{"id":14100,"date":"2023-04-14T00:00:00","date_gmt":"2023-04-14T07:00:00","guid":{"rendered":"https:\/\/www.syteca.com\/blog\/en-blog-how-to-prepare-for-gdpr\/"},"modified":"2025-06-18T07:01:42","modified_gmt":"2025-06-18T14:01:42","slug":"how-to-prepare-for-gdpr","status":"publish","type":"post","link":"https:\/\/www.syteca.com\/en\/blog\/how-to-prepare-for-gdpr","title":{"rendered":"10 Steps to Pain-Free GDPR Compliance"},"content":{"rendered":"\n<p>The General Data Protection Regulation (GDPR) is often considered the strictest regulation in the world for securing users\u2019 personal data, with fines for non-compliance reaching more than \u20ac20 million. The GDPR applies to all organizations processing the personal data of European Union (EU) residents.<\/p>\n\n\n\n<p>Do you find it daunting to read through the complex articles of this regulation? Read on to explore the nature and key principles of the GDPR and learn how to become GDPR-compliant in ten simple steps. This article will be helpful for companies that already follow the GDPR and those planning to enter the EU market.<\/p>\n\n\n\n<h2  class=\"wp-block-heading\">What is the GDPR?<\/h2>\n\n\n\n<p>The <a href=\"https:\/\/gdpr.eu\/tag\/gdpr\/\" target=\"_blank\" rel=\"noopener\">General Data Protection Regulation<\/a> is a data privacy and security regulation adopted by the EU and put into effect on May 25, 2018. The GDPR imposes obligations on all organizations that collect and process personal data of EU residents, even if these organizations operate outside the EU.<\/p>\n\n\n\n<p>The GDPR provides EU residents with control over their personal data and obliges organizations to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Gather, collect, and manage personal data legally and according to strict rules<\/li>\n\n\n\n<li>Protect personal data from misuse, exploitation, and compromise<\/li>\n\n\n\n<li>Respect the rights of individuals to control their data<\/li>\n<\/ul>\n\n\n\n<p>The GDPR\u2019s two primary focus areas are personal data and data processing:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-001-1.png\" alt=\"GDPR\u2019s primary focus areas\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>It\u2019s also important to be familiar with <a href=\"https:\/\/gdpr-info.eu\/art-4-gdpr\/\" target=\"_blank\" rel=\"noopener\">specific GDPR terms<\/a> for defining roles associated with data handling: <em>data controllers<\/em>, <em>data subjects<\/em>, and <em>data processors<\/em>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-002-1.png\" alt=\"Key data-related GDPR terms\"\/><\/figure>\n\n\n\n<p>Ensuring compliance with the GDPR and other regulations and laws is one of <a href=\"\/en\/blog\/the-biggest-challenges-for-cios#id-6-regulatory-compliance\" target=\"_blank\" rel=\"noreferrer noopener\">the biggest challenges for CIOs<\/a>, CSOs, and CCOs. Read our related article to learn how to combat this and similar challenges. <\/p>\n\n\n\n<h2  class=\"wp-block-heading\">Who must comply with the GDPR?<\/h2>\n\n\n\n<p>Any organization that stores or processes personal information of EU residents is obliged to comply with the GDPR, even if the organization is located outside the EU.<\/p>\n\n\n\n<p>The GDPR currently protects personal data of residents in the following countries:<\/p>\n\n\n\n<figure class=\"wp-block-table table-with-subtitle\"><table><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\" colspan=\"4\">List of countries covered by the GDPR<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Austria.png\" alt=\"Austria\" width=\"30\" height=\"20\"> Austria<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Estonia.png\" alt=\"Estonia\" width=\"30\" height=\"20\"> Estonia<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Italy.png\" alt=\"Italy\" width=\"30\" height=\"20\"> Italy<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Portugal.png\" alt=\"Portugal\" width=\"30\" height=\"20\"> Portugal<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Belgium.png\" alt=\"Belgium\" width=\"30\" height=\"20\"> Belgium<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Finland.png\" alt=\"Finland\" width=\"30\" height=\"20\"> Finland<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Latvia.png\" alt=\"Latvia\" width=\"30\" height=\"20\"> Latvia<