Are you having a hard time following the GDPR rules? Laws that protect privacy are hard for many businesses to follow. GDPR compliance tools can help you keep track of personal information and stay out of big fines.
This post will explain how these tools can help you follow GDPR. Get ready to find out about the best GDPR tools.
Key Features of Good Software for GDPR Compliance
Companies can use GDPR compliance software that has important features to help them keep data safe. It’s easier to map data, handle leaks, and keep track of agreement with these tools.
The tools for data mapping and record of processing activity (ROPA)
The most important parts of GDPR compliance software are the data mapping and ROPA tools. These tools help businesses keep track of and record the things they do with data. They make it easy to see how personal information moves around a business.
This includes figuring out where the data comes from, where it will be stored, and how it will be processed.
Companies are required by GDPR to keep Records of Processing Activities (RoPAs). This is required by Article 30 of the GDPR. Using data mapping tools to simplify this process makes it easier to follow the rules.
They also help meet the rights of data subjects, like requests to view or delete data. Compliance is always maintained through regular checks and changes to data maps.
Data mapping is like a compass that helps businesses find their way around GDPR compliance.
The next important thing that GDPR compliance software does is automate data effect studies.
PIA and DPIA privacy effect evaluations can be done automatically.
A big part of following GDPR is doing privacy impact assessments (PIAs) and data protection impact assessments (DPIAs). These are based on data mapping tools and are very important. PIA and DPIA steps can now be done automatically with software.
These tools make the review process easier to use and more effective.
Over 250 models can be changed in automated PIA software. As a privacy risk gets worse or more likely, it is marked. The method goes from baseline ratings to full DPIAs for cases with a high risk.
The software saves a full record of all privacy program actions that can be exported. This tool helps teams keep track of their work and show inspectors that they are following the rules. PIA automation makes privacy control easier for businesses of all kinds by letting them use current business processes.
The ability to handle consent
GDPR compliance tools must have the ability to handle consent. These tools help businesses see if users agree to process their data and keep track of that. As needed by GDPR Article 6, they make sure permission is clear, detailed, and given freely.
It’s easy for users to give or take back permission in good software. It also takes track of everything that permission does.
Knowledge graphs are used by smart consent management tools to check compliance automatically. Breaks in agreement chains can lead to legal problems. They help fix these problems. SmashHit is a project that tries to find solutions to problems with consent in settings that change.
By checking permission often, you can be sure that it stays valid over time. A key GDPR concept is “data protection by design,” which these tools help to support.
Tools for managing incidents and breaches
GDPR compliance software has tools for incident and breach management that help businesses deal with data leaks quickly and effectively. These tools make it easier to find, report, and deal with private information that has been accessed without permission.
They let businesses tell the authorities within the 72-hour time that GDPR rules say they have to. It also keeps track of and writes down every action taken during a breach, which is very important for checks and showing compliance.
Companies act better when it comes to managing online risk when they use software that works well.
Often, these features include alerts that work in real time, processes that run themselves, and the ability to make detailed reports. They help businesses figure out how bad a breach is, find the people who were affected, and take steps to stop it from happening again.
Businesses can better protect themselves from online threats and lower the costs that come with data breaches by using these tools.
Pros of Using Software for GDPR Compliance
Businesses can benefit from GDPR compliance tools in many ways. It keeps data safe, speeds things up, and lowers fines. Want to know more about these advantages? Read on!
Designed to make data security and privacy better
Through smart design, GDPR compliance software makes data safer. Privacy is built into every step of how the data is handled. This method, called “Privacy by Design,” keeps user data safe from the start.
Companies can follow the rules and still use data well with this program.
Business privacy is important because of these tools. They keep info safe while also needing to share it. Businesses can stay honest with their customers and avoid fines by using these methods.
Good GDPR tools can also help you mine data without compromising your privacy. This way, businesses can learn from data without putting people’s private information at risk.
Streamlines the process of compliance
GDPR compliance software speeds up processes by taking care of important tasks automatically. It checks compliance and scans systems, so IT, legal, and compliance teams don’t have to do as much work by hand. This technology makes things run more smoothly and reduces mistakes made by people.
The software also helps with regular checks, which are an important part of following GDPR rules.
These tools make it easy to handle requests for data, manage consent, and keep track of how data is used. They often have tools for mapping data and figuring out how it will affect privacy. Companies can save time and money by putting these tasks in one place.
Teams can focus on preventative steps that encourage a mindset of data protection because of this speed. Next, let’s look at how GDPR compliance software lowers the chance of getting fined for not following the rules.
Lowers the chance of fines for not following the rules
Software that makes sure you follow GDPR protects you from big fines. It keeps businesses from getting fined up to €20 million, which is about 4% of their world income. These tools keep careful records and do jobs automatically.
They also keep records for auditing and help people report breaches quickly. This amount of supervision makes it much less likely that mistakes will cost a lot of money.
Companies that are smart use this software to show that they care about keeping data safe. It helps them follow the rules and show that they’ve tried. Businesses stay up to date because the software changes with the rules.
