How To Choose the Right Tools and Software for Conducting A GDPR Data Audit

The General Data Protection Regulation (GDPR) represents one of the most comprehensive data protection frameworks ever created. Enforced since May 2018, it holds companies accountable for how they handle personal data belonging to EU citizens. Any organisation dealing with this data, whether within the EU or globally, must ensure compliance. A crucial part of maintaining GDPR compliance is conducting regular data audits. These audits provide insights into how data is collected, stored, used, and disposed of, ensuring all actions comply with GDPR stipulations.

Selecting the right tools and software for conducting a GDPR data audit can be challenging. An effective GDPR audit requires the right mix of technologies to ensure comprehensive data mapping, risk assessment, compliance checks, and ongoing monitoring. This blog post aims to provide a detailed guide on how to choose the best tools and software for conducting a GDPR audit.

Table of Contents

Understanding GDPR and Its Requirements

Before diving into the tools and software, it is essential to understand the basic requirements of GDPR and what a GDPR audit entails. The GDPR regulation primarily focuses on protecting personal data and giving EU citizens greater control over their personal information. Businesses are required to demonstrate they handle data lawfully, transparently, and securely.

Key elements of GDPR include:

Data Subject Rights: Citizens have the right to access their data, request corrections, and even demand data deletion (the right to be forgotten).
Data Processing Principles: Data must be processed lawfully, transparently, and for specified purposes.
Data Security and Breaches: Organisations are responsible for ensuring data security and reporting breaches within 72 hours.
Accountability and Governance: Businesses must demonstrate compliance with GDPR through proper documentation, data processing records, and audit trails.
Data Protection Officers (DPOs): Companies processing large volumes of personal data must appoint a DPO to ensure GDPR compliance.

A GDPR data audit involves reviewing how personal data flows through an organisation, examining security measures, and ensuring compliance with GDPR’s legal obligations.

Key Considerations for Selecting GDPR Audit Tools

When choosing tools and software for a GDPR data audit, it’s important to take into account the specific functionalities needed to support compliance activities. The following considerations will help ensure you pick the right solutions for your organisation:

Scalability: The tools must be scalable to accommodate the size of your organisation, its data flow, and the complexity of operations. A small business may need more lightweight tools, while a large enterprise might require robust solutions that integrate across multiple departments.
Comprehensive Data Mapping: GDPR requires organisations to know exactly where personal data is stored, how it is processed, and who has access to it. This means the tool should be capable of mapping all data touchpoints across the organisation.
Ease of Integration: GDPR tools should seamlessly integrate with your existing IT infrastructure, including data storage systems, databases, and cloud environments.
Automation: Automation can greatly reduce the manual effort involved in auditing and compliance processes. Tools with automation capabilities can help with tasks such as data discovery, risk assessment, breach notifications, and continuous monitoring.
Reporting and Audit Trails: The software must offer comprehensive reporting features that allow organisations to maintain detailed audit trails. This is critical for demonstrating compliance to regulatory authorities.
Security and Encryption: Since GDPR is focused on data protection, the tools used should have strong security features. Look for tools that offer encryption, access controls, and support for pseudonymisation or anonymisation techniques.
Cost and Resources: The cost of the tools and the level of resources required for implementation and maintenance are also important considerations. The solution should fit within the organisation’s budget and resource capacity.

Categories of GDPR Audit Tools

GDPR audits require a variety of tools depending on the specific needs of the organisation. These tools can generally be grouped into several categories:

Data Discovery and Classification Tools
Data Mapping and Flow Visualisation Tools
Risk Assessment and DPIA (Data Protection Impact Assessment) Tools
Compliance Monitoring and Reporting Tools
Data Breach Management Tools
Access and Identity Management Tools
Encryption and Pseudonymisation Tools

1. Data Discovery and Classification Tools

The first step in conducting a GDPR audit is understanding where personal data resides within your organisation. Data discovery tools automate the process of finding and classifying personal data across various databases, storage systems, and file types. These tools provide visibility into both structured and unstructured data, ensuring no personal data is missed.

When choosing a data discovery tool, look for the following features:

Automated Scanning: The tool should be able to automatically scan the entire infrastructure, including on-premise and cloud-based systems, to identify personal data.
Classification Engine: A strong classification engine is necessary for distinguishing between different types of personal data (e.g., name, email, health records) and non-personal data.
Multi-environment Support: It should support various environments such as databases, cloud storage, and network file shares.
Tagging and Labelling: The ability to tag and label data for easy reference during the audit process is an essential feature.

Examples of such tools include Varonis, which provides data discovery and classification capabilities across on-premise, hybrid, and cloud environments, and Spirion, known for its comprehensive data discovery and classification tools.

2. Data Mapping and Flow Visualisation Tools

GDPR requires organisations to document and understand the flow of personal data. This includes knowing where data is stored, how it is transferred, and who has access to it. Data mapping tools help visualise the flow of personal data across systems, departments, and third parties.

Features to consider when selecting a data mapping tool include:

Visual Representation: The tool should provide easy-to-understand visual maps of data flow.
Integration with Existing Systems: It should integrate with existing data management and security tools to pull accurate data flow information.
Compliance Tracking: Look for tools that allow tracking data flows against GDPR compliance requirements.
Third-Party Integration: The tool should provide insights into how data is shared with third parties and how they handle personal data.

