Best GDPR Compliance Software

GDPR Compliance Software Guide

GDPR compliance software is a data privacy management tool that helps organizations and website owners comply with the existing EU privacy law, General Data Protection Regulation (GDPR). This regulation outlines a set of data protection requirements for companies who operate within the European Union. The GDPR sets out legally binding obligations on organizations as to how they collect, process and store personal data belonging to EU citizens. Compliance with this regulation is therefore important not only from a legal perspective but also from an ethical standpoint.

Generally speaking, GDPR compliance software enables businesses to ensure they are compliant with the GDPR regulations by providing detailed reports and ensuring that processes are adhered to in order to meet the standards set out in these regulations. It helps organizations identify any areas of their operations where data processing activities can potentially be improved or where there may be risks in terms of privacy and security. These solutions usually include features such as encryption methods, access controls, user authentication protocols, activity logging and audit trails so organizations can track their progress against meeting the GDPR requirements in real-time.

GDPR compliance software can also be used for notifications so companies can inform users about changes made to their policies regarding data storage, usage and sharing. It also offers automated alerts when certain types of activities occur related to data processing — for example if unauthorized access occurs or if personal information is accessed without permission or consent. Furthermore, some solutions may include functionality that allows companies to create custom privacy policies according to their individual needs as well as tools for managing consent forms and updating them when necessary.

The use of GDPR compliance software can provide valuable assistance by making sure companies remain compliant with the new regulations while still enabling them the flexibility needed in order to efficiently manage customer relationships and securely handle personal data at all times. By using these solutions effectively, it will be possible for organizations operating within Europe’s internal market to stay up-to-date with all its associated laws regarding data protection measures which ultimately protect EU citizens from potential risks or misuses of their personal data online.

What Is GDPR?

The General Data Protection Regulation dictates how companies should use customer data. The law insists that companies are fully responsible for consumer privacy and any privacy breach occurring due to the use of such data.

Accordingly, the GDPR software help automate compliance by letting website owners, Internet companies, and organizations meet GDPR requirements. It does so by assisting companies manage various types of customer data, consent forms, and data security issues. A reliable GDPR software also allows website visitors to edit their personal information and change user permissions.

It is important to note that the scope of GDPR is not relegated to European Union only. In fact, anyone, including websites that deal with EU residents, must ensure GDPR compliance. GDPR further suggests that both the original data processor and any third parties with whom it shares data are responsible for the privacy and safety of consumers.

Under these circumstances, implementing GDPR technology to address privacy concerns makes a lot of sense. Noncompliance can lead to fines of up to 20 million pounds or 4% of annual global turnover, whichever is higher.

GDPR Compliance Software Features

Not all GDPR software are created equal. Despite the effort to build a robust tool, many software lacks critical functions. To make everything tick, here are eight important functions that every GDPR software should offer:

• Data Protection & Privacy: GDPR compliance software provides organizations with the tools to ensure their data is protected, secure, and private. This feature helps organizations comply with GDPR regulations while still delivering access to their customers and employees.
• Consent Management: The GDPR software should enable users to manage the content of private information. It should let them opt out of data sharing and pick what information they're willing to disclose. Some GDPR software offer a consent management component.
• Dashboard: The software dashboard should allow everyone to easily access and view how the data is classified, labeled, protected, used, and stored.
• Audit Trail: A well-designed software keeps a complete record of audits and changes to the data. Overall, the management must be able to track every change made on the platform.
• Cookie Scanning: Some GDPR compliance solutions offer a cookie scanner component, so that companies can automatically scan their websites cookies to remain compliant with customer consent.
• Data Portability: The GDPR software should enable users to move their stored data from one controller to another in an easy-to-use format.
• Access Controls: Organizations must ensure that data stored on access devices such as a key fob, biometric cards, and IR instruments are safe from hackers and unauthorized entities.
• Notifications: Every GDPR software should offer timely notifications of updates and privacy breaches. Users and stakeholders must be notified of any data breach within 72 hours unless the controller can offer an appropriate explanation for the notification delay.
• Incident Management: In case of a data breach, the software should generate automatic notifications and report such breaches to the controller and relevant authorities. In critical situations, it must give controllers the ability to inform affected individuals without any delay.
• Data Governance: Sophisticated GDPR software allows controllers to design a data governance framework that can control and manage user data. The software should also help administers establish roles and responsibilities of everyone involved in the process.
• Data Subject Access Request (DSAR): Some GDPR platforms offer the ability to process data subject access requests, so that the organization can handle requests about personal data from users.
• Breach Notification: In the event of a security breach, this feature notifies users within 72 hours via email or text message about the incident and what steps they should take next.
• Data Usage Reporting: This feature enables organizations to monitor and track how customers’ personal data is being used. It provides a comprehensive overview of the usage of customer data, from who has accessed it to where it was stored.
• Risk Management: The software helps businesses identify any risks associated with handling personal data and outlines steps for reducing these risks. An intentional risk management system also enables organizations to stay compliant with GDPR requirements.
• Auditing & Compliance Review: This feature provides complete visibility into an organization’s data privacy practices. It continually reviews processes for compliance issues, suggests best practices, and monitors compliance on an ongoing basis.

