8 Essential GDPR Compliance Management Software Every Company Needs

Is becoming GDPR compliant becoming indispensable for your organization?

Are you wondering how software can help your organization become GDPR-compliant?

As technological advancements increase the complexities of managing personal data, GDPR compliance management software has also become indispensable.

Managing compliance with GDPR (General Data Protection Regulation) is crucial for any company handling the personal data of European citizens.

Compliance with these regulations is not optional; it's a critical mandate for any organization dealing with individuals from the European Union.

GDPR compliance management software helps organizations comply with these regulations by automating and managing tasks such as data mapping, impact assessments, breach notifications, and more.

While many software platforms offer all-in-one solutions for GDPR compliance, it's crucial for organizations to assess their specific needs, existing systems, and data processing activities to choose the right mix of software that aligns with their GDPR compliance strategy. Selecting the right tools not only ensures compliance but also builds trust with customers.

This article explores the essential basic types of GDPR compliance management software that every company needs to ensure GDPR.

Data Mapping Software

The term “data mapping” is not mentioned in the GDPR. So, some argue data mapping is not truly mandatory. However, the GDPR does require businesses to meet requirements like creating records of processing activities (RoPA), fulfilling data subject access requests (DSAR), and conducting data protection impact assessments (DPIA). Without data mapping, complying with these requirements is not possible.

The data mapping software helps organizations understand where personal data is stored, processed, and transferred within their systems. Data mapping is critical for GDPR compliance.

Below are a few questions to ask while performing Data mapping activity.

• What data are you collecting?
• Where is the data collected?
• Where is the data stored?
• Do you transfer the data?
• What is the purpose of data processing?
• How long do you retain the data?

Make sure your data mapping software is easy to use and has collaboration features.

Data Protection Impact Assessment (DPIA) Software

According to Article 35 of GDPR, it is required to perform a data protection impact assessment.

Data Protection Impact Assessment software aids in identifying and minimizing the data risks of projects, as required by GDPR.

It assesses the impact of data processing operations that may result in a high risk to individual rights and freedoms.

DPIAs can be used to build trust and engagement with the people using an organization’s services. It can also save money for an organization by identifying problems early that can be solved with a simple and less costly solution.

Ensure your DPIA software is GDPR compliant. Choose software with an intuitive user interface. The software should be able to generate clear and comprehensive reports.

Data Subject Access Request (DSAR) Management Tool

A data subject request (DSAR) is a formal inquiry made by a data subject to a company requesting details on any of their personal information that has been collected, stored, and used. Anyone who is a data subject can submit one of these requests, and organizations are obligated to respond.

Data subject access request (DSAR) software supports organizations in their efforts to comply with requests from users to access, alter, or delete information that has been stored in accordance with the rules set out by GDPR requirements.

Manually fulfilling each DSAR can be costly and time-consuming. This process requires data gathering across various systems and bringing them together in one location. It then involves going through records and compiling the information into a comprehensive report.

This is where data subject access request software can be useful, as these solutions can save time and cost via automation. Choose the software that is efficient in approaching DSAR processes.

Breach Notification Tool

Ensure your breach notification tool is GDPR compliant. It should facilitate notifications within the legal time frames and formats required by these regulations. The breach notification tool should assist in detecting data breaches and automate notifying the relevant supervisory authority and affected individuals within the 72-hour timeframe required by GDPR.

The tool should integrate seamlessly with your existing security & data management systems to quickly identify and assess breaches.

Look for tools that automate the notification process as much as possible.

Should multiple breaches occur as your company expands, the tool should be able to handle a growing amount of data and an increasing number of notifications.

Privacy Policy Management Tool

To maintain transparency, the Privacy Policy Management Tool helps create, manage, and update privacy policies in compliance with the regulation.

Evaluate your organization's specific requirements, including the size of your business, the nature of the data you process, and your user base, before choosing the right Privacy Policy Management tool.

If possible, use a trial version to get a hands-on feel for how the tool works and whether it fits your workflow.

If you already have a privacy policy, look for options to import it into your chosen tool. Many GDPR Privacy Policy Management tools allow you to import documents in various formats for editing and management within the platform.

Using a GDPR Privacy Policy Management tool is an ongoing process. Regular reviews and updates are required to ensure that your privacy policies remain compliant.

Awareness Training Software

GDPR Awareness Training platforms educate employees about GDPR compliance, data protection principles, and their roles in maintaining compliance.

Choose software that offers comprehensive training covering all aspects of GDPR. Look for interactive content, assessments, and customizable modules.

Use the software’s customization options to tailor the training content to your organization’s specific data-handling practices.

As part of your GDPR compliance documentation, maintain detailed records of all training activities, including participation and assessment results.

Third-party Management Software

Since GDPR holds companies accountable for vendor compliance, third-party management software helps manage vendor agreements and audit compliance.

Map out your organization's third-party ecosystem to understand the scale and scope of third-party engagements. This will help you determine the features you need in a management tool.

A user-friendly interface and intuitive navigation are important for ensuring that your team can effectively utilize the Third-party management software.

The software should integrate seamlessly with your existing data protection and IT security systems to enable a unified approach to GDPR compliance.

Compliance Reporting Tool

GDPR compliance reporting tools provide oversight and generate reports on the status of GDPR compliance. It helps organizations understand gaps and areas needing improvement.

Ensure your reporting tool covers all essential aspects of GDPR compliance, including data processing activities, consent management, data breaches, and rights requests from data subjects.

The reports generated should be detailed yet easy to understand, providing clear insights into compliance status.

Automation features in software can significantly reduce the manual effort required to prepare reports, increasing efficiency and reducing the likelihood of errors.

Conclusion

The GDPR management software types outlined above offer a comprehensive approach to achieving GDPR compliance, addressing key areas such as data mapping, consent management, risk assessment, breach notification, and a few more.

In the end, GDPR compliance is not just about adhering to regulations; it's about fostering a culture of privacy and respect for personal data within the organization.