A Complete Guide to GDPR Requirements

The General Data Protection Regulation (GDPR) outlines requirements that protect the privacy and security of personal data while ensuring organizations process information responsibly. These obligations apply to any business that handles the personal data of EU residents, regardless of where the organization is located.

Meeting these requirements is essential not only to avoid regulatory penalties but also to build customer trust and strengthen long-term business relationships.

Lawful Basis for Processing

Every processing activity must have a lawful basis, such as consent, contract performance, legal obligation, or legitimate interest. Organizations should document which basis applies and ensure records are easy to access during audits.

Transparent Privacy Notices

Companies are required to provide clear and accessible privacy notices that explain how data is collected, used, and shared. These notices should be written in plain language and easily available on websites, applications, or internal portals.

For guidance on communicating privacy and compliance information, explore our Trust Center resources.

Data Subject Rights

Individuals have the right to access, rectify, erase, and restrict processing of their personal data. Organizations must have efficient processes to respond within the one-month deadline set by GDPR.

To see how businesses manage user rights at scale, review our section on compliance automation for growing teams.

Privacy by Design and by Default

Privacy should not be an afterthought. GDPR requires businesses to integrate privacy by design and by default into systems and processes. This means limiting data collection to what is necessary and embedding safeguards throughout the lifecycle of personal data.

Data Protection Impact Assessments (DPIAs)

Organizations must conduct DPIAs when high-risk processing activities are planned—such as large-scale monitoring or handling sensitive data. A DPIA helps identify risks early and ensures that mitigating measures are in place.

Record of Processing Activities (RoPA)

Maintaining a Record of Processing Activities demonstrates accountability. It should cover what data is processed, for what purpose, who accesses it, and where it is stored. Regulators often request this documentation during investigations or audits.

Vendor and Third-Party Compliance

Vendors that process data on your behalf must comply with GDPR too. Contracts should include Data Processing Agreements (DPAs) outlining security obligations, confidentiality measures, and breach notification requirements.

Organizations can streamline vendor oversight using structured vendor risk management practices.

Breach Notification

If a personal data breach occurs, GDPR requires notification to supervisory authorities within 72 hours. Organizations should also have incident response plans to investigate, mitigate, and communicate breaches effectively.

Cross-Border Data Transfers

When personal data leaves the EU, it must remain protected. Businesses must rely on mechanisms such as adequacy decisions, Standard Contractual Clauses (SCCs), or Binding Corporate Rules (BCRs) to ensure lawful transfers.

Aligning GDPR with Broader Frameworks

GDPR compliance does not exist in isolation. Many organizations integrate GDPR programs with ISO 27001, NIST, and other security frameworks to achieve a more holistic privacy and security posture. This alignment improves audit readiness and demonstrates resilience to partners, customers, and regulators.