GDPR Compliance Checklist for Small Businesses

The General Data Protection Regulation (GDPR) affects any business that processes personal data of EU residents, regardless of where your business is located. Don't let compliance seem overwhelming - this practical checklist breaks it down into manageable steps.

Before diving into compliance steps, it's important to understand what GDPR covers:

Personal data - Any information relating to an identified or identifiable person
Processing - Any operation performed on personal data (collection, storage, use, sharing)
Data subjects - The individuals whose personal data you process
Legal basis - The lawful reason for processing personal data

Start with a data audit

The first step to GDPR compliance is understanding exactly what personal data you collect, how you use it, and where it's stored.

1. Conduct a Data Protection Impact Assessment (DPIA)

Document your data processing activities:

What personal data you collect (names, emails, addresses, etc.)
Why you collect it (customer service, marketing, legal requirements)
How long you keep it (retention schedules)
Who has access (employees, third-party processors)
Where it's stored (servers, cloud services, filing cabinets)

2. Update Your Privacy Policy

Your privacy policy must clearly explain:

Required information: What data you collect, why you collect it, how long you keep it, who you share it with, and what rights individuals have regarding their data.

3. Implement Data Subject Rights Procedures

Under GDPR, individuals have several rights regarding their personal data:

Right to access - Individuals can request copies of their data
Right to rectification - Correct inaccurate data
Right to erasure - "Right to be forgotten"
Right to portability - Receive data in a structured format
Right to object - Opt out of certain processing activities

Technical and Organizational Measures

Security Requirements

GDPR requires "appropriate technical and organizational measures" to protect personal data:

Encryption for data in transit and at rest
Access controls to limit who can view personal data
Regular backups to prevent data loss
Staff training on data protection practices

Breach Notification Procedures

If a data breach occurs, you have specific obligations:

72-hour rule - Notify supervisory authorities within 72 hours
Individual notification - Inform affected individuals if there's high risk
Documentation - Keep records of all breaches

Data breach notification is mandatory - failing to report can result in significant fines.

Practical Implementation Tips

For Small Businesses

Start simple - Focus on the basics before advanced compliance measures
Document everything - Keep records of your compliance efforts
Regular reviews - Update policies and procedures annually
Staff training - Ensure everyone understands their data protection responsibilities

Common Mistakes to Avoid

Assuming GDPR doesn't apply to your business
Using pre-checked consent boxes
Keeping personal data longer than necessary
Failing to update privacy policies
Not having procedures for data subject requests

Implementing GDPR compliance doesn't have to be overwhelming. Our comprehensive toolkit includes:

These attorney-reviewed templates help ensure your compliance efforts meet legal requirements while being practical for day-to-day operations.

Understanding GDPR Basics