Why Does Your Organization Need GDPR Software?

Whether it's an online website, offline retailer, or freelancer, GDPR compliance is necessary. However, the need for GDPR compliance may differ based on your business circumstances. Before selecting appropriate software, try to evaluate where you fit in:

1. New to GDPR: If this is the first time you're trying to comply with GDPR, buy a GDPR software, which will ensure full compliance. Lack of budget and knowledge is not an excuse anymore. It's easy to find something for your need. Modern GDPR-compatible software and online GDPR platforms offer some or all functionalities required to run full-scale operations.
2. Require Additional GDPR Functions: A stand-alone GDPR tool is a practical solution for companies that have already invested in data security tools and risk-management software. There are tons of tools that can be integrated into the existing setup. Talk to an expert to discuss options that can fill existing gaps.

GDPR Compliance Software Advantages

Besides ensuring compliance, GDPR also offers additional security features and improves customer trust. Here are just two of its main benefits:

1. Enhanced Cybersecurity: Modern GDPR tools offer data security functions, network monitoring capabilities, and high-end encryption. While the level of protection may differ, such functions can easily improve the overall security framework of an organization.
2. Improved Customer Loyalty: In the Internet era, most people are aware of the data privacy issues affecting them. Whenever businesses and websites empower their users by allowing them to decide how they want their information utilized, it builds trust and loyalty. Giving choices such as cookie information, opt-out buttons, and consent forms is a novel way of improving brand reputation and customer retention rate.
3. Improved Data Protection: GDPR compliance software helps organizations better protect their customers’ data by ensuring that the information remains secure. This is achieved by providing access control, identity and access management, data encryption and other security measures.
4. Enhanced Transparency: GDPR compliance software provides organizations with greater transparency when it comes to collecting, storing and managing customer data. This allows customers to easily understand how their data is being processed and managed, as well as provides them with more control over how their personal information is used.
5. Comprehensive Auditing Capabilities: GDPR compliance software includes comprehensive auditing capabilities that enable organizations to identify potential breaches of the regulations, allowing them to take corrective action quickly. The software also enables organizations to track user activity across various systems within the organization in order to detect any unauthorized attempts at accessing customer data.
6. Data Compliance Cookbook: Most GDPR compliant software comes equipped with a “data compliance cookbook” that guides organizations through the process of ensuring they are meeting all requirements of the regulation. This cookbook contains step-by-step instructions on how to securely store and manage customer data while staying compliant with the GDPR standards.
7. Automation: With a good GDPR compliant solution in place, many manual processes can be automated, such as scanning for sensitive information stored in databases or sending out consent requests from customers before processing their personal information. These automated processes help ensure accuracy across multiple departments within an organization while reducing time wasted on mundane tasks that could otherwise be put towards improving customer experience or developing new products/services for customers.
8. Ongoing Compliance Monitoring: GDPR compliant software can monitor the organization’s compliance with the regulation on an ongoing basis, ensuring that all data processing activities are still up to standard. This helps organizations quickly detect any potential data breaches and take action immediately before they cause any serious damage.

What Is Personal Identifiable Information (PII) According to the GDPR?

Under the GDPR definition, personal data, also known as personal identifiable information (PII), is any piece of information that identifies or helps identify a natural person. Among others, personal data can include an identification number, location data, and an online identifier.

GDPR suggests that personal data should be broadly interrupted. It means that anything that can identify a person, such as their work timings, written answers, and IP address, are examples of personal data. In most cases, subjective data, which includes opinions, judgments, and estimates, must be treated as personal data.

GDPR Compliance and Email Marketing

Every month, people send hundreds of emails to their business acquaintances, potential customers, and organizations. Many of them don't realize that emails are also subject to GDPR.

Emails fall under GDPR law because they contain identifiable private data such as names and email addresses. Besides email marketing, email safety and email encryption are some other important aspects to consider when buying GDPR compliance software.

According to the GDPR, an email should collect freely given, specific, informed, and unambiguous consent. Email marketers are prone to huge fines if they do not abide by GDPR rules. Before emailing someone, consider these points:

• Every email lead should contain an opt-in form asking permission to add a person to an email list.
• Consumers should be given the option to easily remove themselves from an email list.
• Email marketers should ask for the consent of users before storing their personal information and delete such information when it's not needed any longer.

If needed, email marketers can use software to sync customer leads, data, subscription information, and consent between two apps. When transferring consolidated data, make sure to use secure transfer protocols.

Who Uses GDPR Compliance Software?

• Businesses: Companies of any size can benefit from GDPR compliance software to ensure they are protecting the data of customers, employees, or business partners.
• Government Agencies: Government agencies must comply with GDPR regulations when collecting personal information from citizens and other organizations.
• Educational Institutions: Schools, universities, and other educational institutions must adhere to strict GDPR standards when collecting student data.
• Healthcare Organizations: Hospitals, medical centers, and other healthcare organizations must protect sensitive patient data under the GDPR regulations.
• Financial Services Companies: Banks, insurance companies, investment firms, and other financial service providers must also take measures to protect customer data under the GDPR guidelines.
• Social Networks/Online Platforms: Websites such as Facebook and Twitter, along with various online platforms that collect user information should comply with GDPR standards for data privacy protection.
• Ecommerce Sites: Online retailers such as Amazon or Etsy have an obligation to protect user information in accordance with the GDPR regulations.
• Technology Companies: Software developers must take steps to ensure their apps are compliant with GDPR requirements before releasing them into the marketplace.
• Data Brokers & Advertisers: Companies specializing in targeted advertising or gathering consumer information through web tracking technologies should take steps to become compliant with the GDPR regulations.

