The General Data Protection Regulation (GDPR), consisting of 99 articles, has been in effect since May 25, 2018. It regulates relations between individuals who provide confidential information and the entities — companies or individuals — responsible for collecting, processing, and using that data. These entities can include online platforms, web services, and commercial and non-commercial organizations. Non-compliance with GDPR can lead to fines of up to 4% of a business’s annual revenue. To identify data leak risks, companies perform GDPR audits, and Viveka’s legal team offers these services.
What Is a Personal Data Protection Audit?
A GDPR audit is a systematic process aimed at obtaining objective insights into the effectiveness of data management practices, procedures, and policies related to personal data protection. The outcome provides a clear understanding of which personal data the company processes and how it handles that data, from collection to deletion. The audit evaluates these processes based on GDPR requirements and the national laws of the country where the data controller (the entity collecting the data) is registered.
Who Needs a GDPR Audit and Why?
A personal data protection audit ensures that an organization complies with GDPR. It helps identify areas of potential non-compliance and data-related risks. To be an effective control tool, the audit should be conducted:
- at the beginning and end of corporate restructuring;
- every 6–12 months as part of routine checks;
- before working with new partners;
- after a data breach has been detected;
- before undertaking high-risk data operations.
Ensuring GDPR compliance is one of the core services offered by the legal firm Viveka. Team’s comprehensive approach and legal expertise ensure a highly effective outcome.
Key Stages of GDPR Compliance Audit in a Company
The main goal of GDPR compliance is to enforce rules, prevent violations, reduce risks, and maintain a company’s reputation. Viveka’s legal support includes the following stages: collecting and analyzing data, identifying data categories and data subjects, evaluating current technical and organizational security measures, and preparing recommendations.
Documentation Review and Analysis
This is the foundation of GDPR compliance. The documents reviewed include: Records of Processing Activities (ROPA), privacy policies, consent logs, data breach records, Data Protection Impact Assessments (DPIA), and contracts with third-party organizations.
Identifying Data Categories and Data Subjects
A personal data audit involves reviewing different types of data, including:
- Type (e.g., full name, email address);
- Source (e.g., client forms, website cookies);
- Storage locations (e.g., cloud storage, databases);
- Access permissions (i.e., who is authorized to work with the data).
Evaluating Existing Technical and Organizational Safeguards
Effective protection relies on both secure technology and skilled personnel. Essential elements include encryption, access control, security systems, data backup, and recovery tools.
Developing Recommendations
The audit results in a detailed map of personal data flows within the company. The final recommendations outline the steps and measures necessary to ensure compliance with the regulation.
Issues Resolved by a Personal Data Audit
A personal data audit helps address the following problems:
- unlawful data processing;
- insufficient data retention and analysis periods;
- process misalignment with declared purposes;
- lack of incident response mechanisms;
- organizational shortcomings, among others.
A GDPR compliance audit is a vital tool for ensuring robust data protection and regulatory adherence. Regular audits help reduce the risk of penalties and position an organization as a leader in data privacy.
