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Find the Best GDPR Compliance Software

Ensuring privacy compliance is paramount for businesses of all sizes. Investing in reliable GDPR compliance software can significantly ease the burden of meeting stringent data protection regulations and, can save you a lot of time and money!

GDPR Compliance Software

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In this post, we’ll look at which features are critical to proper GDPR compliance and how the right software can help you easily meet your legal obligations.

GDPR compliance software

Understanding GDPR Compliance Services

What is GDPR compliance software?

GDPR compliance software refers to specialized tools and platforms designed to assist organizations in achieving and maintaining compliance with the requirements of the GDPR. It offers a centralized system for managing various aspects of GDPR compliance, including data mapping, consent management, privacy policy management, data subject rights, and more.

👀 How to Create a Privacy Policy →

Why is GDPR compliance software important? 

GDPR compliance software plays a crucial role in helping businesses effectively manage and demonstrate compliance with the GDPR. It provides a structured approach to handle complex compliance tasks, streamlines processes, reduces manual efforts, and mitigates the risk of non-compliance, which can lead to severe penalties and reputational damage.
Key features of GDPR compliance services:

  • Data mapping and inventory management: Allows organizations to identify and track personal data flows within their systems and processes.
  • Consent management and tracking: Provides mechanisms to collect, record, and manage consent from data subjects.
  • Privacy policy and cookie consent management: Enables organizations to create, update, and manage privacy policies and handle cookie consent requirements.
  • Data subject rights management: Facilitates the handling of data subject requests, including access, rectification, erasure, and objection.
  • Data breach detection and notification: Assists in detecting and reporting personal data breaches as per GDPR requirements.
  • Vendor management and data sharing agreements: Helps manage and monitor third-party vendors and ensure compliance with data sharing agreements.
  • Automated compliance reporting and documentation: Generates reports and documentation to demonstrate ongoing compliance efforts.

Benefits of implementing GDPR tools:

  • Streamlines compliance processes and reduces manual efforts
  • Enhances data protection measures and safeguards personal data
  • Improves accuracy and efficiency in handling data subject requests
  • Provides a centralized view of compliance activities and documentation
  • Enables proactive monitoring and auditing of compliance status
  • Mitigates the risk of non-compliance and potential fines
  • Builds trust with customers by demonstrating a commitment to data protection

Types of GDPR compliance software available:

  • Comprehensive GDPR compliance platforms: All-in-one solutions that cover various aspects of GDPR compliance.
  • Specialized modules and tools: Individual tools focusing on specific compliance areas, such as consent management or data subject rights.
  • Integrated compliance suites: Software suites that include GDPR compliance features alongside broader privacy and security functionalities.

Choosing the Right GDPR Compliance Tools

What features should I look for in GDPR compliance software for my business? 

Because so much of compliance is unique to your particular business and the types of personal data you process, it’s important that your compliance software is fully customizable and that it’s able to grow with your business.

Furthermore, a good GDPR compliance software should make it easy for you to comply with multiple laws at once and be up-to-date with the latest regulations and industry standards.

How to assess your organization’s needs and requirements

Before selecting a GDPR compliance software, it is essential to assess your organization’s specific needs and requirements. Consider factors such as the size of your business, the volume of personal data you handle, your existing IT infrastructure, and the level of technical expertise within your organization.
Considerations for selecting GDPR compliance software:

  • Scalability and flexibility: Ensure that the software can accommodate your current and future compliance needs as your business grows.
  • Integration capabilities: Assess the software’s ability to integrate with your existing systems, such as customer relationship management (CRM) or data storage platforms.
  • Security and data protection features: Look for robust security measures, encryption, access controls, and data anonymization capabilities.
  • User-friendly interface: Choose software that offers an intuitive interface and ease of use, minimizing the learning curve for your team.
  • Customization options: Evaluate whether the software allows for customization to align with your organization’s unique processes and requirements.
  • Vendor reputation and support: Consider the vendor’s reputation, experience, customer reviews, and the level of ongoing support provided.

Why is it important to comply with the GDPR (even if you’re outside the EU)

With GDPR, it has become increasingly important to ensure that personal data are lawfully processed. 

The GDPR applies in three main cases:

  1. if you’re based in the EU (no matter where your users are based);
  2. if you have EU-based users (no matter where you’re based);
  3. if you have a subsidiary or EU branch of your business.

