GDPR checklist: 10 steps to full compliance

Key points

GDPR applies to any business handling EU citizens’ data, with non-compliance risking severe fines. Compliance not only mitigates financial risk but also builds trust and transparency with customers.
The essential steps of GDPR compliance include conducting data audits, establishing a lawful data processing basis, updating privacy policies, ensuring data security, and developing a breach response plan.
GDPR requires strong data protection measures (encryption, limited access, and monitoring) and mandates that breaches be reported within 72 hours.
Businesses must ensure that all third-party vendors and hosting solutions meet GDPR requirements, including secure data handling, international data transfer compliance, and data protection agreements.
Liquid Web offers GDPR-compliant hosting solutions featuring advanced security, encryption, access controls, and expert support, simplifying compliance for businesses while safeguarding customer data.

Protecting customer data is a legal obligation and a business imperative. That’s where the General Data Protection Regulation (GDPR) comes in, reshaping the way organizations handle personal data and establishing stricter protocols for privacy and data security. If your business handles the data of EU citizens, even if you’re outside the EU, GDPR applies to you.

Non-compliance can result in severe penalties, with fines reaching up to €20 million or 4% of global revenue. Yet, achieving full GDPR compliance goes beyond avoiding financial risks – it fosters trust with customers, safeguarding their personal information while demonstrating transparency and accountability.

However, navigating the complexities of GDPR compliance can be overwhelming. But don’t worry; this guide provides a comprehensive GDPR compliance checklist, breaking down the essential steps you need to take to comply with the regulation!

The General Data Protection Regulation has had a profound impact on businesses worldwide, transforming the way personal data is collected, processed, and stored. Designed to give individuals more control over their personal information, the GDPR imposes strict guidelines on how businesses handle customer data – regardless of the company’s size or industry.

A key part of GDPR’s impact lies in its extraterritorial scope. Even if your business isn’t based in the EU, if you offer goods or services to EU residents or monitor their behavior (such as through website analytics), GDPR applies. This has led to a global shift in data management practices, as businesses around the world must now prioritize data protection to remain compliant.

💡 Did you know? According to a Cisco 2021 Data Privacy Benchmark Study, 87% of consumers say they care about the privacy of their data, and 79% are willing to invest time or money to protect it.

That’s why ensuring compliance can serve as a competitive advantage, enhancing your brand’s reputation and fostering long-term customer loyalty. Moreover, GDPR enforces accountability. Businesses must demonstrate that they have the right data protection measures in place, from legal justifications for data processing to technical security measures. This accountability can lead to a more structured, transparent, and secure data governance strategy – benefiting both businesses and their customers in the long run.

Step 1: Conduct a data audit and mapping exercise

The first step toward GDPR compliance is understanding what personal data your business collects, where it’s stored, how it’s processed, and who has access to it. Conducting a comprehensive data audit helps you map out the flow of data within your organization, including interactions with third-party processors.

Key considerations:

Identify all types of personal data collected, such as names, emails, IP addresses, and behavioral data.
Map out where data is stored – both physically and in the cloud.
Determine who can access personal data internally and externally (vendors, partners).

This audit is critical in identifying potential risks and establishing the foundation for compliant data practices.

Step 2: Establish a lawful basis for processing personal data

Under GDPR, businesses must have a lawful basis for processing personal data. This essentially means that you need a legitimate reason for collecting and using someone’s personal data. Without a lawful basis, processing the data would be considered illegal, and you could face severe fines.

There are six lawful bases that the GDPR recognizes for processing personal data:

Consent: The data subject (the person whose data you are processing) has given clear, explicit permission for you to process their personal data for a specific purpose.
Contract: Processing is necessary to fulfill a contract with the data subject or to take steps at their request before entering into a contract.
Legal obligation: Processing is necessary to comply with a legal obligation that applies to your business.
Vital interests: Processing is necessary to protect someone’s life or another vital interest.
Public task: Processing is necessary to carry out a task in the public interest or in the exercise of official authority.
Legitimate interests: Processing is necessary for your business’s legitimate interests or those of a third party, provided these interests aren’t overridden by the data subject’s rights.

Key considerations:

Review your data processing activities and categorize them under one of the lawful bases.
Ensure you have clear documentation of the lawful basis for each activity in case of an audit.
Make it easy for customers to give and withdraw consent if that’s your lawful basis.