A good example of such a tool is OneTrust. It provides an intuitive interface for data mapping, helping organisations track data flows and ensure compliance with GDPR.

3. Risk Assessment and DPIA Tools

A key component of GDPR compliance is performing regular risk assessments and Data Protection Impact Assessments (DPIA). DPIA tools assist in evaluating risks associated with data processing activities, especially those that could significantly affect the privacy of individuals.

When choosing a DPIA tool, consider:

Risk Evaluation Metrics: The tool should provide robust risk evaluation metrics and allow for the identification of high-risk areas.
Templates and Automation: DPIAs can be complex, so a tool that offers pre-configured templates or the ability to automate parts of the process will save time and effort.
Continuous Risk Monitoring: GDPR compliance is not a one-time event. Continuous risk monitoring capabilities ensure that new risks are identified and mitigated as they arise.
Collaboration Features: Often, multiple departments are involved in conducting a DPIA. Collaboration features allow for easy sharing of information and delegation of tasks.

TrustArc and Exterro are notable tools for risk assessment and DPIA. TrustArc provides DPIA management templates and automation, while Exterro offers a powerful platform for conducting privacy assessments.

4. Compliance Monitoring and Reporting Tools

Ongoing compliance is one of the key challenges for organisations, especially when they handle large amounts of personal data. Compliance monitoring tools provide real-time tracking of GDPR compliance status, helping organisations identify gaps and ensure adherence to the regulation over time.

Important features in compliance monitoring tools include:

Real-Time Alerts: The tool should alert users to potential non-compliance issues as soon as they arise.
Customisable Dashboards: Dashboards that offer real-time insights into compliance status can help DPOs and compliance officers manage data protection more effectively.
Audit Trails: Detailed audit trails are necessary to show regulators how data is being managed and processed in accordance with GDPR.
Report Generation: The ability to generate reports that can be shared with stakeholders and regulators is vital.

Tools like Netwrix Auditor and Vanta provide comprehensive compliance monitoring and reporting features, enabling organisations to keep track of their GDPR status and manage any issues promptly.

5. Data Breach Management Tools

GDPR mandates that data breaches be reported within 72 hours of becoming aware of them. Therefore, having tools that help manage and report data breaches is crucial.

Key features to look for in breach management tools include:

Incident Detection: The tool should be able to detect potential data breaches quickly.
Breach Response Plans: Look for software that provides predefined breach response plans, including steps for notifying authorities and affected individuals.
Integration with Security Systems: The tool should integrate with security and monitoring systems to enhance its incident detection capabilities.
Breach Impact Analysis: It should allow for the evaluation of the impact of the breach and help determine the necessary steps for mitigation.

Tenable.io and Symantec Data Loss Prevention (DLP) are notable breach management tools. Tenable.io offers advanced threat detection capabilities, while Symantec DLP provides data loss prevention features along with breach notification capabilities.

6. Access and Identity Management Tools

Controlling who has access to personal data is a critical component of GDPR compliance. Identity and access management (IAM) tools help enforce strong access controls and ensure that only authorised personnel can access sensitive data.

When choosing an IAM tool, consider:

Access Control Mechanisms: The tool should support multi-factor authentication, role-based access control, and least privilege access.
Integration: It should integrate with existing systems and data repositories, ensuring a seamless access management process.
Audit and Logging: The ability to track access and create detailed logs is essential for demonstrating compliance.
User Behaviour Monitoring: Some tools offer the ability to monitor user behaviour to detect potential insider threats or inappropriate data access.

Okta and IBM Security Identity Governance and Intelligence are examples of powerful IAM tools that offer strong access controls, identity management, and auditing features.

7. Encryption and Pseudonymisation Tools

GDPR encourages the use of encryption and pseudonymisation as methods to secure personal data. Encryption tools help protect data both at rest and in transit, while pseudonymisation reduces the risk of data being linked back to individuals.

When selecting encryption and pseudonymisation tools, look for:

Strong Encryption Standards: The tool should support the latest encryption standards, such as AES-256.
Ease of Deployment: Encryption tools must be easy to deploy across various environments, including cloud, on-premise, and hybrid infrastructures.
Compliance with GDPR: Ensure the tool offers features that help meet GDPR’s data security requirements, including pseudonymisation techniques.
Minimal Impact on Performance: The tool should provide strong encryption without significantly affecting system performance.

Vormetric and Protegrity offer comprehensive encryption and pseudonymisation solutions that help organisations protect personal data while maintaining compliance with GDPR.

Conclusion

Choosing the right tools and software for conducting a GDPR data audit is a critical step towards maintaining compliance and protecting the privacy of individuals. By focusing on key areas such as data discovery, data mapping, risk assessment, compliance monitoring, breach management, access control, and encryption, organisations can ensure they are well-equipped to handle the complexities of GDPR.

Each organisation has unique needs, so it’s important to evaluate tools based on scalability, integration capabilities, automation, reporting, and security features. Investing in the right tools will not only streamline GDPR audits but also provide ongoing protection against data breaches and compliance failures, ensuring your organisation is well-positioned to meet GDPR’s stringent requirements in the long term.