This means that even US-based businesses may need to comply with the GDPR if they have EU users.

And compliance is no joke! The legal consequences for non-compliance include massive fines, sanctions including official reprimands, data protection audits and liability damages.

More on GDPR

This article is a part of our series on GDPR and GDPR compliance. Read also:

👉 How does GDPR affect B2B companies

What is GDPR compliance software and do I need it?

GDPR compliance software helps you meet the legal requirements that apply to your business under the GDPR. 

Generally, GDPR software should help you to do things like:

  • meet disclosure and transparency requirements;
  • help you to maintain records of your processing activities; 
  • track and keep proof of the legally valid consents you acquire, and more. 

Data privacy compliance can be complex and requires in-depth legal and technical knowledge – especially if your business has an online presence.

So, if the GDPR applies to your business, you’ll likely need compliance software

How iubenda’s GDPR Compliance Software makes compliance easy

At iubenda, we take a comprehensive approach to data law compliance. We build solutions with the strictest regulations in mind, giving you full options to customize as needed. This way, we’ll assist you with meeting your legal obligations, reduce your risk of litigation and protect your customers — building trust and credibility.

We host your documents, so you can easily make any changes from your dashboard at any time, and the update automatically spreads across all your websites and apps.

Furthermore, our international legal team constantly monitors and releases updates to the legal texts. From time to time, laws and third-party requirements are amended and updated, and in this way, we can ensure that your documents always meet the latest requirements.

Here’s what you need to get started with full compliance:

A privacy policy

With our Privacy and Cookie Policy Generator you can create a lawyer-crafted, precise privacy policy and seamlessly integrate it with your website or app. Just add any of several pre-created clauses at the click of a button, or write your own custom clauses using the built-in form.

A solution to manage cookies

Because using cookies can mean both processing user data and installing files on the user devices, they are a major point of concern when it comes to user data privacy rights.

If your website or app uses cookies, it’s necessary that you inform your users through a cookie policy and that you obtain your users’ consent before installing them on their devices. You can do it via a cookie banner, which should be shown upon the user’s first visit to your website or app. 

Our Privacy Controls and Cookie Solution takes care of it all.

A solution to manage and record consents

Keeping track of your users’ consent is vital for GDPR compliance.

Our Consent Database simplifies this process by helping you to easily store proof of consent and manage consent and privacy preferences for each of your users.

A record of your processing activities

Lastly, if certain conditions apply, you may be required to record your processing activities.

That’s what our Internal Privacy Management is for. Our solution helps you to easily record and manage all the data processing activity within your organization so that you can easily comply with GDPR requirements and meet your legal obligations.

FAQs – Common Questions about GDPR Compliance Software

What is a GDPR compliance program? 

A GDPR compliance program is a systematic and strategic approach implemented by organizations to ensure compliance with the General Data Protection Regulation (GDPR). It involves developing policies, procedures, and controls to protect personal data, fulfill data subject rights, and establish accountability for data processing activities. A GDPR compliance program encompasses various aspects, such as data mapping, consent management, data subject request handling, data breach response, vendor management, and ongoing monitoring and auditing.

What program is used to comply with GDPR?

Compliance with the General Data Protection Regulation (GDPR) is achieved through a combination of policies, processes, and tools designed to protect personal data and ensure privacy rights. When it comes to ensuring compliance with the GDPR, iubenda offers a solution tailored for businesses seeking streamlined and effective tools to protect personal data and uphold privacy rights. Unlike traditional approaches that rely on a mix of disparate policies, processes, and tools, iubenda offers an all-encompassing platform that integrates cybersecurity measures, privacy management, regular data audits, and Data Protection Impact Assessments (DPIAs) into a single, user-friendly interface. This integration facilitates a more efficient and cohesive strategy for GDPR compliance, enabling organizations to easily navigate the complexities of data protection regulations with confidence.

What are the techniques for GDPR compliance?

GDPR compliance techniques include:

  1. Data Mapping and Inventory: Understanding where personal data is stored and how it flows through the organization.
  2. Privacy Impact Assessments: Evaluating projects and processes for privacy risks and compliance.
  3. Data Minimization: Collecting only the data necessary for the specified purpose.
  4. Consent Management: Obtaining and managing clear consent from individuals for processing their data.
  5. Data Protection by Design and Default: Integrating data protection into new products, services, and processes from the outset.
  6. Regular Audits and Monitoring: Conducting regular audits of data processing activities and security measures to ensure ongoing compliance.
  7. Training and Awareness: Educating staff about GDPR requirements and data protection practices.
  8. Incident Response Plans: Preparing for data breaches with a response plan that includes notification procedures.

