GDPR compliance:
How to foster trust and secure competitive advantages with data protection
What do you think of when you hear GDPR? Are you thinking of dry paragraphs, countless to-dos and the constant fear of warnings? Understandable. But those who only see data protection as a duty are overlooking the real potential.
On this page you will find out:
- How the GDPR can be a real competitive advantage - provided it is implemented correctly.
- Which requirements you should meet to be GDPR-compliant and how you can score points with customers and business partners.
- What you can do to turn data protection from an annoying necessity into an effective part of your corporate strategy.
Sounds like the right input at the right time? Then let's start with the benefits.
General Data Protection Regulation:
From a topic of fear to
a competitive opportunity
The General Data Protection Regulation (GDPR ) has been binding in all EU member states since May 2018 - and affects practically every company that processes personal data.
What sounds to many like a risk of warnings, paperwork and fines is in fact a strategic idea: The GDPR is intended to strengthen digital trust - through clear principles for fair, transparent and secure handling of personal data. It deliberately focuses on technological neutrality: Companies can decide for themselves how they implement the requirements - provided they can prove that their processes work.
This is precisely where the scope for design is often underestimated. Because if you see the GDPR not as a rigid regulation but as a strategic tool, you can achieve several goals at the same time:
- Purposefully build trust: Today’s customers and business partners want to know exactly who they are entrusting with their data. Transparently documented, comprehensible data protection policy creates precisely this trust and sets you apart from the competition, who only act reactively.
- Improve processes measurably: The GDPR obliges companies to properly document internal processes, clarify responsibilities and identify risks at an early stage. At first glance, this may seem like tedious hard work - but it brings clarity, efficiency and security to systems that have grown over time.
- Dealing confidently with future technologies: Those who can already comprehensibly document how personal data is processed today are better prepared for AI regulation or international data protection standards. Data protection is therefore becoming the cornerstone of digital resilience and the basis for sustainable innovation.
It is therefore worth strategically anchoring data protection in the company’s fabric at an early stage: In this way you avoid expensive rework - and at the same time secure a real competitive advantage in a market in which trust is becoming the currency of the future.
Structure, content and requirements
of the GDPR explained compactly
The GDPR consists of 11 chapters and 99 articles - but in practice it is these six core areas which are the most important:
- Legal basis & information obligations:
You must be able to prove that you only process personal data on a clear legal basis - e.g. based on consent, to fulfill a contract, to fulfill legal obligations or due to legitimate interests. At the same time, you must provide transparent information on what data is processed for what purpose, how long it is stored and what rights data subjects have. - Data life cycle: Earmarking, minimization & deletion:
Personal data may only be collected and used for specified, clear and legitimate purposes (purpose limitation) - and only to the extent necessary (data minimization). Equally important: clear retention periods and processes for deleting or anonymizing data as soon as it is no longer required. - Rights of data subjects:
Data subjects have comprehensive rights, e.g. to information, rectification, erasure, restriction, objection and data portability. You must ensure that these rights can be fulfilled technically and organizationally in practice - including responsibilities, identity checks and timely processing. - Security & data protection incidents (TOMs):
Protect personal data with suitable technical and organizational measures - such as access and authorization concepts, encryption, logging, training and regular checks. In addition, clear processes are needed to identify, assess, report and sustainably resolve security and data protection incidents. - Service providers, order processing & third country transfers:
If you use external service providers or tools, GDPR-compliant data processing agreements (DPAs) are required - including regulations on subcontractors and controls. For transfers to third countries outside the EEA, additional requirements must be met and suitable protective measures must be demonstrated. - Documentation & Accountability:
The GDPR not only obliges companies to act in accordance with data protection regulations, but also to be able to prove this at any time. This includes the list of processing activities, data protection impact assessments, proof of consent and documentation on TOMs, training, service providers and risk assessments.
But what exactly is achieved by complying with these requirements (apart from the required legal certainty)?
In concrete terms: This creates a resilient basis for processing personal data in a traceable, audit-proof and trustworthy manner.
Internal processes become more transparent, liability risks are reduced and cooperation with customers, authorities and partners runs more smoothly - because the requirements are clearly regulated and documented. Data protection not only becomes an obligation, but also actively contributes to the stabilization and optimization of your business processes.
By the way: One of the best ways to achieve GDPR compliance is to use an ISO 27701 certified DSMS (data protection management system).
GDPR compliance:
5 Advantages for your company
Legal certainty
A functioning DSMS (data protection management system) ensures that responsibilities are clearly defined - and that verification is readily available in the event of an audit. This reduces the risk of fines and creates certainty day-to-day.
