GDPR compliance has become a priority. Companies must protect personal data they collect and process daily. This requires rigorous processes and effective management to guarantee security and legal compliance. GDPR-compliance software is a valuable asset to centralise, automate and ease data-protection tasks.
What is GDPR-compliance software?
GDPR-compliance software is a specialised tool helping companies meet GDPR requirements.
Manages personal data, automates administrative tasks tied to data protection and ensures rigorous process tracking.
Data controllers, DPOs and other stakeholders centralise all information and procedures in a single, accessible, intuitive interface.
Why use GDPR-compliance software?
Manually managing compliance poses many challenges:
High non-compliance risk
GDPR compliance requires strict rules on personal-data management.
Bad management or lack of tracking of user rights requests — right to erasure, right to rectification — can expose the company to fines up to €20 million or 4% of annual global turnover.
Risk heightened by human errors, scattered information and non-automated processes.
Make IT Safe DPO software has modelling algorithms for fine-grained management of each processing’s status and creation of subcontractor sheets. You can also define catalogues for security measures or data traceability.
All this reduces organisational GDPR non-compliance risk and makes piloting much easier.
Time and resources mobilised
For DPOs, CISOs and other managers, collecting, organising and updating data and the processing-activities register can take considerable time.
Employees must spend long hours documenting each data processing, tracking consents, managing rights requests and responding to authority audits.
Monopolises precious internal resources that could fund strategic projects.
Complex compliance processes
Each organisation must keep a rigorous processing register detailing every personal-data processing action.
Includes data origin, processing purposes, people with access and security measures. Must be constantly current and ready for audit.
Without a centralised tool, this becomes a real headache — especially with high data volumes or multi-country operations.
What are the benefits of GDPR-compliance software?
GDPR-compliance software offers major advantages by automating and simplifying personal-data-protection tasks.
Administrative and legal process automation
- Consent tracking: records and tracks user consents, updates and changes.
- Rights requests: when users exercise rights (access, rectification, erasure), software processes requests, sends notifications and keeps traces of all actions.
- Processing-register update: updated in real time with process changes. Generates ready-to-use documents for audits.
Centralised critical information
All compliance info — processed data, impact assessments (DPIA), compliance evidence, audit results — stored in one tool.
DPOs and compliance leaders have a clear overview and react quickly.
Real-time tracking and automatic reports
Dynamic dashboards let DPOs see non-compliance points, ongoing actions and generate automatic reports.
Essential to prove compliance to CNIL or other authorities on time.
Improved data security
Beyond automation, compliance software reinforces personal-data security.
Better action traceability, sensitive-data access management and quick anomaly detection. Rapid response avoids sanctions.
Time and cost savings
Delegating repetitive tasks lets teams focus on higher-value activities — process optimisation, strategic risk management, new data-protection initiatives.
Reduced human errors and potential sanctions save valuable time and resources.
Eased audits
During authority inspections, compliance software gives easy access to reports, compliance evidence and necessary documents.
Greatly simplifies audits while offering total process transparency.
Make IT Safe software lets you evaluate supplier compliance by launching audits that can then be converted into corrective-action plans.
This DPO tool also audits data processing to evaluate GDPR conformity and automatically triggers a correction process.
An excellent way to increase compliance-process quality.
Key GDPR-compliance software features
Consent centralisation and tracking
Software records each user consent for full traceability. User-preference changes are automatically applied.
Managing user requests
When a person exercises rights (access, rectification, erasure), software eases request management by automating processes. Guarantees GDPR-imposed deadlines are respected.
Action traceability
Each request or consent modification is documented for compliance evidence.
Automatic incident detection and notification
Software continuously monitors data-management processes and can rapidly identify security breaches. Notifications sent to DPOs and security leaders for timely action.
Action-plan management
Once a breach is detected, software coordinates corrective actions to patch gaps and secure affected data.
Documentation and reports
Software generates detailed reports per incident — actions taken. GDPR requires breach notification to authorities within 72 hours. Report is essential to prove rapid action.
Risk evaluation
Automatic evaluation of potential risks tied to personal-data processing — data sensitivity, volumes, access.
DPIAs
For high-risk processing, GDPR requires a DPIA. GDPR-compliance software integrates this feature.
Corrective-action tracking
Deploy corrective actions and track progress.
Action-plan creation
Define and organise actions to reach compliance goals — team training, new security procedures, data-management process improvement.
Real-time action tracking
Overview of ongoing tasks, deadlines and responsibles.
Alerts and delay management
Notifications sent when tasks aren’t completed on time.
Selection criteria for GDPR-compliance software
Every company has different needs. Criteria:
Adaptability to company size
SME needs differ from multinationals. Choose software that scales with the company.
Ergonomics and collaboration
Software must be simple and intuitive — usable even without technical expertise. A clear interface saves time.
GDPR software must enable collaboration between actors so information can flow to the DPO and then to relevant staff.
Automation and reporting features
Automation is key to reduce manual tasks and human errors. Ensure software offers automated rights-request management, consent management and real-time compliance-report generation.
Data security
Good GDPR-compliance software must guarantee optimal personal-data protection — robust security measures, data encryption, strict access controls, action traceability.
Recommended: datacenters in the EU, preferably in the same country as the data-holding company. Servers must have security devices (firewalls) capable of handling intrusion attempts.
Sensitive-data storage must be in dedicated environments (no shared servers). Remote access via strong authentication.
Personal data can be irreversibly processed to make identification impossible. This is costly. Often preferred: pseudonymisation — a reversible data-replacement process that doesn’t erase nominative character.
Server managers must offer contractual guarantees on recovery times and data backup. Data must be encrypted and exchanged via TLS protocol.
Regulatory-evolution compliance
Data-protection regulations constantly evolve. Choose certified software with regular updates.
Choosing Make IT Safe GDPR-compliance software
Make IT Safe GDPR software has many advantages — intuitive admin interface, advanced collaborative features, reduced non-compliance risks via personal-data classification.
Our GDPR software is comprehensive but remains a tool that must be accepted and mastered not only by the DPO but also by all company staff.
That’s why Make IT Safe offers webinars to help you grasp all GDPR constraints. We’re also available to schedule training sessions and accompany deployment.
