Audit and implementation of GDPR compliance rules
- The lack of control over the data collected on the website and through e-mail can expose the company to legal risks and compromise customer trust.
- GDPR compliance goes far beyond the cookie banner: it requires updated policies, defined internal processes and mechanisms that ensure proof of consent and proper data management.
- E-mail communication security remains a critical point, requiring encryption, retention policies and clear internal rules to prevent loss, unauthorised access and data leakage.
- Continuous monitoring is essential in a scenario where legislation and technology evolve rapidly; only ongoing oversight ensures that the company maintains compliance over time.
- A significant part of the digital tools used by companies transfers data outside the EU, requiring rigorous assessments and specific legal safeguards to prevent privacy violations.
Compliance with the General Data Protection Regulation (GDPR) is no longer optional.
The company’s website is now one of the main points of contact with customers and a critical source of personal data collection and processing, and e-mail is the most important tool for professional and business communication. In both cases, professional privacy management is required to avoid exposing the organisation to legal, financial and reputational risks.
A GDPR compliance audit — particularly when applied to the website and corporate e-mail systems — must rigorously assess how the organisation collects, processes, stores and communicates personal data. A complete and continuous audit makes it possible to identify failures, correct vulnerabilities and ensure that the company fully complies with the legal framework in force. The objective is to guarantee that the entire digital infrastructure operates with transparency, security and legal compliance.
The audit focuses on three essential areas detailed below: Transparency and user information, Internal and technical practices and risks and mitigation measures
Transparency and user information under GDPR compliance
The website and communication channels must provide clear, accessible and up-to-date information on all data processing activities, and at least the following aspects must be evaluated:
- The types of data collected through the website and e-mail (forms, cookies, subscriptions, contact requests, newsletters).
- The purpose of the processing and the respective legal basis (consent, legitimate interest, contract performance, legal obligation).
- How data subjects’ rights are communicated and exercised (access, rectification, erasure, objection, portability, restriction, etc.).
- Identification of the data controller, contacts and, where applicable, the Data Protection Officer (DPO).
- The existence, quality and accessibility of mandatory policies: Privacy, Cookies, Terms and Conditions, Complaints and Consumer Arbitration.
- Compliance with national obligations, such as the indication of the type of telephone network (“calls to national landline/mobile network”) and information on the Consumer Dispute Resolution Entity (RAL).
Internal and technical best practices for GDPR compliance
The systems, procedures and tools supporting personal data processing — both on the website and in professional e-mail services — must be analysed, with particular focus on:
- Consent management and the ability to demonstrate proof of consent.
- Technical configuration of Analytics and Marketing tools (IP anonymisation, data retention, loading based on consent, etc.).
- Communication security (HTTPS, valid certificates, DMARC/DKIM/SPF for e-mail).
- Access control, logs, permissions and internal security practices.
- Integrations with third parties that receive or process data (CRM, e-mail marketing platforms, chatbots, cloud services, advertising tools, etc.).
- How e-mail handles sensitive data: encryption, forwarding, storage and internal retention/deletion rules.
Risks and mitigation measures to archieve GDPR compliance
Operational, technical and legal risks that may expose the organisation must be identified. The most frequent critical points include:
- Cookies and marketing scripts loaded without valid user consent.
- Forms without an associated privacy policy or without an appropriate legal basis.
- Transfer of data to countries outside the EU without legal safeguards (e.g., data sent through Google, Meta, Mailchimp, HubSpot, Zendesk, backup servers, CDNs, etc.).
- Lack of control over corporate e-mail security practices.
- Absence of internal data retention, deletion and data-subject-request procedures.
- Systems collecting more information than necessary (violation of the minimisation principle).
- Data stored for longer than legally justified.After this analysis, mitigation measures are defined and structured according to priority, impact and residual risk.
Yobi365 services for GDPR compliance
Yobi365 provides a full service set for GDPR compliance, designed for organisations that require real, auditable and sustainable compliance, ensuring that the website and entire digital ecosystem operate securely and in full compliance with legal obligations.
The service includes a full audit of the website and associated systems, assessing the technical and legal components. This analysis identifies vulnerabilities, inconsistencies and risky practices, resulting in a detailed report with all critical points organised by priority, impact and urgency.
The implementation phase of GDPR compliance rules is unique and specific to each company’s reality and includes, among other aspects, the correct configuration of the cookie banner, correction of personal data flows collected on the website and through e-mail, updating of privacy, cookie and legal policies, and the definition of internal processes for data retention, deletion and access, ensuring that the organisation complies with regulations and has effective mechanisms to demonstrate such compliance.
Continuous monitoring is essential in a context where legislation, technology and digital tools evolve constantly. This monitoring involves periodic compliance checks, automatic updates whenever relevant legislative or technological changes occur, and the issuance of regular security reports that allow the organisation to follow the evolution of risk and keep the digital infrastructure updated and protected.
Legal support for all situations related to data protection is essential and may be complemented through partners. This support includes structured responses to data subject requests, consultancy on legal bases and consent, advice on international data transfers and training for internal teams, strengthening the organisation’s operational capacity and ensuring that all stakeholders understand their responsibilities in personal data processing.