GDPR compliance services: how to secure your data and avoid sanctions

Anthony Bouyer·October 8

Compliance checklist: the 15 steps of a programme

From framing to steering, 46 control points to tick. Valid for GDPR, ISO 27001, DORA and NIS 2.

The General Data Protection Regulation (GDPR) has become a priority for companies of all sizes, in particular because of the severe fines in the event of non-compliance. The GDPR requires companies to manage rigorously the personal data they collect and process. It is not only a legal obligation: it is also a way of ensuring the security of users’ data, strengthening customer trust and improving the company’s reputation.

However, achieving compliance with the GDPR can seem complex and time-consuming. That is why many companies call on specialised services to help them comply with this regulation. In this article, we will explore in detail what GDPR compliance services are, why they are essential for companies and how to choose the solution suited to your needs.

The GDPR is a European Union regulation that governs the processing of personal data in the European Economic Area. Its aim is to protect European citizens by guaranteeing the confidentiality and security of their personal information. This means that all companies that collect or process the data of European citizens must comply with the requirements of the GDPR, even if they are based outside the EU.

Personal data covers any information that makes it possible to identify a natural person directly or indirectly. This includes data as varied as names, email addresses and payment information, but also IP addresses or browsing habits on a website. The processing of data covers any type of operation carried out on it, such as collection, recording, organisation, storage, modification or even deletion.

The GDPR rests on several key principles that must guide companies in their processing of data:

Lawfulness, fairness and transparency: personal data must be processed lawfully and transparently. The persons concerned must be clearly informed of the purposes for which their data is processed.
Purpose limitation: data may only be collected for specific and legitimate objectives. It may not be used for purposes that were not initially planned.
Data minimisation: only the data that is strictly necessary to achieve the objectives may be collected.
Accuracy: data must be kept up to date and any incorrect data must be corrected quickly.
Storage limitation: data must be kept for a limited period, corresponding to the purposes for which it was collected.
Integrity and confidentiality: companies must put in place technical and organisational measures to guarantee the security of personal data against loss, unauthorised access or disclosure.

Compliance with the GDPR is not only a legal obligation. It is also a lever to strengthen the trust of customers and partners, and to improve the management of personal data within the company. Data protection thus becomes a competitive advantage.

The risks of non-compliance

Failing to comply with the GDPR exposes companies to heavy penalties, which can have serious consequences:

Financial fines: in the event of non-compliance, a company can be fined up to 20 million euros or 4% of its worldwide annual turnover.
Loss of reputation: a data breach can lead to a drop in customer trust, resulting in significant commercial losses.
Legal risks: the persons concerned can take legal action against the company for failing to respect their rights.

On the other hand, a company that takes its GDPR compliance seriously demonstrates its commitment to protecting the privacy of its users, strengthens its credibility and reduces the risks linked to data security.

Complying with the GDPR requires a real strategy. It is a process that demands resources in terms of time, skills and follow-up. This is where GDPR compliance services come into their own.

Services specialising in GDPR compliance allow companies to delegate the management of compliance to experts. These services can include:

Carrying out a compliance audit to assess the company’s current situation.
Setting up a record of processing activities for the data.
Support in the implementation of technical and organisational measures to protect the data.
Follow-up and management of data breaches.

These services help companies meet the requirements of the GDPR while concentrating on their core business.

Who is concerned within the company?

GDPR compliance does not concern the DPO (data protection officer) alone. Several players within the organisation are involved:

The data controller: is in charge of GDPR compliance at the overall level.
Business managers: must make sure that their activities comply with the requirements of the GDPR.
The IT team: is in charge of putting in place the technical measures needed to protect the data.

Putting a GDPR compliance strategy in place requires you to follow several essential steps.

1. Map and audit the data

The first step is to carry out a data audit to understand which personal data is collected, where it is stored and how it is used. This audit makes it possible to:

Identify the types of data collected (customer data, employee data, etc.).
Analyse data flows to know where the data travels and with which service providers it is shared.
Assess the risks linked to its processing and put the appropriate security measures in place.

2. Put internal procedures in place

Once the data has been identified, it is important to put internal procedures in place to guarantee compliance. This includes:

Setting up a record of processing activities.
Drawing up policies for managing the rights of individuals (right of access, right to rectification, right to erasure).
Training employees so that they understand their responsibilities regarding the protection of data.

3. Ensure data security

The GDPR requires companies to put in place security measures appropriate to the risk. These measures can include:

The encryption of sensitive data.
The pseudonymisation of data to reduce the risks in the event of a breach.
Strict access controls to limit access to the data.

Several types of services exist to help companies in their GDPR compliance approach.

1. SaaS compliance management tools

Many SaaS (Software as a Service) tools offer complete solutions for managing GDPR compliance. These tools make it possible to:

Track and manage the access requests of the persons concerned.
Automate the keeping of the record of processing activities.
Generate compliance reports to prove that the company complies with the GDPR.

2. Audit and support

Specialised consultants can also carry out in-depth audits and support the company in the implementation of the corrective actions.

3. Process automation

Automation services make it easier to manage data and users’ rights. For example, they can automate the processing of rights requests for access or erasure, in order to gain efficiency and guarantee compliant management.

Choosing the right service depends on the specific needs of the company. Here are a few criteria to take into account:

Features offered: make sure that the service chosen covers all aspects of GDPR compliance (audit, data management, follow-up of breaches, etc.).
Support and guidance: check that the service provider offers personalised support to meet the specific needs of your company.
Cost: compare the prices of the different services and assess them against the features offered.

Achieving compliance with the GDPR is a crucial issue for companies. GDPR compliance services offer valuable support to ensure that personal data is protected and that the company meets its legal obligations. Whether you opt for a SaaS tool or for personalised support, it is essential to choose a solution suited to your needs in order to protect data effectively and avoid penalties.