Can software be GDPR compliant? 

Yes, software can be GDPR compliant. GDPR compliance is not limited to just organizational practices but also extends to the software and tools used to process personal data. When selecting software, organizations should consider whether it adheres to the GDPR’s requirements and provides features and functionalities that facilitate compliance. GDPR compliance software typically includes capabilities such as data mapping, consent management, data subject rights management, breach detection and notification, and privacy policy management, to name a few.

How do I create a GDPR compliance program? 

Creating a GDPR compliance program involves several key steps:

  1. Understand the GDPR: Familiarize yourself with the requirements and principles outlined in the GDPR. This includes understanding the scope, lawful bases for processing, data subject rights, and obligations of data controllers and processors.
  2. Assess current data practices: Conduct a thorough assessment of your organization’s data processing activities, data flows, and data protection practices. Identify any gaps or areas of non-compliance with the GDPR.
  3. Develop policies and procedures: Create comprehensive policies and procedures that align with GDPR requirements. This should cover areas such as data protection, data subject rights, data breach response, consent management, and vendor management.
  4. Implement technical and organizational measures: Put in place appropriate technical and organizational measures to protect personal data. This includes implementing data security measures, access controls, data minimization practices, and privacy-enhancing technologies.
  5. Train and educate staff: Provide training and education to employees on GDPR principles, their responsibilities, and how to handle personal data in compliance with the regulation. This helps foster a culture of data protection within the organization.
  6. Establish data subject rights processes: Develop processes and mechanisms to handle data subject rights requests, such as access, rectification, erasure, and objection. Ensure that these requests can be effectively and timely addressed.
  7. Monitor and audit compliance: Regularly monitor and audit compliance with GDPR requirements. Conduct periodic assessments, review processes and controls, and address any identified areas of non-compliance or improvement.
  8. Maintain documentation: Keep comprehensive documentation of your GDPR compliance program, including policies, procedures, data processing activities, data protection impact assessments (DPIAs), and records of data subject interactions.
  9. Stay informed and adapt: Stay updated on GDPR developments, guidance, and best practices. Adapt your compliance program as needed to address any changes in regulatory requirements or organizational processes.

What is the role of GDPR compliance software in data protection? 

GDPR compliance software plays a crucial role in streamlining data protection efforts by providing tools for managing various aspects of GDPR compliance, such as consent, data subject rights, and data breach management. How does GDPR compliance software help with managing data subject rights? GDPR compliance software provides workflows and automation to handle data subject requests efficiently, ensuring timely responses and accurate record-keeping of these interactions.

Can GDPR compliance software automate consent management? 

Yes, GDPR compliance software offers features to automate consent management, including capturing, recording, and managing consent preferences and withdrawals.

How does GDPR compliance software assist in data breach detection and notification?

The software includes functionalities to detect potential data breaches, initiate incident response workflows, notify the appropriate authorities and affected individuals, and maintain a record of breach-related activities. What are the potential consequences of non-compliance with GDPR regulations? Non-compliance with GDPR regulations can result in severe penalties, including significant fines, reputational damage, and legal consequences.

Is GDPR compliance software suitable for businesses of all sizes?

Yes, GDPR compliance software is available for businesses of all sizes. Different software options cater to the specific needs and budgets of small, medium, and large organizations.

Can GDPR compliance software be customized to meet specific industry requirements? 

Many GDPR compliance software solutions offer customization options to align with specific industry requirements and processes. Consult with the software vendor to understand the extent of customization possibilities.

What should organizations consider when selecting a GDPR compliance software vendor?  

Consider factors such as the vendor’s reputation, experience, customer reviews, support offerings, data security measures, compliance with relevant regulations, and the scalability and flexibility of their software.

Do US companies have to follow GDPR?

Yes, US companies have to follow GDPR if they process personal data related to the offering of goods or services to, or monitoring the behavior of, EU data subjects, regardless of where the company is based. This means that if a US-based company has customers in the EU or collects personal data from individuals in the EU, it must comply with GDPR.

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