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Romania.png\" alt=\"Romania\" width=\"30\" height=\"20\"> Romania<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Bulgaria.png\" alt=\"Bulgaria\" width=\"30\" height=\"20\"> Bulgaria<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/France.png\" alt=\"France\" width=\"30\" height=\"20\"> France<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Lithuania.png\" alt=\"Lithuania\" width=\"30\" height=\"20\"> Lithuania<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Slovakia.png\" alt=\"Slovakia\" width=\"30\" height=\"20\"> Slovakia<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Croatia.png\" alt=\"Croatia\" width=\"30\" height=\"20\"> Croatia<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Germany.png\" alt=\"Germany\" width=\"30\" height=\"20\"> Germany<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Luxembourg.png\" alt=\"Luxembourg\" width=\"30\" height=\"20\"> Luxembourg<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Slovenia.png\" alt=\"Slovenia\" width=\"30\" height=\"20\"> Slovenia<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Cyprus.png\" alt=\"Cyprus\" width=\"30\" height=\"20\"> Cyprus<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Greece.png\" alt=\"Greece\" width=\"30\" height=\"20\"> Greece<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Malta.png\" alt=\"Malta\" width=\"30\" height=\"20\"> Malta<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Spain.png\" alt=\"Spain\" width=\"30\" height=\"20\"> Spain<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Czech-Republic.png\" alt=\"Czech Republic\" width=\"30\" height=\"20\"> Czech Republic<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Hungary.png\" alt=\"Hungary\" width=\"30\" height=\"20\"> Hungary<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Netherlands.png\" alt=\"Netherlands\" width=\"30\" height=\"20\"> Netherlands<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Sweden.png\" alt=\"Sweden\" width=\"30\" height=\"20\"> Sweden<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Denmark.png\" alt=\"Denmark\" width=\"30\" height=\"20\"> Denmark<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Ireland.png\" alt=\"Ireland\" width=\"30\" height=\"20\"> Ireland<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/Poland.png\" alt=\"Poland\" width=\"30\" height=\"20\"> Poland<\/td><td class=\"has-text-align-center\" data-align=\"center\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/United-Kingdom.png\" alt=\"United Kingdom\" width=\"30\" height=\"20\"> United Kingdom<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><em>Note: The GDPR still applies to UK residents after Brexit, as the United Kingdom has retained identical requirements in its own <\/em><a href=\"https:\/\/ico.org.uk\/for-organisations\/guide-to-data-protection\/guide-to-the-general-data-protection-regulation-gdpr\/\" target=\"_blank\" rel=\"noopener\"><em>UK-GDPR<\/em><\/a><em>.<\/em><\/p>\n\n\n\n<p>There are some exceptions, however. Organizations with fewer than 250 employees are free from the majority of record-keeping obligations (see Article 30.5) unless their processing of personal data:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>is likely to result in a risk to the rights and freedoms of data subjects<\/li>\n\n\n\n<li>is not occasional<\/li>\n\n\n\n<li>includes special categories of data described in <a href=\"https:\/\/gdpr.eu\/article-9-processing-special-categories-of-personal-data-prohibited\/\" target=\"_blank\" rel=\"noopener\">Article 9<\/a><\/li>\n\n\n\n<li>includes personal data relating to criminal convictions and offenses described in Article 10<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-003-1.png\" alt=\"do-you-need-to-comply-with-gdpr\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"\/en\/blog\/cloud-infrastructure-security\" target=\"_blank\" rel=\"noopener\">Cloud Infrastructure Security: 7 Best Practices to Secure Your Sensitive Data<\/a><\/p>\n\n\n\n<h2  class=\"wp-block-heading\">Why should you comply with the GDPR?<\/h2>\n\n\n\n<p>Meeting GDPR requirements can help your organization to:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-004-1.png\" alt=\"Benefits of GDPR compliance\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Protect customer and employee data<\/h3>\n\n\n\n<p>The GDPR sets high standards for personal data security, obliging data controllers and processors to protect sensitive personal data. Ensuring secure data processing is a reliable way to minimize the risk of security incidents.