How Much Does GDPR Compliance Software Cost?

The cost of GDPR compliance software varies greatly depending on the size of your business and the scope of your project. Generally speaking, the cost can range from a few hundred dollars for basic packages to up to thousands of dollars for more comprehensive packages with enterprise-level features. If you are interested in purchasing GDPR compliance software, it is important to shop around and compare prices as different vendors may offer different features at varying price points. Additionally, if you require assistance with implementation or training, that too may add additional costs.

When considering the final price tag associated with purchasing GDPR compliance software it is also important to factor in any ongoing maintenance fees or subscription plans that may be required. These are generally billed annually and can help ensure that you remain compliant with GDPR standards over the long term. Although a large initial investment might seem daunting, remember that taking steps now to protect your customers’ data will likely pay off in long-term customer loyalty and trust.

What Does GDPR Compliance Software Integrate With?

Different types of software can integrate with GDPR compliance software in order to help ensure that the organization's data and customer information are handled according to GDPR regulations. This includes customer relationship management (CRM) software, which helps organizations track customer data; enterprise resource planning (ERP) software, which aids with financial, human resources, and operational processes; and content management systems (CMS), which allow for the storage and retrieval of digital content. Additionally, web analytics tools can be used to monitor website visits in order to protect personal information from being unlawfully accessed or collected without consent. Finally, point-of-sale (POS) systems can also integrate with GDPR compliance software so that all purchases made through the system adhere to privacy standards.

What to Keep in Mind When Evaluating GDPR Compliance Software

While it makes sense to quickly cover any privacy loopholes, it's even more important to pick the right GDPR software. The following guidelines will help you make reasonable decisions:

• Keep in mind that GDPR is only one major aspect of international law. Therefore, pick a software that can easily incorporate the broader spectrum of consumer safety and privacy law. Businesses also need to deal with local and country-specific requirements. The California Consumer Privacy Act (CCPA) and the Cookie Law are just two of several legal requirements that businesses may need to follow.
• A functional tool that can easily integrate with your existing setup is more effective than software that is difficult to set up and operate. Instead of fancy specifications, look for a tool that can easily support your existing business operations.

How to Choose GDPR Software

1. Identify the data you need to protect and the scope of GDPR obligations that your specific organization has. This will help determine which GDPR compliance software is right for you.
2. Research different GDPR compliance software solutions and compare their features, such as security capabilities, ease of use, cost, customer support, and training offered. Compare GDPR software by features, pricing, user reviews, integrations, and more using the tools on this page.
3. Make sure the compliance software meets all necessary regulations and industry standards by checking it against a GDPR compliance checklist or guide.
4. Take advantage of free trial offers from reputable vendors before you purchase any software: this way you can assess whether the product is suitable for your organization’s needs in terms of functionality and usability.
5. Do a thorough review across departments to get feedback on how user friendly the software is so that it can be easily adopted throughout your organization.
6. Check references from other users who have implemented similar solutions to make sure that the vendor is reliable and provides good customer service when needed.

GDPR Compliance Trends

1. Automated Security and Compliance Monitoring: GDPR compliance software solutions are now able to automate security and compliance monitoring tasks. These can be used to continuously monitor the entire IT infrastructure of an organization, alerting them when a potential breach is detected and enabling them to take immediate action.
2. Data Loss Prevention: Increasingly, organizations are leveraging GDPR compliance software to help them protect their data against malicious activities such as phishing attacks or accidental data leakage. This enables companies to detect and stop any attempts at unauthorized access or transfer of their sensitive information before it happens.
3. End-to-End Encryption: Another trend related to GDPR compliance software is end-to-end encryption of sensitive data in transit and storage. This enables companies to ensure that confidential information remains secure while also adhering to the strict guidelines set by the GDPR regulations in terms of user privacy and data protection.
4. Risk Management: Thanks to modern GDPR compliance software solutions, businesses can keep track of all the risks associated with their operations in real time, allowing them to quickly identify any potential issues with their processes or systems before they result in costly penalties or damages for noncompliance with the law.
5. User Access Controls: The latest generation of GDPR-compliant software solutions also provide companies with tools for managing user privileges and ensuring that only authorized personnel are allowed access to certain types of information or resources within a system. This helps organizations effectively adhere to the "need-to-know" principle stipulated by the GDPR as a condition for lawful processing activities involving personal data.
6. Data Anonymization: GDPR compliance software solutions can also be used to ensure the continued privacy of users’ identities, even after their personal data has been collected and processed. This is done through techniques such as data masking and pseudonymization, which allow companies to safely store sensitive information without risking unauthorized disclosure.