GDPR Compliance Software | Custom GDPR Automation
GDPR compliance is not a one-time project. It is an ongoing operational requirement: responding to data subject requests within 30 days, maintaining accurate records of processing activities, managing consent across every touchpoint, enforcing data retention and deletion policies, and documenting a breach response within 72 hours if an incident occurs.
Most organisations manage this manually, spreadsheets, email chains, and a legal team that gets copied on every data subject request hoping nothing slips through. We build custom GDPR compliance software that automates the workflows: data subject request management, consent tracking, processing records, retention enforcement, and the audit trail that demonstrates compliance to regulators.
Data subject request (DSR) workflow automation that routes, tracks, and documents every access, erasure, and portability request within the 30-day regulatory deadline
Consent management system that records the who, what, when, and how of every consent collected, queryable for individual data subjects and auditors
Automated data retention enforcement that applies deletion schedules to personal data without relying on someone remembering to do it manually
GDPR audit trail that documents every processing decision, consent record, and DSR response in a regulator-ready format
Recent outcomes
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Data subject erasure requests arriving by email and tracked on a spreadsheet, with no guarantee every system containing that person's data gets updated?
Consent records scattered across forms, databases, and marketing platforms with no single source of truth when a regulator asks for proof?
In short
RaftLabs builds custom GDPR compliance software, data subject request automation for access, erasure, and portability requests within the 30-day deadline; consent management with per-individual queryable records; RoPA management with change history; automated data retention enforcement; breach notification workflows; and regulator-ready audit trail. Focused implementations cost $20,000 to $60,000; full compliance portals covering all workflows run $60,000 to $120,000 at fixed price.
Trusted by
GDPR enforcement is concentrated on two failure modes: the organisations that never built a compliance process at all, and the organisations that built one but cannot demonstrate it worked when a regulator investigates. The first group gets fined for non-compliance. The second group gets fined for failing to demonstrate compliance, which regulators treat as equivalent to non-compliance.
Demonstration requires records. Records require systems. Manual processes produce records that are incomplete, inconsistent, and difficult to query under audit pressure. Automated systems produce records as a by-product of the workflow, every request logged, every consent recorded, every deletion confirmed, every breach notification timestamped.
Capabilities
End-to-end automation of data subject requests, access, erasure, rectification, restriction, and portability, from intake through response within the 30-day regulatory deadline. Request intake via a self-service portal or email ingestion. Automated identity verification step before data is disclosed or deleted. Workflow routing to the responsible team with deadline tracking and escalation alerts. System queries across all connected data stores to locate the subject's personal data. Response assembly and delivery. Erasure confirmation collected from each connected system. Complete case record maintained as the audit trail demonstrating every request was handled correctly and on time.
Consent management system that records every consent event with the required GDPR metadata: who gave consent, when, for which specific purpose, via which mechanism (cookie banner, sign-up form, phone call), and what version of the privacy notice was active at the time. Preference centre where data subjects can view and update their consent at any time. Consent withdrawal captured and propagated to connected marketing and communication platforms. Consent records queryable per individual for DSR responses and auditor requests. Consent expiry tracking and re-consent workflow for time-limited consents. The system that makes "we have consent" a provable statement rather than an assumption.
Data inventory and Records of Processing Activities (RoPA) management, a structured record of every personal data processing activity, the systems involved, the legal basis, the retention period, and the third parties data is shared with. Intake workflow for adding new processing activities when systems or practices change. Change history tracked automatically so the RoPA reflects its current state and its history. Periodic review reminders triggered on schedule so the inventory does not go stale. Regulator-ready RoPA export in the format required under Article 30. The data inventory that tells you what personal data you hold, where it is, and why you are allowed to hold it.
Automated enforcement of data retention schedules, personal data deleted from connected systems when the defined retention period expires, without requiring a human to remember to do it. Retention policy configuration by data category and processing purpose. Automated deletion jobs that run on schedule and log deletion confirmation per record and per system. Exception handling for data subject to legal hold or ongoing processing that extends the retention period. Deletion audit trail showing what was deleted, when, from which system, and under which retention policy. The retention enforcement that removes personal data as a matter of process rather than as an occasional manual effort.
Structured breach assessment and notification workflow triggered when a potential personal data breach is identified. Breach intake form capturing the nature of the incident, data affected, individuals at risk, and circumstances of the breach. Assessment workflow guiding the compliance team through the regulatory criteria for whether notification to the supervisory authority and data subjects is required. 72-hour deadline tracking from the point the breach was identified. Regulator notification package assembly in the required format. Individual data subject notification management where required. Post-incident documentation completing the breach record with containment and remediation actions taken. The breach response that meets regulatory requirements under time pressure.