When companies use these tools, they don’t have to worry as much about getting fined a lot of money or having their name hurt.
The Best Software for GDPR Compliance in 2023
Businesses can use GDPR compliance tools to keep data safe and follow privacy laws. These needs can be met by many of the best options in 2023.
OneTrust is a complete privacy manager.
When it comes to data control tools, OneTrust is the best. In Q4 2023, the Forrester Wave called it a top player. It got the best scores in 17 areas, such as managing third-party risks. OneTrust’s Trust Intelligence Platform brings together regulatory efforts into tools that work together.
This method helps businesses follow GDPR rules and keep personal information safe.
Both KuppingerCole and Forrester see OneTrust as a star in its field. The business works with Europrivacy to get GDPR compliance approval. This partnership makes it easier for OneTrust to help businesses follow data security rules.
OneTrust’s tools can be used to control agreement, make privacy rules, and handle subject access requests. These features help companies follow privacy rules and stay out of trouble.
Certification and the European Data Protection Seal
There is a trusted mark for GDPR compliance from Europrivacy. In 30 countries, the government has approved this European Data Protection Seal. The process is run by the European Center for Certification and Privacy.
Companies need to keep records of their regulations and use tools like the Online Academy. The certification is in line with ISO standards and uses a mix of different evaluation methods.
The Privacy Pact is a way for companies outside of the EU to show they are committed to GDPR. This choice helps companies around the world keep user info safe. The Europrivacy mark shows that a business cares about privacy and data security.
Next, let’s look at how GDPR compliance software helps certain types of businesses.
How GDPR compliance software helps certain businesses
Software that helps businesses follow GDPR rules helps keep data safe. It gives businesses in banking, healthcare, and shopping the tools they need to follow protection rules.
Healthcare: Protecting the safety of patient info
Both GDPR and HIPAA rules say that healthcare workers must protect the protection of patient data. These rules make it very clear how to handle personal health information (PHI). GDPR compliance software helps hospitals and clinics keep medical records safe and manage patient consent.
This software helps keep track of who accesses data, find security holes, and quickly fix privacy problems.
Strong privacy rules in healthcare make sure that the need to share data is balanced with the need to protect patient privacy. Data mapping and privacy effect studies are two tools that can help you find risks to patient information.
Patients have control over how their data is used thanks to consent management tools. Healthcare groups can better protect private medical data and avoid expensive fines for not following the rules if they use these tools.
Managing customer information and permissions in retail
While healthcare focuses on protecting the privacy of its patients, shopping has its own problems with data. Stores need to be careful with customer information. When it comes to names, emails, and addresses, they need to follow GDPR rules.
Stores must have a good reason for gathering information. That’s also against the law for them to do.
For secrecy, shops use tools like SuperOffice CRM. These methods make it easier to get permission and keep info safe. They make it easy for customers to stop getting marketing emails. It’s easy to change a lot of records at once with bulk update.
This helps shops stay legal and keep their info up to date. Using data in a smart way keeps you out of trouble and builds trust with customers.
Finance: Keeping private financial data safe
There is a lot of private customer information that financial companies handle. These businesses have to keep this information safe because of GDPR rules. Businesses that deal with money, like banks, need to put in place strong privacy protections.
They need to keep an eye out for hackers and data breaches. Finance companies can follow these strict rules with the help of software that is GDPR compliant.
Key features for protecting banking info are built into these tools. Some of them are data planning, managing consent, and reporting breaches. It also helps with audit records and figuring out how dangerous something is.
Financial companies can better protect customer information and escape big fines for breaking GDPR rules if they use these tools.
Using software to comply with GDPR
It takes a lot of planning to get GDPR compliance tools to work. To use the new tools well, teams need to be properly trained and given help.
Steps for setting up and integrating
Putting GDPR compliance software into use and integrating it requires careful planning and execution. For a smooth execution process, here are some important steps:
1.Check out current data practices: Take a look at how your business handles data. By doing this, holes in GDPR compliance can be found.
2.Figure out what software you need. Pick a GDPR compliance tool that works for you. Think about aspects like managing permission and mapping info.
3.Plan the integration: make a schedule for when the software will be released. Include things like moving files and training staff.
4.Set up data mapping: Make a clear picture of how data moves with the tools. This helps you keep track of private information across all of your tools.
5.Set up tools to collect and keep user permission. This is called “consent management.” This makes sure that handling of personal data is legal.
6.Set up privacy controls: Use the tools to make your computers safer for privacy. This could include locking down data and encrypting it.
7.Train your staff: Show your employees how to use the new program. Making sure the right way to use GDPR compliance tools is important.
8.Test the system: Make sure all of its parts work the way you want them to by testing it thoroughly. This helps find and fix any problems before the whole thing goes live.
9.Go live: Make sure everyone in your company has the software. Keep a close eye out for any issues during the first start.
10.Ongoing maintenance: Review and update the program on a regular basis. This makes sure that your efforts to follow GDPR laws are always up to date with new laws.
