GDPR Compliance Checklist: 25 Steps for 2025

GDPR Compliance: Why It Matters in 2025

Since GDPR came into effect in 2018, regulators have issued billions in fines. In 2025, enforcement is more sophisticated, cross-border cooperation is stronger, and expectations are higher. Compliance isn't optional—it's essential.

The 25-Step Compliance Checklist

Governance & Accountability

1. Appoint a Data Protection Officer (if required)

Required if you:

• Are a public authority
• Carry out large-scale systematic monitoring
• Process special category data at scale

Even if not required, consider designating a privacy lead.

2. Document your data protection governance structure

Create an organizational chart showing:

• DPO or privacy lead
• Reporting lines
• Business unit responsibilities
• IT security involvement

3. Implement a data protection policy

Your internal policy should cover:

• Data protection principles
• Employee responsibilities
• Breach procedures
• Training requirements

Data Mapping & Inventory

4. Create a Record of Processing Activities (ROPA)

Required documentation includes:

• Categories of data processed
• Processing purposes
• Recipients of data
• Retention periods
• Security measures
• International transfers

5. Map data flows

Understand how data moves:

• Collection points
• Internal transfers
• Third-party sharing
• International transfers
• Storage locations

6. Classify your data

Categorize data by:

• Type (personal, special category, children's)
• Sensitivity level
• Regulatory requirements
• Retention needs

Legal Basis

7. Identify lawful basis for each processing activity

Six lawful bases under GDPR:

Consent

Contract

Legal obligation

Vital interests

Public task

Legitimate interests

Document which applies to each activity. 8. Conduct Legitimate Interest Assessments (LIAs) When relying on legitimate interests:

• Identify the interest
• Demonstrate necessity
• Balance against individual rights
• Document the assessment

9. Review consent mechanisms

Ensure consent is:

• Freely given
• Specific
• Informed
• Unambiguous
• Withdrawable easily

Individual Rights

10. Implement Subject Access Request (SAR) procedures

You must respond within one month:

• Verification process
• Search procedures
• Response templates
• Redaction guidelines

11. Enable right to rectification

Allow individuals to:

• Update inaccurate data
• Complete incomplete data
• Request changes easily

12. Implement right to erasure ("right to be forgotten")

Procedures for:

• Request handling
• Exception assessment
• Backup consideration
• Third-party notification

13. Support data portability

When applicable:

• Common machine-readable format
• Direct transfer when feasible
• Process for requests

14. Handle objection requests

For direct marketing:

• Must stop processing
• No exceptions

For other processing:

• Assess compelling grounds

Privacy by Design

15. Conduct Data Protection Impact Assessments (DPIAs)

Required for high-risk processing:

• New technologies
• Profiling with legal effects
• Large-scale special categories
• Systematic monitoring

16. Implement privacy by design and default

Build privacy into systems:

• Data minimization
• Purpose limitation
• Storage limitation
• Security by design

17. Review third-party processors

Ensure contracts include:

• Processing only on your instructions
• Confidentiality obligations
• Security requirements
• Sub-processor restrictions
• Audit rights

Security

18. Implement appropriate technical measures

Consider:

• Encryption at rest and in transit
• Pseudonymization
• Access controls
• Logging and monitoring

19. Implement appropriate organizational measures

Include:

• Security policies
• Employee training
• Access management
• Clean desk policies

20. Conduct regular security testing

Regular assessments:

• Vulnerability scanning
• Penetration testing
• Security audits
• Risk assessments

Breach Management

21. Establish breach detection procedures

Systems for:

• Automated detection
• Employee reporting
• Vendor notifications

22. Create breach response plan

Clear procedures for:

• Initial assessment
• Containment
• Investigation
• Notification decisions
• Documentation

23. Implement 72-hour notification capability

Be prepared to notify regulators:

• Template notifications
• Contact information
• Escalation procedures
• Decision frameworks

Training & Awareness

24. Conduct regular staff training

Training should cover:

• GDPR principles
• Individual rights
• Security practices
• Breach reporting
• Role-specific requirements

25. Maintain compliance documentation

Keep records of:

• Training completion
• Policy acknowledgments
• DPIAs
• LIAs
• Breach log
• Consent records

Ongoing Compliance Activities

Monthly

• Review any data breaches
• Monitor subject access requests
• Update consent records

Quarterly

• Review data processing register
• Assess new processing activities
• Training refreshers

Annually

• Comprehensive policy review
• DPIA reviews
• Third-party assessments
• Security testing
• Training updates

Common Compliance Gaps

Documentation

• Missing or incomplete ROPA
• No documented lawful basis
• Incomplete DPIAs
• Poor consent records

Technical

• Inadequate encryption
• Weak access controls
• Poor logging
• Insecure transfers

Organizational

• Insufficient training
• Unclear responsibilities
• Poor vendor management
• Slow breach response

Enforcement Trends in 2025

Focus Areas

• Cookie consent enforcement
• International transfers post-Schrems II
• Big Tech accountability
• AI and automated decision-making
• Children's data

Increasing Fines

• Record fines continuing
• SME enforcement increasing
• Cross-border cooperation improving

Conclusion

GDPR compliance requires ongoing effort, not a one-time project. Use this checklist to assess your current state and identify gaps. Regular reviews ensure you stay compliant as regulations evolve and your business changes.

Use SafeDocGen's free Privacy Policy Generator to create a GDPR-compliant privacy policy as part of your compliance program.