Full audit trail across all compliance activities, every DSR case, every consent record, every RoPA update, every deletion job, and every breach assessment documented with timestamps, responsible parties, and outcomes. Compliance dashboard showing current DSR status, outstanding requests approaching deadline, consent coverage by channel, and retention enforcement job status. Regulator-ready report export covering the complete compliance record for a defined period. Annual compliance review report for board and legal team. The documentation that demonstrates your compliance program operated continuously and correctly, not just at audit time.
Tell us how you currently handle data subject requests and where the gaps are. We will scope the automation that closes them.
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AI Development, AI for automated compliance data classification and processing
Custom Software Development, custom compliance portals and internal compliance tooling
How it works
The same four steps on every engagement. A 6-week voice AI deployment runs the same shape as a 16-week enterprise build.
We spend the first week understanding the problem, not presenting a solution. Discovery session, interviews with the people closest to the work, workflow mapping, and a technical audit of what you already have. You leave knowing exactly what's broken and why previous attempts didn't fix it.
Low-fidelity wireframes before any code is written. You see the product before we build it. Scope, timeline, and fixed price locked at this stage. No surprises after work starts.
Bi-weekly agile sprints. Weekly progress calls. Direct access to the team and project management tools. Working software at the end of every sprint. Not a big-bang delivery at the finish line.
Production deployment, QA sign-off, load testing, and team handover. You own the full codebase from day one. We stay on for post-launch iteration and support. Nothing gets thrown over the wall.
The workflows that automate well are the structured, repeatable ones: routing a data subject access request to the right systems, tracking the 30-day response deadline, sending acknowledgment emails, assembling the response package from connected data stores, and logging the completed request. Similarly, consent collection, storage, and querying automate completely, the system records what consent was given, when, for what purpose, and via which mechanism, and makes that queryable without human involvement. Data retention enforcement, deleting personal data after the specified retention period, automates at the policy application layer, though the retention period definition and the exceptions require human review. What does not automate is the judgment layer: deciding how to respond to a complex access request, assessing the legal basis for a particular processing activity, or making the risk call on a novel situation. Automation removes the administrative overhead. It does not replace the legal and compliance judgment that GDPR requires.
DSR automation requires a request intake mechanism, a routing and workflow engine, and integrations with the systems that hold personal data. Request intake: a portal where data subjects submit requests, or an email parser that captures requests from an existing channel and routes them into the workflow. The workflow engine: creates a case, assigns it to the appropriate team or individual, sets the deadline, and tracks progress. System integrations: the automation queries each connected system, CRM, marketing platform, analytics database, support tool, to find the data belonging to the requesting subject. For erasure requests, it sends deletion instructions to each connected system and records the confirmation. The response is assembled from the data found and documented in the case record. The case record (intake, actions taken, data found, response sent, confirmation received) is the audit trail that demonstrates the request was handled correctly and within the regulatory timeframe.
A Record of Processing Activities is the Article 30 GDPR requirement to document every data processing activity, what personal data is processed, for what purpose, on what legal basis, by which systems, with which third parties, and with what retention period. Controllers with more than 250 employees are required to maintain this in writing. The RoPA is not a one-time document, it must be updated whenever a new processing activity starts, a system changes, or a data sharing arrangement is added. We build RoPA management into the compliance portal: a structured data inventory where each processing activity is documented with its required fields, change history tracked automatically, review reminders triggered on a schedule, and a regulator-ready export generated on demand. The difference between a maintained RoPA and a spreadsheet that was accurate 18 months ago is meaningful when a regulator requests it during an investigation.
Focused GDPR compliance software, a data subject request portal, basic consent management, and a simple data inventory, typically runs $20,000 to $60,000. Full compliance portals covering DSR automation, consent management with multi-touchpoint tracking, full RoPA management, automated retention enforcement, breach notification workflows, and an audit reporting module typically run $60,000 to $120,000. Cost depends on the number of connected data systems (each integration adds scoping and development effort), the complexity of the consent management requirements, and whether a self-service data subject portal is required or requests are handled by internal staff. We scope every project based on a discovery engagement that maps your existing data flows, connected systems, and current compliance process.
Work with us
We scope GDPR Compliance Software in 30 minutes. You walk away with a clear cost, timeline, and approach. No commitment required.