The next important step in keeping data protection standards high is to test GDPR compliance software.
Help and training for teams
ISACA is the leader in teaching people to follow GDPR rules. In 2022 alone, they taught more than 100,000 people. Their workshops and online classes give teams a variety of ways to learn. Members get extra benefits, such as access to special tools and lower prices at events.
For GDPR compliance to work, ongoing help is very important. As rules change, teams need to be kept up to date. Working together with experts can help with training. Teams can stay on top of new privacy rules with the help of regular checks.
The next thing you should do is learn how to choose the best GDPR tools for your needs.
Looking at GDPR Compliance Software
It is very important to choose the right GDPR compliance tools. You need to think about things like tools for tracking data, managing consent, and features for reporting breaches.
Things to think about when picking an answer
Picking the right GDPR compliance software is very important to keep personal information safe and stay out of trouble. When choosing an answer, here are some important things to keep in mind:
1.Data mapping and Record of Processing Activity (ROPA) tools: Look for software that has powerful data mapping and Record of Processing Activity (ROPA) tools. These tools make it easier to keep track of how data moves and how documents are processed.
2.Privacy Impact Assessments (PIAs) and Data Protection Impact Assessments (DPIAs) should be done automatically. Choose a system that does this. This function saves time and makes sure that risks are carefully considered.
3.Consent management: Choose software that has good consent management tools. GDPR says that it should deal with specific, clear, and changeable permission.
4.Incident and breach management: Pick a platform that has incident and breach management tools. This helps people respond quickly to data breaches and report them within the 72-hour GDPR limit.
5.Select a service that can expand as your company does. Scalability is very important, especially in businesses that work quickly and deal with a lot of data.
6.Integration: Pick software that works well with the tools you already have. This keeps the flow of data smooth and cuts down on manual work.
7.Interface that is easy to use: Choose a system that has a screen that is simple to use. This makes it easier for everyone in your company to follow the rules, which increases acceptance.
8.Reporting features: Pick software that lets you make full safety records. These reports help show that you are following GDPR rules during exams.
9.Privacy by design: Look for a system that follows the rules of privacy by design. This method protects your info from the very beginning of your processes.
10.Management of vendor risk: Choose software with tools for evaluating vendor risk. This makes it easier to handle third-party data providers.
11.You should choose a system that works with mobile apps if your team works on the go. This makes sure that jobs related to compliance can be done from anywhere.
12.Regular updates: Pick software from a company that gives you regular changes. This makes sure that your efforts to follow GDPR rules stay in line with how the rules change.
Comparing the best providers
(without the question to begin with)
Some of the best GDPR compliance software has special features and perks that make it stand out. Here are some of the best options side by side:
Key Features of the Provider Rating or Recognition
4.6/5 grade for Hyperproof’s automated audit processes and risk tracking
The best way to handle requests from data subjects, Clym, starts at $49 a month.
Securiti.ai is the best GDPR software because it is powered by AI.
Over 1,000 people in the company use Osano. It is used by AMC Theaters and Boston Medical.
OneTrust has the best scores in 17 Forrester categories for comprehensive privacy management.
ManageEngine ADAudit Plus is one of the top 10 GDPR tools –
Mitratech is one of the top 10 GDPR tools –
Every tool is good at something. Hyperproof is great at automating audits. Clym is all about data subject requests. Securiti.ai is the leader in AI technology. People from all over the world visit Osano. Forrester gives OneTrust high marks. The last two choices, ManageEngine and Mitratech, are also very good. Pick the one that works best for you.
What will happen next with GDPR compliance?
Following GDPR rules will change over time. Going forward, new rules and tech will change how we keep data safe.
Predictions about changes to regulations
Experts say that GDPR will be enforced more strictly in the years to come. Companies will probably have to improve how they protect data because regulators will likely fine them more if they don’t.
Consent and data subject rights will get more attention, which will force companies to be more open about how they handle data.
Big changes are coming to privacy because of new technologies like AI and machine learning. Regulators might make rules to deal with these problems, like making AI systems do privacy impact studies.
Companies will have to fully follow the Privacy by Design principles and protect customer data from the start of their goods. Better security measures, like encryption and tracking in real time, will be the norm for keeping personal information safe.
Compliance program that uses new technology
The technology that helps businesses stay in line with the rules changes as the rules do. AI and machine learning are used in new GDPR tools to make data safety better. Smart tools like these can find problems faster and make it easy to do hard jobs.
Cloud-based systems now let you get changes in real time and share data more easily. This lets teams in different places work together on safety. This also makes it easy for staff to check rules and follow them while they’re out and about.
These improvements help businesses of all kinds follow GDPR more easily and more quickly.
In conclusion
Businesses need GDPR compliance tools more than ever these days. Firms can use these tools to keep data safe and follow privacy rules. Some of the things they offer are permission management and breach reports.
As of 2023, the best options on the market are ones like OneTrust and Europrivacy. Smart regulatory tools will be needed more and more as technology advances.