A Complete Guide to GDPR Certification
This guide covers everything you need to know about GDPR certification, from its benefits to selecting the right certification path.
When the European Union passed the General Data Protection Regulation (GDPR) in 2016, it set the standard for privacy and data protection laws around the world.
GDPR-certified companies and startups have access to European markets while building trust with privacy-conscious customers worldwide. Beyond compliance, GDPR certification strengthens your data protection practices, keeping your organization adaptable to evolving privacy laws.
This guide covers everything you need to know about GDPR certification, from its benefits to selecting the right certification path.
What is GDPR?
The GDPR is a comprehensive European Union law that governs how your business handles the personal data of EU residents, regardless of where your company is located. The regulation gives individuals significant control over their data, including the right to know how their information is used and the ability to request its deletion.
GDPR established strict rules for organizations that collect and process personal information, with non-compliance resulting in significant fines—the highest of any privacy framework globally, reaching up to 4% of annual global turnover or €20 million, whichever is higher. Unlike many other frameworks, GDPR applies to data no matter where or how it was collected or processed—via a website, an employment relationship, or a direct mail survey, for example—making it one of the most far-reaching and stringent privacy laws in existence.
Why GDPR Was Introduced
GDPR unified privacy laws across 28 EU nations to set a standard for data protection at a time when so much personal data is being shared with companies online. It creates a baseline privacy standard for processing personal data related to the people in the EU member states, and it reinforces users’ right to data privacy, protection, and transparency.
Business Obligations Under the GDPR
GDPR outlines seven principles that need to be followed by any organization that collects or processes data related to EU residents:
Lawfulness, Fairness, and Transparency: The collection and processing of personal data should be done lawfully, fairly, and with transparency to the data subject.
Purpose Limitation: The data must be processed for the specific purpose the subject agreed to when it was collected.
Data Minimization: Organizations should only collect the minimum amount of information they need to complete the specific purpose.
Accuracy: Personal data must stay accurate and current.
Storage Limitation: Personally identifying data must be deleted when it is no longer needed for the purpose for which it was collected.
Integrity and Confidentiality: Data processes should ensure integrity, security, and confidentiality.
Accountability: The data controller at the organization is accountable for proving that the data processing complies with GDPR. You should also appoint a representative within one of the EU member states if your company is outside the EU.
Any new functionality, products, and services that involve data collection, storage, or processing must consider data privacy by default, also called privacy by design.
In addition to the seven principles, organizations must implement appropriate technical and organizational measures to handle data security. For example, requiring staff to use two-factor authentication, providing training on data security for your team, and making sure data processing activities are documented. If there is a data breach, organizations have 72 hours to report it to the people whose personal data was affected.
They only need to notify individuals if the breach is likely to result in high risks, such as identity theft, financial loss, or exposure of sensitive personal data. If the breach poses no significant risk (e.g., the data is encrypted or the risks are mitigated), or if the data cannot be linked to specific individuals, notification isn’t required. However, failure to meet the 72-hour timeline without a valid reason can result in significant penalties.
GDPR also sets strict standards for consent when collecting data from someone. Consent must be “freely given, specific, informed, and unambiguous” and the requests for consent must be clear and easy to understand—not hidden in small print at the bottom of the page. For example, your newsletter sign-up includes a box that must be actively checked, and the copy clearly states that by checking the box, the person agrees to receive your email newsletter, and it also includes a link to your privacy policy.
Organizations must also provide a way for subjects to withdraw their consent. All consent must be documented.
The Importance and Benefits of GDPR Compliance
Complying with GDPR isn’t just about avoiding fines—it’s a strategic advantage. GDPR compliance allows global companies to work with EU clients without financial repercussions. Fines for non-compliance can be up to 4% of global revenue or 20 million euros, whichever is higher. Non-compliance also opens the door for individuals to sue for damages.
Even if you are not currently collecting or processing data related to EU residents, GDPR compliance is still valuable. Adhering to the strict consent and data processing rules keeps your data accurate and your data processing workflows efficient. Many of the requirements align with best practices for risk management, mitigating the possibility of a data breach.