Step 3: Update privacy policies and notices

Transparent communication with your customers is at the heart of GDPR compliance.

💡 Did you know: A survey by PwC found that 85% of consumers would not do business with a company if they had concerns about its data security practices, underscoring the importance of clear communication.

That’s why you must update your privacy policies and notices to ensure they clearly explain how personal data is collected, processed, and stored, as well as the rights of individuals under GDPR.

Key considerations

Include detailed information on data collection methods, storage, and retention periods.
Clearly communicate the data subject’s rights (e.g., access, rectification, deletion).
Make your privacy policy easy to find, understand, and access across all customer touchpoints.

Step 4: Implement data subject rights procedures

GDPR gives individuals enhanced control over their personal data. As a business, you need to establish procedures for handling data subject requests in accordance with the regulation’s requirements.

Key considerations

Set up processes to handle requests for data access, correction, deletion, and portability.
Ensure timely responses to data subject requests (within one month).
Implement mechanisms to handle objections to data processing and automated decision-making.

Step 5: Strengthen data security measures

Data security is a cornerstone of GDPR compliance. You must implement appropriate technical and organizational measures to protect personal data from unauthorized access, accidental loss, or destruction.

Key considerations

Use encryption, pseudonymization, and anonymization where necessary.
Ensure that only authorized personnel have access to sensitive data.
Regularly test and update security measures, including firewalls, anti-virus software, and access controls.

Step 6: Develop a data breach response plan

Under GDPR, businesses must report data breaches within 72 hours of becoming aware of them. Having a powerful data breach response plan in place is essential to meet this requirement and mitigate the impact of any breaches.

Key considerations

Define roles and responsibilities for breach notification and response.
Establish clear communication protocols for notifying authorities and affected individuals.
Analyze and document the breach to prevent future incidents.

Step 7: Appoint a Data Protection Officer (DPO) if required

Certain businesses, particularly those that process large volumes of personal data or handle sensitive data categories, are required to appoint a Data Protection Officer (DPO). The DPO’s role is to oversee data protection strategies and ensure GDPR compliance.

Key considerations

Determine if your business is legally required to appoint a DPO.
Ensure the DPO has the expertise and resources to fulfill their duties.
If you don’t need a DPO, assign someone to manage data protection responsibilities.

Step 8: Conduct Data Protection Impact Assessments (DPIAs)

When processing activities are likely to result in a high risk to individuals’ rights and freedoms, GDPR requires businesses to conduct a DPIA. This assessment helps identify risks and implement measures to mitigate them.

Key considerations

Conduct DPIAs when launching new products, services, or technologies that involve personal data.
Assess the risks to data privacy and security, and document your findings.
Implement measures to address any risks identified during the assessment.

Step 9: Review and update third-party contracts

If you share personal data with third-party vendors, such as cloud service providers or marketing partners, it’s crucial to review these relationships to ensure they comply with GDPR. You must have data processing agreements (DPAs) in place to regulate how these vendors handle personal data.

Key considerations

Review all contracts with third-party processors to ensure they meet GDPR requirements.
Implement data processing agreements that outline responsibilities and data protection measures.
Ensure third-party vendors comply with international data transfer regulations if data moves outside the EU.

Your staff plays a critical role in ensuring GDPR compliance. Regular training is essential to ensure that everyone within your organization understands their responsibilities regarding data protection.

Key considerations

Provide regular GDPR training for all employees, especially those handling personal data.
Keep staff updated on any changes to GDPR regulations or company data protection policies.
Foster a culture of data protection and privacy awareness across the organization.

By following this GDPR compliance checklist, your business will be well-equipped to meet the regulation’s requirements, safeguard customer data, and build a foundation of trust.

Choosing the right hosting solution is a crucial step in your GDPR compliance journey. Since GDPR mandates that businesses must implement both technical and organizational measures to protect personal data, your hosting provider plays a pivotal role in ensuring that the data you store and process is secure.

“With secure hosting providers, businesses can achieve a higher level of compliance readiness, easing the burden of manual monitoring and reinforcing a powerful data governance framework – a critical differentiator in stringent data protection environments.”
Luke Cavanagh, Strategic Support & Accelerant at Liquid Web

A secure hosting environment can help safeguard against breaches, ensure data integrity, and meet the regulatory requirements set by GDPR.

