GDPR Compliance: 10 Things You Need to Know [2026 Guide]

What is GDPR Compliance?

GDPR compliance means adhering to the European Union's General Data Protection Regulation by protecting the personal data and privacy of EU citizens. Compliance requires organizations to be transparent about data use, obtain consent, minimize data collection, and implement strong security measures. It also involves providing individuals with rights to access, correct, and delete their data, and having plans to report data breaches promptly.

Here are 10 things that are important to know about GDPR compliance:

• 1. Lawful processing: Collect and process personal data for a specific, legitimate purpose and have a lawful basis for doing so.
• 2. Data minimization: Collect only the data that is adequate, relevant, and necessary for the specified purpose.
• 3. Storage limitation: Retain data only as long as necessary for the purpose it was collected.
• 4. Integrity and confidentiality: Implement strong security measures, like encryption, to protect data.
• 5. Transparency: Inform individuals about how their data is being used and their rights.
• 6. Individual rights: Allow individuals to access, correct, and delete their data upon request.
• 7. Data breach protocols: Have a plan in place to promptly report data breaches to the relevant authorities and affected individuals.
• 8. Accountability: Document all data processing activities and conduct Data Protection Impact Assessments (DPIAs) when needed.
• 9. Privacy policy: Maintain a clear, easily accessible privacy policy.
• 10. Data Protection Officer (DPO): Appoint a DPO if your organization processes a large volume of sensitive data or frequently monitors data subjects.

We describe each of these aspects in more detail below.

This is part of a series of articles about data governance.

10 Key Requirements and Aspects of GDPR Compliance

1. Lawful Processing

Lawful processing is a fundamental requirement of GDPR compliance. Organizations must have a valid legal basis for every instance of personal data processing, such as user consent, contractual necessity, legal obligations, vital interests, public tasks, or legitimate interests. These bases are not interchangeable, and the chosen justification must be documented. Consent, when used, must be freely given, specific, informed, and unambiguous.

Companies must clearly communicate the grounds for data processing to individuals, often through privacy notices. If an organization relies on legitimate interest, it must perform and document an assessment showing that its interests do not override fundamental rights of the data subject. Failing to properly establish and document a legal basis can result in enforcement actions and fines under GDPR.

2. Data Minimization

Data minimization requires organizations to only collect and process personal data that is directly relevant and necessary for the specified purpose. This principle discourages data hoarding and mitigates risks in the event of a breach. Organizations must review data flows and limit the scope of data collection to what is strictly required.

Implementing data minimization means reassessing business processes, forms, and systems for unnecessary data fields. This also extends to ensuring that personal data is not retained longer than needed and that it is properly erased when no longer required.

3. Storage Limitation

Storage limitation is the principle that personal data should not be kept for longer than necessary for the purposes it was collected for. Organizations must establish and implement retention schedules based on legal, regulatory, and business requirements. Deleting or anonymizing data once those periods expire is vital for minimizing privacy risks and regulatory exposure.

Practical application involves documenting and enforcing retention policies throughout data repositories. Automated deletion processes and regular reviews of data holdings are recommended.

4. Integrity and Confidentiality

GDPR mandates that personal data is processed with appropriate security measures to ensure its integrity and confidentiality. This involves protecting data against unauthorized access, alteration, disclosure, and destruction, using measures like encryption, pseudonymization, access control, and regular security testing. Security controls must align with the sensitivity and risk level associated with the data.

Organizations must also ensure staff receive proper training on data security best practices and incident response procedures. They are obligated to notify both authorities and affected individuals promptly in the event of a data breach.

5. Transparency

Transparency requires organizations to provide clear, accessible information to individuals about how their personal data is collected, used, stored, and shared. Notices should outline the purposes of processing, retention periods, recipients, and the rights available to the data subject. Language must be concise and free of jargon.

Ongoing transparency is essential. Any significant changes in data processing activities, such as a new purpose or third-party sharing, must be promptly communicated to individuals.

6. Individual Rights

GDPR enshrines several key rights for data subjects, including the right to access, rectify, erase, restrict processing, object, and data portability. Organizations must implement efficient processes to facilitate the exercise of these rights, ensuring requests are acknowledged and handled within one month as stipulated by the regulation.

Procedurally, organizations must verify data subject identity before fulfilling requests and keep records of how requests are processed. Staff should be trained to spot and correctly manage such requests to avoid inadvertent violations.