Certifications like ISO 27001, NIST, and COBIT can streamline GDPR compliance by providing established frameworks that address its key requirements. For example, ISO 27001 offers a comprehensive ISMS, implements effective data security, and embeds risk management practices that align seamlessly with GDPR’s data protection and breach notification rules, setting organizations up for a smoother compliance process.
Complying with GDPR also shows that you are dedicated to data privacy and building customer trust, which can give you a competitive advantage.
What is a GDPR Certification?
GDPR certification is voluntary for organizations that want to demonstrate compliance, especially around customer privacy and transparency. It proves to the European Data Protection Board and other governing bodies that your data collection, storage, and processing adhere to the regulations.
Several organizations are accredited to facilitate GDPR certification, including EuroPriSe, Europrivacy, and the EU GDPR Institute. Certification lasts for three years before it needs to be renewed, but it can be revoked if the organization no longer meets the standards for certification.
Timeline
There are two phases to the GDPR certification process: information gathering and the certification process.
Small organizations with simple data collection and processing can complete both phases in less than six months. Larger organizations with more complex processes should expect to spend closer to 12 to 18 months on the process.
If your certification is about to expire and you’re going through the process to re-certify, the planning and information-gathering phase should take less time. Your staff is already trained on the expectations, and you already have the monitoring and audit trails in place, so the internal processes will move faster. Expect the actual certification process to take a similar amount of time as the initial certification.
Costs
The costs associated with GDPR compliance will vary based on the size and complexity of your organization, your current compliance level, and the amount of data your organization processes. Industry-specific requirements and the geographic scope of operations also may impact the total cost of the certification.
Here are some of the standard costs for GDPR certification:
Being ISO 27001 and ISO 27701 compliant is widely regarded as a best practice for achieving GDPR compliance, which can range from $15,000 to $20,000 each.
Implementation of the required systems, controls, and processes can cost between $10,000 and $25,000.
Continuous monitoring can cost between $5,000 and $30,000.
Many organizations opt for a consultant to help guide them through the certification process. Their fee ranges from $3,000 to $11,000.
Additionally, you should factor in internal costs, including staff training programs, technology infrastructure upgrades, comprehensive documentation efforts, and thorough audit preparation.
Benefits
GDPR certification is a powerful testament to an organization's commitment to data protection and privacy—it clearly demonstrates compliance while building customer trust and loyalty. It can be a differentiator in your sales conversations.
Once you’re GDPR certified, you gain smoother access to EU markets and establish a strong privacy reputation. The GDPR requires solid risk management practices that help prevent costly data breaches and streamline regular data auditing procedures.
Your organization significantly reduces its exposure to substantial GDPR fines, legal challenges, and customer complaints. As data privacy laws continue to evolve, your organization has a foundation for sustainable business processes in an increasingly privacy-conscious marketplace.
GDPR Certification Bodies
According to Article 42 of the GDPR, accredited certification bodies have the authority to issue GDPR certificates. These certification bodies must be approved by either a National Accreditation Body or a National Supervisory Authority (also known as a Data Protection Authority).
The bodies, or schemes, evaluate organizations and grant certifications. But governing bodies often do more than certify data processes and privacy. They also act as a guide to help organizations establish and maintain compliant standards.
Your organization may hire a consultant to help perform a gap analysis and audits when preparing for the certification scheme you have selected, but the final documentation needs to be submitted to the qualified certification body for evaluation.
Here are a few of the GDPR certification schemes an organization can choose from to verify their data processing and collection processes are compliant.
EuroPriSe (European Data Protection Seal)
EuroPriSe, headquartered in Germany, specializes in evaluating IT products and services for GDPR compliance through its comprehensive technical assessment process. Following its accreditation as an official certifying body in December 2023, EuroPriSe quickly established itself across the European Union, issuing its first certification in May 2024.
Europrivacy
The Europrivacy certification scheme was co-funded by the European Commission and Switzerland and is managed by the European Centre for Certification and Privacy (ECCP) in Luxembourg.