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Maintain your reputation<\/h3>\n\n\n\n<p>Neglecting data privacy regulations may harm your reputation. For example, experiencing a data breach will lead to investigations, fines, and potential lawsuits. Staying compliant with GDPR requirements can help you avoid data breaches and maintain the status of a trustworthy and professional organization in the public eye.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Ensure customer loyalty<\/h3>\n\n\n\n<p>People want to know that their data is safe and they have control over it. Customers and businesses are more likely to choose a GDPR-compliant service provider or subcontractor than a non-compliant one.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Avoid fines and lawsuits<\/h3>\n\n\n\n<p>Non-compliance with the GDPR may lead to investigations, penalties, and even data breaches. <a href=\"https:\/\/www.dlapiper.com\/en-gb\/insights\/publications\/2023\/01\/dla-piper-gdpr-fines-and-data-breach-survey-january-2023\" target=\"_blank\" rel=\"noopener\">Up to 110,000 personal data breaches<\/a> have been reported to GDPR regulators between 2022 and 2023, resulting in a total of nearly \u20ac1.64 billion (\u2248 $1.74 billion) in fines.<\/p>\n\n\n\n<p><a href=\"https:\/\/gdpr.eu\/article-83-conditions-for-imposing-administrative-fines\/\" target=\"_blank\" rel=\"noopener\">Fines for non-compliance<\/a> may reach up to 4% of annual global turnover or \u20ac20 million (whichever is greater). The largest GDPR fine so far paid by a single company was<a href=\"https:\/\/www.tessian.com\/blog\/biggest-gdpr-fines-2020\/\" target=\"_blank\" rel=\"noopener\"> \u20ac746 million<\/a> (\u2248 $790 million). The size of a fine depends on multiple factors, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The duration and severity of the violation<\/li>\n\n\n\n<li>The degree of cooperation with the supervisory authority<\/li>\n\n\n\n<li>The categories of personal data affected<\/li>\n<\/ul>\n\n\n\n<p>The GDPR compliance process requires a deep understanding of the regulation. So before proceeding to the GDPR data protection checklist, let\u2019s take a quick look at the fundamental principles behind the GDPR.<\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"\/en\/solutions\/meeting-compliance-requirements\/gdpr-compliance\" target=\"_blank\" rel=\"noopener\">Using Syteca for GDPR compliance<\/a><\/p>\n\n\n\n<h2  class=\"wp-block-heading\">Key principles of the GDPR<\/h2>\n\n\n\n<p>GDPR requirements are based on the seven principles laid out in <a href=\"https:\/\/gdpr.eu\/tag\/chapter-2\/\" target=\"_blank\" rel=\"noopener\">Chapter 2<\/a>. They embody the main ideas of the regulation and explain the key reasons for implementing its requirements.<\/p>\n\n\n\n<p>Compliance with these principles is essential for reliable data protection in general and compliance with the detailed provisions of the GDPR in particular.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-005-1.png\" alt=\"Key principles of the GDPR\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>The next section offers ten basic steps for GDPR compliance.<\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"\/en\/blog\/dlp-systems-pros-and-cons\" target=\"_blank\" rel=\"noopener\">Data Loss Prevention (DLP) Systems: Main Advantages and Disadvantages<\/a><\/p>\n\n\n\n<h2  class=\"wp-block-heading\">How to comply with the GDPR<\/h2>\n\n\n\n<p>Even though there are no mandatory audits to confirm GDPR compliance, organizations can\u2019t simply get away with non-compliance. If a data breach or a violation of data subjects\u2019 rights occurs, supervisory authorities and regulators will investigate the incident and check the organization\u2019s compliance.<\/p>\n\n\n\n<p>To both minimize the risk of data breaches and avoid fines, your company may use our GDPR checklist to ensure it meets major GDPR requirements.