7. Data Breach Protocols

Organizations must have clear, documented procedures to detect, investigate, and respond to personal data breaches. Under GDPR, a breach must be reported to the relevant supervisory authority within 72 hours of becoming aware of it, unless the breach is unlikely to result in a risk to the rights and freedoms of individuals. If the breach poses a high risk, affected individuals must also be notified without undue delay. This requires technical systems for breach detection, as well as internal escalation paths and decision-making processes to assess the severity and impact of an incident.

Effective breach protocols involve pre-defined roles and responsibilities, simulation exercises, and integration with incident response and business continuity plans. Organizations should maintain a breach register detailing the nature of each breach, its consequences, and the actions taken. Regular reviews and updates to response plans ensure preparedness as threat landscapes evolve. Failure to comply with breach notification rules can significantly increase exposure to regulatory sanctions.

8. Accountability

Accountability requires that organizations not only comply with GDPR but can also demonstrate their compliance to regulators and data subjects. This involves maintaining records of processing activities, conducting data protection impact assessments (DPIAs) for high-risk processing, and implementing regular audits. Compliance must be embedded within the culture and operations.

Leaders must ensure that roles and responsibilities for data protection are clearly assigned, with adequate resources and oversight in place. Proactive documentation of compliance efforts, regular reporting, and transparency with supervisory authorities are all part of practicing accountability as envisioned by GDPR.

9. Privacy Policy

A clear and accessible privacy policy is foundational to GDPR compliance. The policy must explain the organization’s data practices, the legal grounds for processing, the categories of data involved, data recipients, retention times, and the mechanisms for exercising rights. It should be easily accessible, often prominently displayed on websites and applications.

Privacy policies must be reviewed regularly and updated as processing practices evolve or regulatory guidance changes. Communicating policy changes to data subjects is also necessary.

10. Data Protection Officer (DPO)

A data protection officer (DPO) is required for organizations engaging in large-scale, systematic monitoring, or processing special categories of personal data. The DPO’s role is to oversee data protection strategy, monitor compliance, advise on DPIAs, and serve as a contact point for supervisory authorities and data subjects. They should be independent and report to the highest management level.

The DPO must possess expertise in data protection laws and practices. Even organizations not strictly required to appoint a DPO often benefit from establishing a similar function or team.

Who Must Comply with GDPR?

GDPR applies to all organizations that process personal data of individuals residing in the EU, regardless of where the organization itself is based. This extraterritorial scope means a U.S., Asian, or African company offering goods or services to, or monitoring the behavior of, EU residents must comply with GDPR and its full suite of obligations. Both data controllers (who determine the purpose and means of processing) and processors (who act on behalf of controllers) are covered.

Small organizations and non-profits are not exempt if their activities fall within the scope of the regulation. There are additional rules for processing by public authorities, and some limited exceptions, but the expectation is that organizations undertake serious and proactive compliance efforts if they process any EU data.

What Are GDPR Data Subject Rights?

The GDPR grants individuals—referred to as data subjects—a set of enforceable rights regarding their personal data. These rights are designed to give individuals more control over how their data is collected, used, and retained by organizations.

• Right to access: Data subjects can request a copy of their personal data, along with information about how and why it is processed. Organizations must respond within one month and provide the data in a commonly used, accessible format.
• Right to rectification: Individuals have the right to request corrections to inaccurate or incomplete personal data. Organizations must act without undue delay to update the information.
• Right to erasure (right to be forgotten): Under certain conditions, individuals can request the deletion of their personal data—for example, when the data is no longer necessary or consent is withdrawn. This right is not absolute and may be limited by legal or regulatory obligations.
• Right to restrict processing: Data subjects can request that the processing of their data be limited, typically while a dispute about accuracy or legality is resolved. During this period, data can be stored but not actively processed.
• Right to data portability: Individuals can request their data in a structured, machine-readable format and have the right to transfer it to another controller, where technically feasible.
• Right to object: Individuals can object to processing based on legitimate interests or public tasks. If an objection is raised, processing must stop unless the organization can demonstrate compelling legitimate grounds.
• Rights related to automated decision-making and profiling: Data subjects have the right not to be subject to decisions made solely by automated processes, including profiling, if such decisions produce legal effects or significantly impact them. Organizations must implement safeguards and offer human intervention when needed.

