The Complete GDPR Compliance Checklist for 2025

GDPR fines reached record levels in 2023, with penalties totaling over €2.1 billion across the European Union. The message is clear: data protection compliance is no longer optional, and regulators are actively enforcing violations.

Understanding GDPR Requirements

The General Data Protection Regulation (GDPR) applies to any business that:

• Operates in the EU
• Offers goods or services to EU residents
• Monitors behavior of EU residents
• Processes personal data of EU citizens

Even if your business is based outside the EU, GDPR compliance is mandatory if you serve European customers.

The Complete GDPR Compliance Checklist

1. Legal Basis for Data Processing

✓ Identify your legal basis for processing personal data:

• Consent (explicit and freely given)
• Contract performance
• Legal obligation
• Vital interests
• Public task
• Legitimate interests

✓ Document your legal basis for each type of data processing activity.

2. Privacy Policy Requirements

Your privacy policy must include:

✓ Clear identification of your business and contact details ✓ Data Protection Officer (DPO) contact information (if required) ✓ Types of personal data collected ✓ Purpose of data collection for each data type ✓ Legal basis for processing ✓ Data retention periods ✓ Third-party data sharing practices ✓ International data transfers (if applicable) ✓ User rights under GDPR ✓ Right to withdraw consent ✓ Right to lodge a complaint with supervisory authority

3. Cookie Consent Management

✓ Cookie banner that appears before cookies are set ✓ Granular consent options (not just "Accept All") ✓ Easy way to withdraw consent ✓ Cookie policy explaining all cookies used ✓ No pre-ticked boxes for non-essential cookies

4. User Rights Implementation

You must provide mechanisms for users to exercise their rights:

✓ Right to access - Users can request their data ✓ Right to rectification - Users can correct inaccurate data ✓ Right to erasure ("right to be forgotten") ✓ Right to data portability - Export data in machine-readable format ✓ Right to object - Opt-out of certain processing ✓ Right to restrict processing

5. Data Security Measures

✓ Encryption of personal data in transit and at rest ✓ Access controls limiting who can view personal data ✓ Regular security audits and vulnerability assessments ✓ Incident response plan for data breaches ✓ Staff training on data protection practices

6. Data Breach Procedures

✓ Breach detection systems in place ✓ 72-hour notification procedure to supervisory authority ✓ User notification process for high-risk breaches ✓ Breach documentation and record-keeping ✓ Post-breach analysis and improvement process

7. Third-Party Vendor Management

✓ Data Processing Agreements (DPAs) with all vendors ✓ Vendor compliance verification ✓ Regular vendor audits ✓ Clear data handling instructions ✓ Liability and indemnification clauses

8. International Data Transfers

If you transfer data outside the EU:

✓ Adequacy decision verification (for approved countries) ✓ Standard Contractual Clauses (SCCs) implementation ✓ Binding Corporate Rules (BCRs) if applicable ✓ Transfer impact assessment ✓ User notification of international transfers

Common GDPR Violations to Avoid

1. Insufficient Legal Basis

Fine Example: €50 million (Google, 2019) Violation: Processing data without proper legal basis

2. Inadequate Consent

Fine Example: €746 million (Amazon, 2021) Violation: Non-compliant cookie consent mechanisms

3. Missing Privacy Information

Fine Example: €35 million (TikTok, 2023) Violation: Inadequate privacy policy for children's data

4. Delayed Breach Notification

Fine Example: €20 million (British Airways, 2020) Violation: Failed to report breach within 72 hours

5. Insufficient Security Measures

Fine Example: €17 million (Marriott, 2020) Violation: Inadequate security leading to data breach

GDPR Compliance Automation

Manual compliance checks are time-consuming and error-prone. ComplySafe.io automatically scans your website for:

• Missing or inadequate privacy policies
• Non-compliant cookie consent mechanisms
• Insufficient user rights implementation
• Security vulnerabilities in data handling
• Third-party tracking without consent

Penalties for Non-Compliance

GDPR violations carry severe penalties:

• Tier 1 violations: Up to €10 million or 2% of annual global turnover
• Tier 2 violations: Up to €20 million or 4% of annual global turnover

The higher amount always applies, meaning even small businesses face devastating fines.

Take Action Today

GDPR compliance is not a one-time task. Regulations evolve, your website changes, and new risks emerge constantly. Regular compliance scanning ensures you stay protected.

Scan your website now and identify GDPR compliance gaps before regulators do.

Quick Answer

GDPR fines reached record highs in 2023. This comprehensive checklist covers everything your website needs to stay compliant with EU data protection regulations and avoid devastating penalties.

Who This Affects

SaaS founders, product teams, and privacy owners processing EU personal data.

What To Do Now

• Map this topic against your current product and data flows.
• Prioritize the highest-risk gaps and assign owners with deadlines.
• Re-check controls after product changes and major releases.

Related Resources

• GDPR Hub
• EU AI Act Hub
• EU Data Act Hub
• MiCA Hub
• Compliance Glossary