8 Steps to achieving GDPR compliance in 2024

The General Data Protection Regulation (GDPR) is one of the most comprehensive data protection laws in the world, designed to protect the personal data of individuals within the European Union (EU) and the UK. Since coming into effect in 2018, GDPR has reshaped how businesses collect, store, and process personal data. Non-compliance can result in significant fines of up to £17.5 million or 4% of annual global turnover, whichever is higher.

Ensuring GDPR compliance is not just about avoiding penalties; it also strengthens customer trust, enhances data security, and improves business credibility. Below, we outline eight essential steps businesses should take to achieve full GDPR compliance.

1. Understand what data you collect and process

The first step towards GDPR compliance is identifying what personal data your organisation collects, how it is stored, and how it is processed. Personal data includes any information that can identify an individual, such as names, email addresses, IP addresses, and financial details.

Steps to take:

• Conduct a data audit to map out all the personal data your business collects and where it is stored.
• Identify whether you process sensitive data, such as health records or biometric information, which require additional safeguards.
• Review data flows to determine how personal data is shared internally and with third parties.

Understanding your data processing activities helps ensure compliance and reduces the risk of data breaches. Learn more about data protection best practices in our cybersecurity compliance and risk management guide.

2. Establish a lawful basis for data processing

Under GDPR, businesses must have a lawful reason for processing personal data. The regulation outlines six legal bases for processing:

• Consent – The individual has given explicit permission for their data to be processed.
• Contractual necessity – Data processing is necessary to fulfill a contract with the individual.
• Legal obligation – Processing is required to comply with the law.
• Vital interests – Processing is necessary to protect someone’s life.
• Public task – Processing is carried out in the public interest or under official authority.
• Legitimate interests – The business has a genuine reason to process the data that does not override the individual’s rights.

Businesses must document and justify the lawful basis for processing each type of personal data they collect.

3. Obtain clear and informed consent

If your business relies on consent as the legal basis for processing personal data, it must be obtained in a clear and transparent manner. GDPR requires that consent is:

• Freely given, specific, informed, and unambiguous.
• Collected through affirmative action, such as an opt-in checkbox (pre-ticked boxes are not allowed).
• Easy to withdraw, with clear instructions on how individuals can revoke consent.

Businesses should regularly review consent records to ensure they remain valid and up to date.

4. Implement robust data security measures

GDPR requires businesses to protect personal data using appropriate security measures to prevent unauthorised access, breaches, and leaks.

Essential security measures:

• Use encryption to protect stored and transmitted personal data.
• Implement access controls to restrict who can view and process personal information.
• Regularly update software and security patches to protect against vulnerabilities.
• Use multi-factor authentication (MFA) for systems containing sensitive data.

Cybersecurity is a fundamental aspect of GDPR compliance. Learn more about security best practices in our cyber attack prevention guide.

5. Create a GDPR-compliant privacy policy

Businesses must have a privacy policy that clearly outlines how they collect, process, and store personal data. The policy should include:

• The types of data collected and why it is processed.
• The lawful basis for data processing.
• How long data will be retained and how it will be deleted.
• How individuals can exercise their GDPR rights, such as requesting access to or deletion of their data.

The privacy policy must be easily accessible on your website and written in clear, simple language.

6. Enable data subject rights

GDPR grants individuals several rights regarding their personal data. Businesses must implement procedures to handle requests related to:

• Right to access – Individuals can request a copy of their personal data.
• Right to rectification – Individuals can request corrections to inaccurate data.
• Right to erasure (right to be forgotten) – Individuals can request the deletion of their data.
• Right to restrict processing – Individuals can limit how their data is processed.
• Right to data portability – Individuals can request their data in a commonly used format.

7. Conduct regular GDPR compliance audits

Achieving GDPR compliance is an ongoing process. Businesses should conduct regular audits to ensure they remain compliant and address any vulnerabilities.

Audit checklist:

• Review and update privacy policies.
• Check consent records and refresh them if needed.
• Assess data security measures and implement necessary improvements.
• Ensure staff are trained on GDPR compliance and data protection best practices.

8. Prepare for data breaches

Under GDPR, businesses must have a plan in place to respond to data breaches effectively. If a breach occurs, companies must:

• Notify the Information Commissioner’s Office (ICO) within 72 hours if the breach poses a risk to individuals.
• Inform affected individuals if their personal data has been compromised.
• Document the breach, including how it occurred and steps taken to mitigate risks.

Ensuring long-term GDPR compliance

GDPR compliance is an ongoing responsibility that requires continuous monitoring, staff training, and security improvements. By following these eight steps, businesses can ensure they meet legal requirements while building trust with customers.

Investing in data protection measures, regularly reviewing compliance policies, and keeping up with evolving regulations will help businesses maintain GDPR compliance and safeguard personal data in an increasingly digital world.