These rights must be supported by internal procedures and clear communication. Organizations are required to verify identities before fulfilling requests and document all request handling to demonstrate compliance.

GDPR Enforcement and Non-Compliance Penalties

GDPR enforcement is managed by independent data protection authorities in each EU country. Regulators can conduct investigations, require organizations to demonstrate compliance, and issue orders to stop non-compliant processing or direct remedial action. Authorities have cooperation mechanisms to span cross-border cases when multiple jurisdictions are involved.

Penalties for non-compliance can be severe. Fines can reach up to €20 million or 4% of the global annual turnover, whichever is higher, for the most serious infringements. Lesser breaches can still result in multi-million euro fines, warnings, audits, and reputational loss.

GDPR Compliance Best Practices

1. Utilize a Centralized Data Management Solution

Centralizing data management enables organizations to maintain a single, accurate, and up-to-date view of personal data across all business units and systems. This is essential for meeting GDPR obligations such as upholding data subject rights and ensuring data accuracy, security, and documentation. Centralized tools provide better visibility, making it easier to monitor data flows, apply consistent privacy controls, and implement efficient data retention and deletion processes.

A centralized solution simplifies compliance auditing, reduces administrative overhead, and streamlines responses to regulatory requests or data subject inquiries. By reducing data silos and maintaining comprehensive logs of processing activities, organizations minimize risks associated with duplicate or unmanaged data copies. Selection of a data management system should prioritize security, scalability, and support for structured and unstructured data.

2. Establish Organization-Wide Governance and Escalation Paths

Effective GDPR compliance demands that governance frameworks span the entire organization. Clear roles, responsibilities, and escalation procedures for data protection must be set at the highest levels and communicated throughout all business units. This ensures consistent application of privacy policies, facilitates centralized oversight, and enables rapid response to incidents or regulatory inquiries.

Structured escalation paths mean that privacy issues or breaches are reported and handled swiftly. Governance models should be supported by regular policy reviews, cross-functional privacy committees, and direct involvement from executive leadership.

3. Implement Continuous Training and Privacy Awareness

Continuous GDPR training is necessary to keep staff at all levels informed of their responsibilities and emerging privacy risks. Training programs should be tailored to different job functions, providing practical examples, legal context, and clear escalation channels for privacy concerns. Awareness campaigns and mandatory refreshers support a privacy-centric culture and reduce the likelihood of accidental breaches caused by human error.

By embedding privacy into organizational culture, companies encourage vigilance and empower employees to identify and react appropriately to threats. Regular testing—such as simulated phishing or breach drills—reinforces learning and exposes gaps for proactive improvement.

4. Schedule Systematic Policy and Register Reviews

Regular, scheduled reviews of privacy policies, records of processing activities, data retention schedules, and security controls are crucial for maintaining compliance. Static policies quickly become obsolete as laws, technology, or organizational structures change. Systematic reviews help capture new risks, identify required updates, and ensure ongoing alignment with best practice and regulatory guidance.

These reviews should involve cross-functional teams, including IT, legal, security, and operations, to give a holistic perspective on compliance. Documentation of review outcomes, decision rationales, and identified actions serve as evidence of due diligence to regulators.

5. Use Standardized Workflows for Data Subject Requests

Standardized workflows ensure that data subject requests—whether for access, rectification, erasure, or restriction—are managed efficiently, accurately, and within GDPR deadlines. Automating intake, tracking, and fulfillment processes reduces the risk of error and provides an auditable trail of all interactions. This standardized approach supports consistent communication with data subjects and meets regulatory documentation requirements.

Templates, secure verification steps, escalation paths, and role-based access controls are core features of robust workflows. Regular testing and fine-tuning of these processes are critical as volumes scale or new rights interpretations emerge.

6. Continuously Monitor Regulatory Updates and Enforcement Trends

The GDPR landscape is dynamic, with frequent updates to authoritative guidance, national enforcement priorities, and judicial interpretations. Organizations must invest in monitoring regulatory updates, enforcement actions, and relevant case law in all jurisdictions where they operate. Proactive monitoring allows rapid adaptation of policies, processes, and technical safeguards to emerging risks and compliance expectations.

Stakeholders responsible for data protection should subscribe to regulatory bulletins, collaborate with privacy networks, and review industry commentary. Documenting changes and taking action based on the latest trends is evidence of good faith and proactive compliance.