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"825\" height=\"486\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/05\/figure-6-1.png\" alt=\"Checklist for ensuring GDPR compliance\" class=\"wp-image-22767\" srcset=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/05\/figure-6-1.png 825w, https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/05\/figure-6-1-300x177.png 300w, https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/05\/figure-6-1-768x452.png 768w\" sizes=\"(max-width: 825px) 100vw, 825px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">1. Ensure lawfulness and transparency of data processing<\/h3>\n\n\n\n<p>The GDPR requires establishing a lawful basis for and a transparent method of data processing. To do so, follow these six practices:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-007-1.png\" alt=\"Best practices to ensure lawfulness and transparency of data processing\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>Asking for users\u2019 consent has some nuances. It\u2019s important that the user agrees to the processing of their data, so make sure to receive consent through some sort of opt-in action, such as clicking a checkbox.<\/p>\n\n\n\n<p>It\u2019s also a good decision to provide clear and concise information about data collection, storage, and processing. All this information should be easily accessible.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Review your data protection policies<\/h3>\n\n\n\n<p>Another thing that will help you comply with the GDPR is developing and implementing a GDPR-compliant data protection policy. If you already have one, make sure to review it regularly.<\/p>\n\n\n\n<p>Ensure that your data protection policy unites all other security policies and implements the <a href=\"https:\/\/en.wikipedia.org\/wiki\/Privacy_by_design#Foundational_principles\" target=\"_blank\" rel=\"noopener\">privacy by design<\/a> principle, which implies making privacy an integral part of your IT infrastructure by default.<\/p>\n\n\n\n<p>Consider conducting regular self-audits with respect to GDPR compliance. The goal here is to validate that personal data is collected, stored, and processed securely and isn\u2019t accessible to more individuals than necessary. Also, check that your systems process only the categories of personal data needed for your specific purposes.<\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"\/en\/blog\/supply-chain-security\" target=\"_blank\" rel=\"noopener\">Major Supply Chain Cybersecurity Concerns and 7 Best Practices to Address Them<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. \u0421onduct a data protection impact assessment<\/h3>\n\n\n\n<p>A <a href=\"https:\/\/gdpr.eu\/data-protection-impact-assessment-template\/\" target=\"_blank\" rel=\"noopener\">data protection impact assessment<\/a> (DPIA) is a process designed to identify and mitigate the risks imposed by personal data collection and processing. A clear understanding of data privacy risks can help you choose the proper security measures and develop relevant cybersecurity policies. For instance, after such an assessment, you\u2019ll clearly define what <a href=\"\/en\/blog\/5-reasons-to-start-pseudonymizing-personal-data-in-your-organization\" target=\"_blank\" rel=\"noreferrer noopener\">data requires pseudonymization<\/a>.<\/p>\n\n\n\n<p>A DPIA starts with an inventory of all processes related to personal data collection and processing. Then, there\u2019s the assessment of risks to the rights and freedoms of data subjects.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-008-1.png\" alt=\"A data protection impact assessment (DPIA) can help you\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>To conduct a proper DPIA, you may refer to the sample <a href=\"https:\/\/gdpr.eu\/wp-content\/uploads\/2019\/03\/dpia-template-v1.pdf\" target=\"_blank\" rel=\"noopener\">DPIA template<\/a> offered by the GDPR. <a href=\"https:\/\/gdpr-info.eu\/art-35-gdpr\/\" target=\"_blank\" rel=\"noopener\">Article 35<\/a> of the GDPR also states that your organization shall seek the advice of the data protection officer when performing a DPIA.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">4. Implement proper data security measures<\/h3>\n\n\n\n<p>No data is secure without relevant controls and protection mechanisms. Your cybersecurity software measures are worth special attention, as they\u2019re the foundation for your data protection.