For businesses looking to ensure GDPR compliance without the headache of managing complex infrastructure, Liquid Web offers a comprehensive hosting solution designed with privacy, security, and compliance in mind.

Liquid Web ensures that your data is stored in secure, GDPR-compliant data centers. By keeping data within the European Economic Area (EEA) or implementing necessary safeguards, such as Standard Contractual Clauses (SCCs) for international data transfers, Liquid Web makes it easier for your business to meet GDPR’s stringent data residency and transfer requirements.

Advanced encryption and data security measures

Liquid Web prioritizes security at every level, offering industry-leading encryption protocols to keep your data safe both at rest and in transit. This helps your business comply with GDPR’s requirements to protect personal data from unauthorized access and breaches.

Whether it’s encrypting data stored in your databases or securing customer transactions on your eCommerce site, Liquid Web’s built-in encryption features give you peace of mind that your data is protected from unauthorized access:

Encryption at rest and in transit: Protects personal data from being accessed by unauthorized parties, ensuring compliance with GDPR’s security requirements.
Firewalls and intrusion detection: Liquid Web’s hosting solutions are equipped with advanced security tools that monitor and block potential threats in real time.
SSL certificates: Secure your website and communications with SSL certificates, ensuring that sensitive information, like customer data or payment details, is encrypted.

Data backup and disaster recovery

GDPR mandates that personal data be protected from accidental loss or destruction, which makes regular backups and disaster recovery essential. Liquid Web provides automated daily backups that ensure that your data is always safe and easily recoverable.

Additionally, if your website experiences downtime due to a server issue, Liquid Web’s disaster recovery system can quickly restore your site, ensuring that personal data is not lost or compromised in the process.

Role-based access control and Multi-Factor Authentication (MFA)

Controlling who can access personal data is a key part of GDPR compliance. Liquid Web offers robust access control features, including:

Role-Based Access Control (RBAC): Assign specific access permissions to team members based on their role, minimizing the risk of unauthorized access. If a developer needs access to your website’s backend but not customer data, Liquid Web’s RBAC allows you to limit their access, ensuring compliance with GDPR’s principle of data minimization.
MFA: Adds an extra layer of security to your hosting environment, requiring users to verify their identity through an additional step beyond just a password.

Data breach detection and support

Liquid Web provides proactive data breach detection and response support, helping you meet GDPR’s requirement to report breaches within 72 hours. With their real-time monitoring and expert support team, Liquid Web helps identify breaches early and provides guidance on the

In the event of a suspected breach, Liquid Web’s monitoring systems can alert you immediately, allowing you to take swift action and follow GDPR’s breach reporting protocols. Their expert team will also assist with reporting requirements and mitigation efforts to minimize damage and ensure compliance.

Comprehensive data processing agreements

As part of GDPR compliance, Liquid Web offers DPAs that clearly outline how personal data is handled in line with GDPR requirements. These agreements provide peace of mind, knowing that your hosting provider adheres to strict data protection standards.

When you store customer data on Liquid Web servers, their DPA ensures that they only process data in accordance with your instructions and they adhere to GDPR’s strict data protection principles.

Liquid Web’s team of experts is available 24/7 to assist with any GDPR-related questions or concerns. Whether you need help configuring your hosting environment for compliance, securing personal data, or responding to a data subject access request, Liquid Web’s support team is ready to provide guidance.

Not to mention, Liquid Web can tailor hosting solutions to meet your specific GDPR compliance needs, offering flexible services that grow with your business.

GDPR compliance is a legal obligation and a necessary part of building trust with your customers and ensuring the security of their personal data. From conducting data audits and updating privacy policies to ensuring data security and implementing data subject rights procedures, each step brings you closer to full compliance.

But to truly simplify and streamline your GDPR efforts, leveraging secure hosting solutions like those offered by Liquid Web can make all the difference. Liquid Web’s GDPR-compliant hosting solutions provide the encryption, access controls, backup systems, and breach response support your business needs to stay compliant without the complexity.

Whether you’re handling sensitive customer information or managing international data transfers, Liquid Web’s expert support and powerful infrastructure give you the tools and confidence to protect your business and customers.

Don’t leave your business exposed to the risks of non-compliance. Get started with Liquid Web today and take the first step towards effortless GDPR compliance to grow your business while keeping customer data safe!

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Note on the original publish date: This blog was originally published in September 2019. It has since been updated for accuracy and comprehensiveness.