDPR principles into workflows per Article 25. Implementing automated data retention policies could also help you cut storage costs.
- Lastly, Interactive training methods like e-learning or gamification make learning stick. They support the DPO’s training duties under Article 39(1)(b) and show proactive compliance under Article 5(2). Introducing gamified training tremendously helps to boost training participation and engagement because it turns compliance into a fun challenge for employees.
What You Can Do: Voluntary Enhancement Measures for GDPR
These measures aren’t required, but can take your GDPR compliance to the next level, fostering a strong data protection culture within your organization.
- Continuous learning opportunities, like newsletters or updates, keep data protection top of mind. They support the DPO’s awareness duties under Article 39(1)(b) and align with GDPR’s emphasis on a data protection culture. Consider sending monthly GDPR tips emails to your staff, this is incredibly helpful to refresh their memories.
- Advanced phishing simulations with AI prepare your team for sophisticated threats, aligning with Article 32’s security requirements. Adopting AI-driven simulations can significantly help your employees correctly respond to complex phishing attempts.
- Microlearning platforms offer short, frequent training modules to reinforce awareness. They support Article 39(1)(b) and demonstrate commitment to compliance under Article 5. Consider using microlearning to train remote staff to ensure consistent awareness across teams.
- Behavioural analytics analyzes employee responses to simulations, tailoring security measures per Article 32. It also aligns with GDPR’s risk-based approach. Try using analytics to identify at-risk employees and provide them with targeted training.
- Free awareness resources, like posters or infographics, reinforce training and promote a data protection culture (Article 39). Placing posters in break rooms may seem an old-school method, but it’s actually more effective than you think to spark conversations about data security among staff.
- Finally, Europrivacy Certification is voluntary but demonstrates compliance under Article 42 and supports accountability under Article 5. Pursuing this certification could become a selling point for your privacy-conscious clients.
A Practical Approach to GDPR Compliance
GDPR compliance doesn’t have to be daunting. By focusing on the mandatory obligations, adopting recommended practices, and considering optional enhancements, you can build a robust data protection framework that not only keeps you compliant but also earns your customers’ trust. Start with the must-dos, layer in best practices, and add enhancements as you grow—it’s a journey, not a race.
Note that GDPR requirements may vary by organization, with exceptions applying in some cases. Each business must be assessed individually to determine mandatory and optional measures. To ensure compliance with GDPR or other standards, we recommend conducting thorough audits and seeking legal counsel. Book a demo and learn more from our platform, or give our 14-day free trial a go today to learn the insights on effectively navigating global cybersecurity regulations and standards.