Write a GDPR compliance checklist

1. Data Mapping and Inventory

• Identify all personal data you process. List all types of personal data (e.g., names, email addresses, payment details).
• Map data flows. Understand where personal data is collected, how it is stored, processed, and shared with third parties.

2. Review Data Collection Practices

• Ensure data collection is lawful, transparent, and minimal. Collect only the necessary data for specific purposes.
• Implement consent mechanisms. Obtain explicit, informed consent from users before collecting personal data (e.g., through checkboxes or pop-ups).
• Clarify the purpose of data collection. Inform users why their data is being collected and how it will be used.

3. Update Privacy Policy

• Ensure your privacy policy is GDPR-compliant. It should be clear, accessible, and written in plain language. Include:
  • Data processing purposes.
  • Legal basis for processing (e.g., consent, contract).
  • Data retention periods.
  • Rights of individuals (e.g., right to access, right to erasure).
  • Information on data transfers to third countries, if applicable.

4. Obtain Explicit Consent

• Check consent mechanisms. Ensure that users can easily provide, withdraw, or modify their consent for data processing.
• Include a “cookie banner.” Inform users about the use of cookies and trackable technologies on the site, offering an option to accept or reject cookies.

5. Enable Data Subject Rights

• Implement processes to handle requests. Ensure you can fulfill the following rights:
  • Right to access: Users can request access to their personal data.
  • Right to rectification: Users can update their personal data.
  • Right to erasure: Users can request that their data be deleted.
  • Right to data portability: Users can request their data in a structured format.
  • Right to object: Users can object to certain types of data processing.

6. Data Processing Agreements (DPAs)

• Review contracts with third-party vendors. Ensure that all third parties processing personal data on your behalf (e.g., payment processors, hosting services) are GDPR-compliant by signing a Data Processing Agreement (DPA) with them.

7. Data Security Measures

• Ensure appropriate security measures are in place. Implement encryption, secure data storage, and access controls to protect personal data from unauthorized access.
• Conduct regular security audits. Evaluate security risks and adopt mitigation strategies as necessary.

8. Data Breach Response Plan

• Develop a data breach notification procedure. In case of a data breach, notify the relevant supervisory authority within 72 hours.
• Inform affected individuals. If the breach is likely to result in high risks to individuals’ rights and freedoms, notify them without undue delay.

9. Data Retention and Deletion

• Define data retention policies. Retain personal data only as long as necessary for the purposes for which it was collected.
• Implement regular data deletion processes. Ensure you have a procedure to securely delete or anonymize personal data that is no longer required.

10. Data Protection Officer (DPO)

• Designate a DPO, if required. For certain types of processing, you must appoint a DPO to oversee GDPR compliance.
• Ensure DPO visibility. The DPO should be accessible to employees, customers, and regulators.

11. Staff Training and Awareness

• Provide GDPR training to employees. Ensure that staff understand their responsibilities regarding personal data protection and how to handle data securely.
• Regularly update training materials. Keep staff informed of any changes in data protection laws or company policies.

12. Privacy by Design and by Default

• Integrate privacy into system design. Ensure that privacy controls and security measures are built into the website or application from the outset (e.g., encryption, data minimization).
• Default settings should be privacy-friendly. Ensure that users’ data is processed in a way that protects privacy by default.