Of course you want to avoid penalties, but you probably also want to build trust, protect customer data, and show your audience that your business puts privacy first. In fact, we’d go as far as to say you should do all of those things.

By staying compliant with the General Data Protection Regulation (GDPR) is how you do just that. This is especially important with customer expectations around privacy being so high.

In this guide, we’ll walk you through the essentials of what GDPR is, what it means to be compliant, and the top 11 strategies you can use to stay on the right side of EU privacy law.

We’ll also cover how you can use GDPR-compliant tools like PandaDoc to make staying compliant easier while reducing risk.

Ready? Let’s dive in.

What is GDPR compliance?

The General Data Protection Regulation (GDPR) is an EU law that dictates how businesses have to collect, use, store, and share the personal data of EU residents. The goal of it is to give people more control over their data and hold businesses accountable for how that data is processed.

To comply with GDPR, you have to follow the regulation’s requirements, including having a legal reason for data processing, putting strong security measures in place, and responding to data access/deletion requests fast.

What does it mean to be GDPR compliant?

If you want to be compliant with GDPR, you have to:

• Only collect and process data lawfully and transparently
• Use data for specific, legitimate purposes
• Implement strong security controls
• Keep documentation showing how it complies
• Respond to requests like access or deletion within deadlines
• Actively manage third-party risks
• Report certain data breaches within 72 hours

Complying with GDPR will show customers that you take privacy seriously, which ultimately leads to more trust with the public.

What are the basic rules of GDPR compliance?

There are seven core principles that make up the GDPR regulation:

1. Lawfulness, fairness, and transparency: This means you have to process data legally, fairly, and openly by informing people how their data is used.
2. Purpose limitation: This limitation means that you have to collect data for specified, explicit, and legitimate purposes only.
3. Data minimization: Meaning that you only collect data that is necessary for the purpose.
4. Accuracy: This means you have to keep personal data accurate and up-to-date.
5. Storage limitation: You can only store data for as long as it’s needed.
6. Integrity and confidentiality: You must protect data from loss, damage, or unauthorized access.
7. Accountability: You have to be able to prove compliance.

All of these rules will help guide how you stay compliant with the regulation.

GDPR compliance strategies

Now that you know what the regulation is, let’s get into the 11 most important GDPR strategies that will help you stay compliant.

1. Conduct a comprehensive data audit

You have to start by understanding your data. A data audit will help you identify what personal data you already collect, where it comes from, where it’s stored, who can access it, and how long you keep it.

This audit will help you find risks like collecting unnecessary data, retaining data for an unnecessary period of time, or unclear/improper processing practices. Once you figure out these details, you can focus on updating and strengthening your controls.

2. Minimize data collection and implement data retention policies

With GDPR, it’s important you only collect the data that you actually need. A lot of organizations accidentally obtain too much information that ends up becoming a compliance burden later on, so make sure you’re only gathering the info you actually need.

Also, the data you collect shouldn’t be stored indefinitely. Having a clear retention policy will help you keep your storage light and reduce long-term risk.

3. Update privacy policies and consent

Remember that your privacy policy should reflect your actual data practices, meaning it should never be outdated or reflect idealized practices that aren’t actually put in place.

It should clearly explain what data you collect, why you collect it, which third parties are involved, and how people can exercise their rights.

You also have to make sure consent to share data is freely given and unambiguous. That means pre-checked boxes or vague language won’t cut it, as they don’t meet GDPR standards anymore.

Revisit these docs regularly to keep transparency and trust.

4. Strengthen third-party risk management and data processing agreements

A partner who processes personal data on your behalf is considered a data processor and has to also be GDPR compliant. This means that you must conduct due diligence, review their security posture, and maintain a Data Processing Agreement (DPA) that details roles, responsibilities, and safeguards.

For example, PandaDoc publishes a transparent, regularly updated sub-processor list here. We also offer DPAs for customers.

5. Enable and automate data subject rights (DSARs)

With GDPR, individuals have several rights like access, rectification, deletion, portability, and the right to object. Businesses have to respond within tight timelines, which is typically 30 days.

Automating DSAR intake and tracking will reduce stress, prevent missed deadlines, and make sure measures are consistent. If you’re a large organization, DSAR automation is key for ongoing compliance.

6. Use GDPR-compliant platforms to reduce risk (PandaDoc)

It’s a lot easier to operate if you choose tools that already support GDPR. PandaDoc is one of those tools, with built-in privacy and security best practices.

Here are some of the features you can expect:

• Builds privacy and data security into its platform architecture, including encryption at rest and in transit.
• Data processing agreements (DPAs): PandaDoc offers DPAs for customers who need them, clarifying roles, responsibilities, and safeguards when processing personal data.
• Data access and control: Users can access, export, or delete their data in accordance with GDPR rights (like the right to be forgotten).
• Secure document handling: All documents are stored securely, and PandaDoc maintains strict controls over access and sharing.
• Sub-processor transparency: PandaDoc publishes a list of sub-processors and provides notice of changes, which is a key GDPR requirement.

So, say a marketing agency in Germany uses PandaDoc. They can confidently send project agreements to clients, knowing that personal data is encrypted, securely stored, and processed in compliance with EU laws.

Dive deeper into PandaDoc security here.

7. Integrate privacy by design in all projects

Privacy by design makes sure that privacy considerations are integrated into new systems, products, or workflows from the very beginning and not added later on. This means you’ll have less risk and fewer expensive retrofits.

With early risk assessments, limited access, and effective privacy-enhancing techniques, you’ll have a stronger compliance posture.

8. Implement strong data security and breach response protocols

To be GDPR compliant, you need “appropriate technical and organizational measures” in place. This could include encryption, MFA, endpoint protections, network monitoring, and regular security testing.

It’s also important to have a detailed breach response plan, because if a breach happens, you’ll know how to assess the impact, document your findings, and report it to regulators within 72 hours.

9. Train employees on GDPR and data best practices

Of course, it’s no surprise that human error is still one of the most common causes of data breaches. But ongoing training can help your employees to recognize phishing, follow data handling procedures, and understand their responsibilities to privacy.

That means regular refreshers (instead of a one-time session) can be useful to maintain awareness.

10. Monitor regulatory updates

Like most regulations, GDPR guidance will evolve. By staying on top of any updates, you can more proactively adjust your policies to stay compliant.

You can do this by monitoring regular announcements, industry publications, and legal updates so that you’re aligned with expectations.

11. Perform regular GDPR compliance audits

Periodic audits focused on GDPR compliance will help you verify that your data practices, vendor relationships, documentation, and security controls meet the necessary requirements.

It’s important to conduct internal reviews, and when needed, third-party assessments. This helps create a feedback loop that will continue to strengthen your program.

Implement GDPR-compliant tools like PandaDoc

To make sure you’re consistently compliant with GDPR, you have to commit to handling your data responsibly. The 11 strategies listed above will help you reduce risk, protect your customer information, and build trust as a business.

So why not make it easier by using GDPR-compliant platforms like PandaDoc? Our software will help you streamline processes while enhancing security and simplifying compliance documentation.

Request your free demo today!