The scheme goes beyond basic GDPR requirements by mandating compliance with local privacy laws and implementing additional contextual checks for specific sectors like healthcare and blockchain technology.
Due to its thorough approach and multiple layers of verification, the certification process typically requires more time compared to other certification schemes. The Europrivacy framework is supported by an ecosystem of partners, including implementers, solution providers, and legal consultants, who help organizations navigate the certification journey successfully.
EU GDPR Institute
The EU GDPR Institute, established in May 2018, operates as a privately held professional services firm focused on comprehensive data protection, privacy, governance, risk management, compliance, and IT security.
As a leading think tank in these areas, the Institute provides both individual and organizational certification programs, emphasizing the practical application of knowledge in real-world scenarios. Their offerings extend beyond certification to include educational resources, training programs, and ongoing support for professionals and organizations navigating the complex landscape of data protection.
How to Choose Your GDPR Certification
A GDPR certification scheme provides credible third-party validation of your compliance efforts. While there are several available, it’s important to choose a certification scheme that aligns with your organization's specific needs, industry requirements, and target markets. The framework you select impacts everything from resource allocation and costs to market recognition and future adaptability, making it a key strategic decision in your compliance journey.
The European Centre for Certification and Privacy provides a Certification Schemes Assessment Methodology (CSAM) to help assess and compare the quality and reliability of diverse certification schemes. Here are a few criteria to keep in mind:
Legal Validity: Make sure the scheme is recognized by law and is not a homemade set of criteria.
Comprehensiveness: Verify that the criteria include all regulatory obligations instead of focusing on one area or creating blind spots in the certification.
Applicability Scope: Is the scheme focused on a specific role, such as data processors, and does that match your goals for the certification?
Geographic Scope: Some certification schemes are only recognized in a single country or geographic area. The broader the scope, the more authorities will recognize the certification.
Compliance Monitoring: A good certification program will require that your team designates someone to oversee compliance and ensure that all processes remain aligned.
No Customer Lock-in: When a single company controls both the certification scheme and its delivery, it could potentially exploit its monopolistic position. A scheme with multiple authorized providers creates healthy competition and gives organizations more options for their compliance journey.
Documentation Access: Is it easy to access the resources and training necessary to complete the certification scheme, and is there significant documentation?
How to Get Your GDPR Certification
First things first: ensure that your organization’s processes comply with the GDPR, regardless of the certification scheme you’ll be using.
Here are the basic steps to assessing your processes and preparing for GDPR certification. Check out the article, GDPR Compliance Checklist: How to Become Compliant, for more details.
Step 1. Review Where and How You Store Data
Before you dig into your processes, you need to understand what data is being stored and in what places. Perform a security check on devices and other resources where you store data. This includes physical storage centers, cloud storage solutions, and any company-owned devices such as laptops, smartphones, and removable data. Document which storage solutions have encryption and appropriate backup security. Verify that your data is well organized with clear categorization (e.g. sensitive vs non-sensitive), so you can easily locate specific personal data.
Step 2. Account For Data Processing Risks
Make sure all processing activities account for risk factors, such as encryption, pseudonymization, or anonymization mechanisms on all applicable data storage. Include data protection safeguards and regular data impact assessments. Update policies to include instructions on how to notify authorities and affected individuals in the case of a data breach.
Step 3. Examine Your Legal Function
Confirm your legal team understands the GDPR obligations, and have management include representation from the legal team in discussions about the certification and implementation.
Step 4. Consider Appointing a Data Protection Officer
Appoint a data protection officer (DPO) or delegate these tasks to a third party, member of your legal team, or IT security expert. Even if not required, many organizations choose to appoint a DPO voluntarily as a best practice.
Step 5. If Applicable, Appoint an EU Representative
Appointing an EU representative is important if your organization processes large amounts of personal data from EU citizens or residents or handles special categories, such as criminal records or racial origin. Organizations that are not established in the EU but offer goods or services to EU residents, monitor their behavior, or process personal data of EU residents on a large scale should appoint an EU representative. If you are processing data for a large insurance company or patient data as part of a healthcare organization, you will likely need an EU representative.