<\/p>\n\n\n\n<p>To ensure GDPR compliance and improve data security, consider implementing the following cybersecurity solutions:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-009-1.png\" alt=\"Software measures for enhancing data security and GDPR compliance\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5. Ensure users\u2019 privacy rights<\/h3>\n\n\n\n<p><a href=\"https:\/\/gdpr.eu\/tag\/chapter-3\/\" target=\"_blank\" rel=\"noopener\">Chapter 3<\/a> defines the rights of data subjects you should guarantee in order to ensure GDPR compliance.<\/p>\n\n\n\n<p>Make sure to review the privacy rights of your customers and website users to verify that they can easily do the following:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-010-1.png\" alt=\"Data subjects must be able to\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>Consider listing data subjects\u2019 rights in your privacy policy. You can visit <a href=\"https:\/\/gdpr.eu\/privacy-policy\/\" target=\"_blank\" rel=\"noopener\">the GDPR website<\/a> to take its privacy policy as a reference. Any changes to your privacy policy must be communicated to your data subjects via email.<\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"\/en\/blog\/prevent-industrial-espionage\" target=\"_blank\" rel=\"noopener\">How to Detect and Prevent Industrial Espionage<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">6. Document your GDPR compliance<\/h3>\n\n\n\n<p>Another essential GDPR requirement is being able to demonstrate compliance to supervisory authorities and prove that all data is processed legally and with all possible security measures applied.<\/p>\n\n\n\n<p>Consider maintaining documentation on how you ensure compliance and personal data security. You can do this in the form of a GDPR diary mapping the flow of data in your organization that is maintained to prove compliance to auditors. In case of a data breach, you can also use your GDPR diary as a reference for improving security.<\/p>\n\n\n\n<p>To help your organization ensure GDPR compliance and accountability, consider keeping the following records:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-011-1.png\" alt=\"Information to document GDPR compliance\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">7. Appoint a data protection officer<\/h3>\n\n\n\n<p>A data protection officer (DPO) is an in-house or outsourced specialist who oversees <a href=\"https:\/\/www.syteca.com\/en\/solutions\/meeting-compliance-requirements\" target=\"_blank\" rel=\"noopener\">compliance IT with requirements<\/a> and knows how to be GDPR-compliant. A DPO also reports to management about any data breach risks.<\/p>\n\n\n\n<p>The GDPR <a href=\"https:\/\/gdpr.eu\/data-protection-officer\/\" target=\"_blank\" rel=\"noopener\">requires you to hire a DPO<\/a> if you meet one of three criteria:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Your organization is a public body or authority, with exemptions granted to courts and other independent judicial authorities<\/li>\n\n\n\n<li>You perform large-scale, regular processing of personal data<\/li>\n\n\n\n<li>You process data within <a href=\"https:\/\/www.gdprsummary.com\/gdpr-definitions\/special-categories-of-data\/?gclid=Cj0KCQjwyOuYBhCGARIsAIdGQRPkXqjar7ENmGe5txf-uU4BanPz43Uc5zygTa-ZmWf0FkVJIWkh3v8aAk9uEALw_wcB\" target=\"_blank\" rel=\"noopener\">special<\/a> categories<\/li>\n<\/ul>\n\n\n\n<p>The regulation doesn\u2019t oblige you to hire a DPO on a full-time basis. Depending on the organization, the DPO can work part-time or full-time.<\/p>\n\n\n\n<p>The GDPR assigns six major tasks to the DPO:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-012-1.png\" alt=\"6 tasks of a data protection officer\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">8. Determine your supervisory authority<\/h3>\n\n\n\n<p>According to <a href=\"https:\/\/gdpr.eu\/tag\/chapter-6\/\" target=\"_blank\" rel=\"noopener\">Chapter 6<\/a>, each EU Member State must provide one or more independent public authorities responsible for monitoring GDPR compliance.<\/p>\n\n\n\n<p>Also referred to as a Data Protection Authority (DPA), a relevant supervisory authority will serve as the primary contact for all GDPR inquiries to your organization.