Reputation protection
Data protection breaches are no longer a mere legal problem but also a media risk. Those who handle data transparently not only protect themselves, but also their brand - and gain the trust of customers, partners and investors.
Competitive advantages
A DSMS can be implemented according to ISO 27701 certification. This creates trust with data protection-sensitive customers and partners - e.g. in sectors such as healthcare and financial services.
Trust
Data protection is a cultural issue. When employees realize that the handling of sensitive information is taken seriously, this strengthens their identification with the company and promotes a shared understanding of values. At the same time, the image of a responsible company is broadcast to the outside world.
Optimized processes
Anyone who looks closely at data flows, deletion periods and access restrictions often discovers operational weaknesses. Data protection requires clearly defined procedures and therefore contributes to the optimization of internal processes.
5 steps to
GDPR compliance
Step 1
Record status quo
Get an overview of all data flows, storage locations and security measures.
Step 2
Set up a data protection management system (DPMS)
A DPMS requires clear roles, processes and robust proof. Your data protection becomes controllable.
Step 3
Systematize processes & documentation
Anchor data protection in all processes and document consents, TOMs etc.
Step 4
External audit & ISO 27701 certification
A "real" GDPR certification is not yet possible - but an ISO 27701 certification of your DPMS is strong proof of trustworthiness.
Step 5
Living data protection and updating it regularly
Train your team, carry out regular audits - and keep your system up to date.
6 practical tips for
complying with GDPR principles efficiently and securely
Start with processes, not paragraphs:
Forget rigid paragraphs and concentrate on the relevant issues behind them, which are ultimately what matters: Where is personal data generated in the company? Who processes it? And for what purpose?
Data protection belongs in everyday practice, not in the folder:
Many companies document diligently, but do not put data protection into practice. Make sure that processes exist formally and are also comprehensible and effective in practice.
Technology and organization belong together:
A secure tool is no substitute for a real, living data protection culture. Training, clear responsibilities and regular reviews are at least as important as firewalls and encryption.
Be careful with interfaces:
Whether HR systems, CRM or external service providers - undiscovered weak points often emerge where systems and people meet. A structured risk analysis is an absolute must-have here.
Use data protection impact assessments as an early warning system:
Set up correctly, DPIAs are not a compulsory exercise but a strategic tool. They help to set up new projects (e.g. software launches) properly and avoid reputational risks at the same time.
Making data protection tangible:
Use checklists, templates, clear responsibilities and regular briefings. The simpler the implementation, the more traceable your compliance.
Use other certifications to meet GDPR requirements:
Use your ISO 27001 certification for technical data protection
The GDPR does not prescribe any additional technical protective measures in addition to your ISMS. With the right integration, key principles such as technical and organizational measures (TOMs) and accountability can be fulfilled directly from your existing ISO 27001 structures. This allows you to manage data protection and information security in a consistent system and avoid duplicate processes and documentation.
Order processing &
supply chain
Expand your existing supplier and service provider management to include the GDPR requirements for processors. This allows you to maintain central visibility of contracts, TOMs and test reports and secure the entire processing chain.
Awareness & Training
Combine security training with content on data subject rights and the handling of personal data. An integrated training program raises awareness of both perspectives and reduces the amount of training required.
Technical & organizational measures (TOMs)
The controls of ISO 27001, such as access protection, encryption and logging, contribute directly to Art. 32 GDPR. Specific additions are often sufficient to fully cover the data protection requirements.
Accountability & Documentation
Use existing ISMS structures for guidelines, approvals and versioning. This allows you to fulfill the verification requirements of the GDPR without creating parallel documentation worlds.
FAQs –
frequently asked questions about the GDPR
No, especially as there is no official GDPR-ISO certification. However, an ISO 27701-certified DSMS (data protection management system) is considered valuable proof of GDPR compliance by customers, partners and supervisory authorities.
Yes, the requirements of the GDPR apply to all companies, regardless of company size or sector.
Violations of the GDPR may result in damages or fines of up to €20 million or 4% of annual global turnover. In practice, the associated reputational damage should not be underestimated.
With a free GDPR check we will find out together in around 30 minutes.
GDPR compliance:
GDPR compliance: Check off the topic of data protection
During a free quick check, we will analyze together where you currently stand - and which specific steps are necessary to ensure that your company is GDPR-compliant, secure and efficient.
Without blah blah blah. Without sales pressure. But with 100% added value.
