Practical steps for organisations managing GDPR and beyond.

For many organisations, data privacy compliance can feel overwhelming. Between evolving regulations like the UK GDPR and growing public scrutiny around how data is handled, knowing where to begin (or how to stay on top of it) can be tough.

Here are some of the most common data protection compliance challenges and how your organisation can overcome them.

1. Lack of Clarity on Roles & Responsibilities  

One of the most common issues is confusion around who is responsible for data compliance.

Solution:
Start by identifying your role. Are you the data controller (deciding why and how personal data is processed), the data processor (processing data on behalf of another), or both? From there, assign clear internal responsibilities. This may include appointing a Data Protection Officer (DPO) or a privacy lead to oversee compliance activities and act as a point of contact.

2. Keeping Up with Evolving Regulations  

Laws like the UK GDPR, PECR, and global equivalents are constantly evolving, and staying informed can feel like a full-time job.

Solution:
Regularly review your data protection policies and subscribe to updates from trusted sources. Following organisations such as ProvePrivacy that tracks regulation changes and provides actionable guidance can significantly reduce the burden.

3. Incomplete or Inaccurate Data Records  

Many organisations struggle to maintain accurate records of what data they hold, where it’s stored, and how it flows between systems and third parties.

Solution:
Create and maintain a Record of Processing Activities (RoPA). This is a GDPR requirement for many and a valuable tool for risk management for all. Using tools like ProvePrivacy can simplify this process, offering structured templates and automated tracking.

4. Managing Third-Party Risks  

Sharing data with partners or vendors introduces additional risk and you’re still accountable.

Solution:
Ensure you have Data Processing Agreements (DPAs) in place for all relevant third parties. Conduct due diligence before engaging new vendors, and regularly review third-party practices to ensure ongoing compliance.

5. Responding to Data Subject Requests (DSARs)  

Requests for access, correction, or deletion of personal data must be responded to within strict timeframes. Without a clear process, this can quickly become a bottleneck.

Solution:
Implement a clear DSAR response workflow. Have templated responses, internal checklists, and a tracking system to manage deadlines. ProvePrivacy’s DSAR module  can help you streamline this process and reduce response time.

6. Lack of Staff Awareness and Training  

Even the best policies won’t help if staff don’t understand their responsibilities.

Solution:
Build a culture of privacy through regular, role-specific training. Keep it practical, focus on what staff need to know in their day-to-day roles. Awareness is your first line of defence against data breaches.

7. Proving Compliance (Accountability Principle)  

It’s not enough to say you comply under GDPR, you must demonstrate it.

Solution:
Keep documentation up to date. Maintain records of consent, data sharing, impact assessments, and policy reviews. Using a platform like Prove Privacy helps centralise your documentation and demonstrate accountability with confidence.

Conclusion

Data protection compliance doesn’t have to be a burden. By breaking it down into manageable steps and equipping your team with the right tools and knowledge you can reduce risk, build trust, and turn privacy into a strength, not a stress point.

Want help navigating compliance?
Get in touch today to explore our practical guidance, real-world tools, and support designed to help you stay compliant, confidently.