<\/p>\n\n\n\n<p>DPAs are expected to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Supervise the application of the GDPR<\/li>\n\n\n\n<li>Provide expert advice on data protection issues<\/li>\n\n\n\n<li>Handle complaints related to GDPR violations<\/li>\n\n\n\n<li>Impose fines for non-compliance on controllers and processors<\/li>\n<\/ul>\n\n\n\n<p>You can find a list of relevant DPAs on the <a href=\"https:\/\/edpb.europa.eu\/about-edpb\/about-edpb\/members_en#member-EDPS\" target=\"_blank\" rel=\"noopener\">European Data Protection Board website<\/a>. Organizations located outside the EU may contact the <a href=\"https:\/\/edps.europa.eu\/data-protection\/our-work\/edps-worldwide_en\" target=\"_blank\" rel=\"noopener\">European Data Protection Supervisor<\/a> (EDPS) as their supervisory authority.<\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"\/en\/blog\/cloud-infrastructure-security\" target=\"_blank\" rel=\"noopener\">7 Best Practices for Banking and Financial Cybersecurity Compliance<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">9. Promptly report data breaches<\/h3>\n\n\n\n<p><a href=\"https:\/\/gdpr-info.eu\/art-33-gdpr\/\" target=\"_blank\" rel=\"noopener\">Article 33<\/a> of the GDPR obliges any data controller to notify about a personal data breach within 72 hours of its detection unless the incident is unlikely to harm the rights and freedoms of data subjects.<\/p>\n\n\n\n<p>The regulation also states that data processors must notify data controllers about personal data breaches if such happen. If you have third parties with access to sensitive data, make sure they are aware of this GDPR requirement.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-013-1.png\" alt=\"Data breach notification hierarchy\"\/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>Your notification of the supervisory authority should contain:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Description of the nature of the personal data breach<\/li>\n\n\n\n<li>Categories and the approximate number of data subjects and personal records affected<\/li>\n\n\n\n<li>Possible consequences of the data breach<\/li>\n\n\n\n<li>Measures the controller took or proposes to take to address the personal data breach and mitigate possible consequences<\/li>\n\n\n\n<li>Contact details of the data protection officer or another person that can provide more information<\/li>\n<\/ul>\n\n\n\n<p>Make sure to document details of all breaches of personal data security and measures taken in their regard, as this may help you prove your compliance with the GDPR.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">10. Educate your staff about secure data processing<\/h3>\n\n\n\n<p>To minimize the risks of <a href=\"\/en\/blog\/4-ways-detect-and-prevent-misuse-data\" target=\"_blank\" rel=\"noreferrer noopener\">data misuse<\/a>, data breaches, and GDPR violations, make sure all your employees are aware of GDPR requirements, potential cybersecurity threats, personal data privacy, and possible consequences of non-compliance.<\/p>\n\n\n\n<p>You may ensure proper data processing <a href=\"https:\/\/www.syteca.com\/en\/blog\/insider-threat-awareness\" target=\"_blank\" rel=\"noopener\">awareness<\/a> by organizing regular training sessions for your employees. Consider updating training materials regularly as new cybersecurity risks arise. It\u2019s also important to showcase relevant examples of cybersecurity breaches to your staff and discuss possible incident response scenarios.<\/p>\n\n\n\n<p>It\u2019s essential to communicate to your personnel not only the right cybersecurity measures but also reasons for applying them. Employees may not understand certain cybersecurity controls or procedures and may disregard them in favor of convenience.<\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"\/en\/blog\/data-protection-compliance-insurance-industry\" target=\"_blank\" rel=\"noopener\">Data Protection Compliance for the Insurance Industry<\/a><\/p>\n\n\n\n<p>Complying with the GDPR requires organizations to spend much time and effort strengthening their data protection measures \u2014 not to mention reviewing their entire workflow to make sure personal data is collected, stored, and processed securely and that all employees follow security policies.