If your business is subject to a GDPR IT inspection, you need to ensure compliance with data protection rules and demonstrate that your office follows best practices. Here’s a step-by-step guide to help you get ready:

1. Conduct a Data Audit

Identify What Personal Data You Process

• List all the types of personal data you collect (e.g., names, emails, payment info, employee records).
• Document how you collect, store, and process data.
• Check third-party processors (e.g., cloud storage, email providers, CRM systems).

Create a Data Processing Inventory

• Use a Record of Processing Activities (RoPA) to document data flows.
• Include who has access to what data and how long it’s stored. (we used to keep the data forever without need)

Ensure a Legal Basis for Data Processing

• Define whether data is processed based on consent, contract, legal obligation, or legitimate interest.

2. Secure IT Infrastructure

Protect Office Devices

• Install firewalls, anti-virus, and endpoint security (e.g., Microsoft Defender, Bitdefender). If the company plans to be ISO certified a central control antivirus is necessary.
• Keep operating systems and software updated with security patches.
• Encrypt office computers and mobile devices (BitLocker for Windows, FileVault for Mac).

Secure Network & Access Controls

• Use strong Wi-Fi encryption (WPA3) and a separate guest network. Mobile internet use from personel could happen only through guest wifi network 
• Implement Role-Based Access Control (RBAC)— only authorized employees should access sensitive data.
• Require Multi-Factor Authentication (MFA) for logins. – Difficult to implement for all cases but could be a standard for few cruisal cases

Backup & Disaster Recovery Plan

• Ensure regular, automated backups (both cloud and offline) are in place.
• Test backup restoration to prevent data loss in case of failure.

3. Update GDPR Documents & Policies

Privacy Policy & Cookie Policy

• Make sure your Privacy Policy is clear, detailed, and accessible on your website.
• Include a Cookie Consent Banner that allows users to accept, reject, or customize cookies.

Data Protection Policy for Employees

• Define how employees should handle personal data.
• Restrict USB storage and enforce data encryption.

Data Processing Agreements (DPA)

• Sign DPAs with third-party services that process personal data (e.g., email marketing tools, cloud storage).

4. Enable GDPR Rights for Customers & Employees

Right to Access – Allow users to request a copy of their data.
Right to Be Forgotten – Have a process to delete personal data upon request.
Right to Data Portability – Enable users to export their data.
Right to Object & Restrict Processing – Let users opt out of data collection (e.g., marketing emails).

5. Train Employees on GDPR Compliance

Educate Staff on Data Protection Best Practices

• Conduct GDPR training on how to handle personal data securely.
• Teach employees how to identify phishing emails and cyber threats.

Appoint a Data Protection Officer (DPO) (if required)

• If your business processes large amounts of personal data, you may be required to appoint a DPO.

6. Prepare for an IT Inspection

Internal GDPR Audit

• Conduct a self-assessment before the official inspection.
• Use a GDPR compliance checklist to ensure you meet requirements.

Document Everything

• Have a GDPR compliance file ready with all policies, audits, and agreements.
• Show records of past training, security measures, and data protection efforts.

Know Your Reporting Obligations

• Be prepared to report data breaches within 72 hours.
• Have a response plan in place to handle incidents.