Step 6. Establish Your Public-Facing Privacy Policy
Draft a privacy policy on your organization’s website that clearly explains how you collect, share, store, and use personal data, and breaks down the types of data you collect and/or process. Have your legal team confirm that the policy meets GDPR obligations and publish it on your website, including any page where you collect data.
Step 7. Refine Your Terms of Service
Evaluate your product’s terms of service and make sure it aligns with the GDPR obligations. The GDPR requires your terms of service include information about explicit consent, the purpose for collecting and processing data, as well as special considerations for users under 16 years old.
Step 8. Develop a Customer-Facing Data Processing Agreement (DPA)
Create a data processing agreement that outlines your responsibilities regarding the customer’s data and make the agreement publicly available, such as on your website. The legal team typically leads the drafting process, with input from the DPO, IT, and privacy teams.
Step 9. Develop a Vendor-Facing Data Processing Agreement
Consider a vendor-facing DPA if a third-party vendor collects and processes user data on your behalf. This DPA should address how user data are to be protected during the engagement and include expected cybersecurity measures to reduce the likelihood of data breaches.
Step 10. Maintain Records of Processing Activities (ROPA)
Your ROPA should include an overview of your data processing practices, the types of data you process, and the reason you process this data. It should also outline the time limits before you erase various types of data and provide an overview of the security measures you have in place to protect the data.
Step 11. Create Ways for Customers to Exercise Their Privacy Rights
Make your approach to user privacy clear through cookie notifications on your website and web forms that demonstrate how data flows through your organization. Also, provide methods for direct communication. Create publicly available email addresses that customers can use to request their data be amended or deleted, and establish efficient processes to follow up on those requests.
Step 12. Maintain Continuous Compliance
Select an automated compliance platform that lets you continuously test and monitor the effectiveness of your security processes and procedures. Store documentation on data subject requests, data processing activities, privacy impact assessments, and consent records.
Step 13: Select a Qualified Certification Body to Audit Your Compliance
Once you’ve submitted your evidence to your selected certification body and completed your on-site audit, wait for the certificate. It could take a few weeks to a few months, but you’ll have created strong data processes that will save you from the headache of non-compliance.
Get Ready for GDPR Certification with Drata
GDPR certification sends a strong message to your customers and prospects that you take data privacy seriously and have strong data processing practices in place. It helps to organize your controls and track your compliance posture in one system.
Show your customers that you prioritize data security with GDPR certification. If you are just starting your GDPR certification journey or simply want to stay compliant, Drata’s compliance automation platform can help streamline the process. Learn more about how to get started.
GDPR Certification FAQs
Below, we dive into some of the most commonly asked questions about GDPR.
What Is a GDPR Certification?
GDPR certification is a voluntary process that proves to the European Data Protection Board and other governing bodies that your data collection, storage, and processing adhere to the regulations. The certification lasts for three years before it needs to be renewed.
How Long Does the Certification Process Take?
Small organizations with simple data collection and processing can complete the information gathering and certification in less than six months. Larger organizations with more complex processes should expect to spend closer to 12 to 18 months on the process.
What Is the Cost of GDPR Certification?
The costs associated with becoming GDPR compliant will vary based on the size and complexity of your organization, your current compliance level, and the amount of data your organization processes. Industry-specific requirements and the geographic scope of operations also may impact the total cost of the certification. Small, less complex organizations should expect to spend approximately $50,000 on the entire process, while larger organizations could spend upwards of $120,000.
Who Has the Authority to Issue GDPR Certificates?
According to Article 42 of the GDPR, accredited certification bodies have the authority to issue GDPR certificates. These certification bodies must be approved by either a National Accreditation Body or a National Supervisory Authority (also known as a Data Protection Authority). Those bodies include organizations such as EuroPriSe, Europrivacy, and the EU GDPR Institute. Your organization may hire a consultant to help perform a gap analysis and audits when preparing for the certification scheme you have selected, but the final documentation needs to be submitted to the qualified certification body for evaluation.