<\/p>\n\n\n\n<p>Luckily, some tasks for ensuring GDPR compliance can be automated or simplified thanks to dedicated <a href=\"\/en\/solutions\/meeting-compliance-requirements\/gdpr-compliance\" target=\"_blank\" rel=\"noreferrer noopener\">GDPR compliance software<\/a>.<\/p>\n\n\n\n<h2  class=\"wp-block-heading\">Using Syteca to ensure GDPR compliance<\/h2>\n\n\n\n<p><a href=\"https:\/\/www.syteca.com\/en\" target=\"_blank\" rel=\"noopener\">Syteca<\/a> is a full-cycle insider risk management platform that effectively deters, detects, and disrupts insider threats. Syteca\u2019s extensive functionality can help you <a href=\"https:\/\/www.syteca.com\/en\/solutions\/meeting-compliance-requirements\/gdpr-compliance\" target=\"_blank\" rel=\"noopener\">meet GDPR requirements<\/a> stated in Articles <a href=\"https:\/\/gdpr-info.eu\/art-5-gdpr\/\" target=\"_blank\" rel=\"noopener\">5<\/a>, <a href=\"https:\/\/gdpr-info.eu\/art-24-gdpr\/\" target=\"_blank\" rel=\"noopener\">24<\/a>, <a href=\"https:\/\/gdpr-info.eu\/art-32-gdpr\/\" target=\"_blank\" rel=\"noopener\">32<\/a>, <a href=\"https:\/\/gdpr-info.eu\/art-33-gdpr\/\" target=\"_blank\" rel=\"noopener\">33<\/a>, <a href=\"https:\/\/gdpr-info.eu\/art-35-gdpr\/\" target=\"_blank\" rel=\"noopener\">35<\/a>, and <a href=\"https:\/\/gdpr-info.eu\/art-39-gdpr\/\" target=\"_blank\" rel=\"noopener\">39<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/www.syteca.com\/wp-content\/uploads\/2023\/04\/figure-014-1.png\" alt=\"Use Syteca to comply with\"\/><\/figure>\n\n\n\n<p>Syteca can help you achieve GDPR compliance and enhance your organization\u2019s security by providing the following capabilities:<\/p>\n\n\n\n<p><a href=\"https:\/\/www.syteca.com\/en\/product\/user-activity-monitoring\" target=\"_blank\" rel=\"noopener\"><strong>User activity monitoring<\/strong><\/a> to ensure that data subjects\u2019 personal data within your organization is processed fairly, legally, and securely by empowering you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Monitor the activity of your <a href=\"https:\/\/www.syteca.com\/en\/solutions\/monitoring-employee-activity\" target=\"_blank\" rel=\"noopener\">employees<\/a>, <a href=\"https:\/\/www.syteca.com\/en\/solutions\/privileged-user-monitoring\" target=\"_blank\" rel=\"noopener\">privileged users<\/a>, and <a href=\"https:\/\/www.syteca.com\/en\/solutions\/third-party-vendor-monitoring\" target=\"_blank\" rel=\"noopener\">third-party contractors<\/a><\/li>\n\n\n\n<li>Record data processing activities in a video format and watch them in a convenient YouTube-like player<\/li>\n\n\n\n<li>Search in monitored sessions using rich text metadata such as visited websites, used applications, typed keystrokes, and more<\/li>\n\n\n\n<li>Monitor, control, and block connected <a href=\"https:\/\/www.syteca.com\/en\/product\/usb-blocking\" target=\"_blank\" rel=\"noopener\">USB devices<\/a><\/li>\n<\/ul>\n\n\n\n<p><a href=\"https:\/\/www.syteca.com\/en\/product\/privileged-access-management\" target=\"_blank\" rel=\"noopener\"><strong>Privileged access management<\/strong><\/a> helps control and secure access to sensitive personal data and resources by allowing you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Verify user identities with the help of <a href=\"https:\/\/www.syteca.com\/en\/two-factor-authentication-tool\" target=\"_blank\" rel=\"noopener\">two-factor authentication<\/a><\/li>\n\n\n\n<li>Distinguish users of shared accounts via <a href=\"https:\/\/www.syteca.com\/en\/product\/identity-management\" target=\"_blank\" rel=\"noopener\">secondary authentication<\/a><\/li>\n\n\n\n<li>Automate and secure password management<\/li>\n\n\n\n<li>View and granularly manage access rights of all users in your infrastructure<\/li>\n\n\n\n<li>Provide users with temporary access to sensitive data<\/li>\n<\/ul>\n\n\n\n<p><a href=\"https:\/\/www.syteca.com\/en\/product\/alerts-and-notifications\" target=\"_blank\" rel=\"noopener\"><strong>Alerts and incident response<\/strong><\/a> functionality allows you to detect and prevent potential security incidents in a timely manner by enabling you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Set predefined and custom alerts based on suspicious events such as visited websites, typed keywords, opened applications, and connected <a href=\"https:\/\/www.syteca.com\/en\/product\/usb-blocking\" target=\"_blank\" rel=\"noopener\">USB devices<\/a><\/li>\n\n\n\n<li>Receive