GDPR Compliance Software | Custom Workflows
GDPR compliance software that finds the data and records the response.
A data-subject request can touch CRM, support, billing, analytics, and product databases. Consent and retention rules create the same cross-system problem. We create custom GDPR compliance software that coordinates those operational workflows while your privacy and legal teams keep responsibility for interpretation, exemptions, and regulatory decisions.
Bring the problem, the current workflow, or the existing code. We reply with a practical next step within one business day.
The brief
Start with what is not working.
Good software decisions begin with the constraint, not a list of features or a preferred technology.
01
Does each data-subject request start with emails asking which systems might hold the person's data?
02
Can you prove which consent record, retention rule, or deletion action applied to one person on one date?
Plain answer
GDPR compliance software coordinates data-subject requests, consent records, processing inventories, retention, and breach response. RaftLabs creates custom workflows when standard privacy tools cannot cover the systems involved. A focused first module starts at $20,000 and takes 8 to 12 weeks.
A deletion request is simple until the same person exists in six systems.
The request arrives in a shared inbox. One team checks the CRM, another checks support, and engineering searches product data. Consent sits somewhere else. Nobody can see whether every task is complete or which record justified an exception.
GDPR workflow software gives the request one owner, one case record, and a visible trail across connected systems. Your privacy team still decides what the law requires and approves the response.
GDPR timing
- general response period for data-subject requests
- 1 month
- GDPR Article 12(3)
- possible extension for complex or numerous requests
- +2 months
- GDPR Article 12(3), with notice in the first month
- supervisory-authority breach notification where required and feasible
- 72 hours
- GDPR Article 33(1)
These are regulatory rules, not product promises. The official GDPR text includes conditions, exceptions, and duties that your data protection or legal team must interpret for each case.
Custom GDPR software is justified by awkward data and workflow, not by the regulation alone.
An established privacy platform is usually the better first choice when it already covers your systems and request volume.
A fit
01
Personal data sits in proprietary products or legacy systems that standard connectors cannot reach.
02
Identity matching, approval, or erasure rules differ across brands, regions, or data stores.
03
Privacy work must sit inside an existing customer, support, or operations workflow.
Not a fit
01
A recognised privacy platform already connects to the systems in scope.
02
Your organisation has not mapped its data, owners, or privacy policies.
03
You need legal advice, a data protection officer, or regulatory representation rather than software.
Scope
What GDPR workflow software can cover
- 01
Data-subject request cases
Capture requests from a portal or existing channel, assign an owner, record identity checks, and send tasks to the systems and teams in scope. The case shows what was found, corrected, exported, restricted, or erased, plus the reviewer and response history. - 02
Consent and preference records
Store the person, purpose, choice, source, time, notice version, and withdrawal history for each consent event. Propagate approved preference changes to connected channels and keep failed updates visible until an owner resolves them. - 03
Processing records and data inventory
Maintain structured records of processing activities, systems, data categories, purposes, recipients, transfers, retention periods, and owners. Change history and review reminders help the record stay current while the privacy team approves the legal basis and required content. - 04
Retention and breach workflows
Turn approved retention rules into review or deletion tasks across connected systems, with legal-hold and exception paths. For incidents, record assessment, decision, notification work, timing, and evidence without allowing a timer to decide whether notification is legally required.
What automation can do, and what stays with people
Workflow boundary
| Software can coordinate | Qualified people must decide | |
|---|---|---|
| Data-subject requests | Intake, tasks, searches, dates, records, and response assembly | Scope, identity sufficiency, exemptions, and final response |
| Consent | Capture, version, query, and propagate approved preferences | Whether consent is the correct lawful basis and how notices should read |
| Retention | Apply approved schedules, route exceptions, and record actions | Retention periods, legal holds, and competing duties |
| Breach response | Start the case, track time, assign tasks, and preserve evidence | Risk assessment, notification duty, content, and regulator contact |
Rollout
A controlled GDPR automation rollout
Start with one privacy workflow and a small set of data systems.
- Phase 101
Choose one privacy workflow
Start with the request, consent, processing-record, or retention process carrying the clearest volume and operational risk. Record the manual baseline and success criteria.
- Phase 202
Map data and decisions
Identify systems, owners, identity checks, response steps, exceptions, and records your privacy team needs to keep. Confirm where human review must block automation.
- Phase 303
Connect and test
Integrate a focused set of systems and test access, erasure, correction, and exception paths with synthetic records. Verify permissions, incomplete matches, retries, and the final audit trail.
- Phase 404
Release with oversight
Put the workflow into use with privacy-team approval gates. Review missed records, failed system updates, and response quality before adding more brands, jurisdictions, or data stores.
Relevant sensitive-data delivery
We have not published a case study for a dedicated GDPR operations platform. We have delivered software where access, data flow, and audit records had to meet formal requirements. The healthcare project used HIPAA-eligible infrastructure and anonymised patient data before model processing. The payments platform passed a PCI DSS audit. Neither establishes GDPR compliance for another organisation.
Proof
Adjacent delivery proof
Scope and price
Start with one privacy workflow.
A focused first phase can cover data-subject request intake, review, response tracking, and two to three system integrations.
Prove the case record and approval path before adding consent, processing records, retention, or wider data discovery.
Starting investment
Starts at $20,000
Most focused first modules take 8 to 12 weeks. Data access and identity matching are the main schedule risks.
Agreed phase
The workflow, systems, human approval gates, acceptance tests, and price are written down before development starts.
Post-launch support
Eight weeks of support are included to correct integration failures and edge cases found in real requests.
Useful next steps
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Read moreCommon questions
GDPR compliance software helps an organisation run and document repeatable privacy operations, including data-subject requests, consent records, processing inventories, retention actions, and breach response. It supports the accountable people and their policies. It does not determine lawful basis, interpret exemptions, provide legal advice, or guarantee compliance.
Software can capture the request, verify that required identity steps occurred, set the applicable target date, search connected systems, assign tasks, assemble records, and log the response. A qualified reviewer should decide the request's scope, exemptions, third-party rights, and final response. The workflow must allow extensions or different handling where the GDPR permits them.
The GDPR generally requires action without undue delay and within one month of receiving a request. Article 12 also permits an extension of up to two further months for complex or numerous requests, with notice to the person within the first month. Your privacy or legal team should set the applicable date and approve any extension.
Buy an established privacy platform when its data discovery, request, consent, and record features cover your systems and operating model. Custom software becomes reasonable when important data sits in proprietary products, identity matching is unusual, or privacy work must run inside existing customer or operations software.
A focused first module for data-subject requests with two to three integrations starts around $20,000 and usually takes 8 to 12 weeks. Consent propagation, a wider data inventory, retention execution, more integrations, and complex access rules increase the scope. We agree each phase before development starts.
Work with us
Show us the privacy request that crosses too many systems.
Bring the current workflow, system list, owners, and review rules. We will tell you whether custom software is justified and what a focused first module should cover.
- Scope and cost agreed before work starts. No surprises. No obligation.
- Working prototype within 3 weeks of kickoff.
- Pay by milestone. You see progress before each invoice.
- 60-day post-launch warranty. Bug fixes, UI tweaks, and deployment support. No retainer.
- All conversations are NDA-protected.