instant email notifications when an alert is triggered<\/li>\n\n\n\n<li>Review a suspicious user session in real time to confirm a security violation<\/li>\n\n\n\n<li>Automatically or manually stop a suspicious user\u2019s behavior by killing a process or blocking the user\u2019s session<\/li>\n\n\n\n<li>Detect unusual behavior with the help of an AI-powered <a href=\"https:\/\/www.syteca.com\/en\/blog\/5-levels-user-behavior-monitoring\" target=\"_blank\" rel=\"noopener\">user and entity behavior analytics<\/a> (UEBA) module<\/li>\n<\/ul>\n\n\n\n<p><a href=\"https:\/\/www.syteca.com\/en\/product\/reports-and-statistics\" target=\"_blank\" rel=\"noopener\"><strong>Enhanced auditing and reporting<\/strong><\/a> in Syteca can help you demonstrate that data is processed according to the GDPR requirements list by allowing you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Extract information about user activity using a set of customizable reports<\/li>\n\n\n\n<li>Create a full tamperproof audit trail of all user actions within each monitored session<\/li>\n\n\n\n<li>Export data in a protected standalone file format for investigation and forensic activities<\/li>\n<\/ul>\n\n\n\n<p>With such an extensive feature set, Syteca can help you comply with requirements of other data protection standards, laws, and regulations, such as <a href=\"https:\/\/www.syteca.com\/en\/solutions\/meeting-compliance-requirements\/nist-compliance\" target=\"_blank\" rel=\"noopener\">NIST 800-53<\/a>, <a href=\"https:\/\/www.syteca.com\/en\/solutions\/meeting-compliance-requirements\/swift-customer-security-program-compliance\" target=\"_blank\" rel=\"noopener\">SWIFT CSP<\/a>, <a href=\"https:\/\/www.syteca.com\/en\/solutions\/meeting-compliance-requirements\/hipaa-compliance-solutions\" target=\"_blank\" rel=\"noopener\">HIPAA<\/a>, <a href=\"https:\/\/www.syteca.com\/en\/solutions\/meeting-compliance-requirements\/pci-dss-compliance\" target=\"_blank\" rel=\"noopener\">PCI DSS<\/a>, and <a href=\"https:\/\/www.syteca.com\/en\/solutions\/meeting-compliance-requirements\/fisma-compliance\" target=\"_blank\" rel=\"noopener\">FISMA<\/a>.<\/p>\n\n\n\n<p class=\"p-read-also\"><a class=\"read-also\" href=\"https:\/\/syteca_site_uploads.storage.googleapis.com\/wp-content\/uploads\/2025\/04\/25060154\/syteca-pecb-case-study.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">PECB Inc. Deploys Syteca to Manage Insider Threats [PDF]<\/a><\/p>\n\n\n\n<h2  class=\"wp-block-heading\">Conclusion<\/h2>\n\n\n\n<p>Our data protection compliance checklist can help you meet major GDPR requirements, select proper cybersecurity tools, and improve your overall data protection measures.<\/p>\n\n\n\n<p>By opting for Syteca, you can automate monitoring and reporting processes in your company and simplify progress towards GDPR compliance. In addition, Syteca\u2019s insider risk management functionality can help you secure access to sensitive data, instantly detect suspicious activity, and address potential threats before they become a problem.<\/p>\n\n\n\n<p><em>To test all of the above for yourself, experience Syteca with <\/em><a href=\"https:\/\/www.syteca.com\/en\/resources\/downloads\" target=\"_blank\" rel=\"noopener\"><em>a free 30-day trial<\/em><\/a><em>.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The General Data Protection Regulation (GDPR) is often considered the strictest regulation in the world for securing users\u2019 personal data, with fines for non-compliance reaching more than \u20ac20 million. The GDPR applies to all organizations processing the personal data of European Union (EU) residents. Do you find it daunting to read through the complex articles [&hellip;]<\/p>\n","protected":false},"author":54,"featured_media":14651,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[57],"tags":[],"class_list":["post-14100","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-industry-compliance"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>10 Steps to Be GDPR Compliant [GDPR Compliance Checklist] | Syteca<\/title>\n<meta name=\"description\" content=\"Learn about GDPR&#039;s data protection requirements and ways to meet them from our GDPR compliance checklist.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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