How to choose the right privacy management software that adapts to the challenges of your organisation

How can you ensure that you're choosing the software that best aligns with the objectives of the privacy team and also adapts to your organisation? Let’s explore the privacy management needs of different types of organisations, the most common operational challenges of privacy teams, and the key aspects you should consider when selecting a privacy management platform. 

Privacy management platform needs by organisation type

Most privacy program management platforms are designed to support compliance requirements with worldwide data protection regulations. However, the operationalisation of the privacy program in an organisation can differ greatly based on its size, awareness of data protection, use of technology, and risk appetite. It's just as important for a platform to fit these aspects as it is to help comply with the laws.

Let's take a closer look at two examples of organisations:


These fast-growing organisations require privacy teams to adapt to changing contexts and comply with data protection regulations without slowing down the business. Privacy teams must actively seek out solutions that enable seamless collaboration with business stakeholders, grant immediate insight into active projects, and facilitate the automatic adaptation of Records of Processing Activities (RoPA) or Assessments.

Privacy management platforms should foster this agility and serve as a driving force to accelerate projects and enable more efficient business expansion, all while ensuring that privacy teams are not perceived as obstacles but as enablers of progress.


Privacy teams in these large organisations are committed to establishing a privacy framework that streamlines complex privacy operations throughout the organisation. Building robust, mature privacy programs that can keep up with the evolving regulatory landscape while supporting complex internal processes is not an easy task.

Privacy management solutions should provide privacy teams with capabilities that help them navigate and adapt to these internal and external changes while keeping privacy operations streamlined, collaborative and automated.

Regardless of an organisation's size, the complexity of the internal processes, or the risk appetite, the evidence is clear: privacy program management software must go beyond mere compliance. It needs to empower privacy teams with functionalities that enhance efficiency and overcome operational challenges. Streamlining privacy operations, enabling a collaborative privacy framework, and leveraging the power of AI equips privacy teams with the necessary tools to help adapt their privacy programs precisely to their organisational needs.

You're likely to have several doubts looming over the decision-making process, from the effort required for configuration to the level of support and guidance you actually need. In the next section, we'll explore common pain points and the key questions you should consider when selecting a privacy management solution.   

The most common operational challenges privacy teams try to solve with modern solutions

First-generation privacy software tools are not designed to support collaborative privacy programs. They are focused on meeting compliance requirements and not dealing with the scale and complexity of today’s privacy programs. Here are the key challenges that privacy teams overcome when they migrate to a modern privacy management platform:

  • Lack of visibility: 

Understanding the personal data processed in the organisation, the vendors used, and ongoing projects helps avoid compliance gaps and outdated privacy assets. Quarterly or yearly controls based on questionnaires only partially mitigate the risk of non-compliance.

  • Time-consuming manual processes: 

When Records of Processing Activities (RoPAs), Data Protection Impact Assessments (DPIAs), or risks are in spreadsheets, manually completing them can be tedious and time-consuming, not only for the privacy team but also for other stakeholders.

  • Lack of understanding between privacy, IT and business teams.

Data protection is a team effort, but implementing efficient privacy operations requires collaboration between stakeholders who may interpret requirements differently. That's why it's so important to find a partner who aligns with these points of view.

  • Privacy teams are considered a burden that slows business down.

Inefficient privacy impact assessments and complex processes often cause a lack of transparency for your business in ongoing initiatives and projects. Privacy teams struggle to build trust with the rest of the organisation, but sometimes, they do not have the right toolkit to do so.

When selecting a data privacy management solution, organisations should analyse their organisation and operational challenges. The privacy team should analyse both their own organisation and any operational hurdles they may face. Identify the fundamental components of the platform that facilitate privacy teams’ making well-suited choices. This article highlights three additional essential criteria that can significantly influence the decision-making process.

Key aspects in the selection of a privacy management platform

First, you should ask yourself key questions to define the scope of your new privacy management software. Here are three questions every privacy lead should ask before starting the research process:

  • Should the platform simply help with manual compliance? For small-medium organisations, some help with their day-to-day compliance manual tasks could be enough. However, for medium to large companies and scale-ups, this manual support will not help them acquire the proper agility in data protection and compliance.
  • Should the platform provide automations? Not all software solutions out there provide automations, this is a critical point you need to evaluate and clarify before considering a solution. Among other benefits, privacy automations streamline privacy management processes, enhance data protection measures and help identify potential breaches.
  • Should the platform promote collaboration across the organisation? 

Fostering collaboration in privacy management goes beyond mere regulatory compliance. It enhances operational efficiency, improves risk management, ensures data safety, and promotes visibility and trust across the organisation. Additionally, collaboration fosters innovation and adaptability, enabling privacy teams to navigate evolving regulations, threats, and technologies effectively.

Once you know your goals and the scope of your privacy platform, you will be ready for the selection stage. So, let’s explore other checkpoints to consider when evaluating privacy management platforms.

1. Time to Value 

Many privacy management platforms are designed as enterprise compliance solutions and they can take months to set up. With complex configurations and automation that can only be handled by technical teams, you are likely to spend additional time and money on external IT support or consultancy to assist with the implementation process. 

Choosing privacy software that offers quick setup and migration processes, along with built-in assistance, not only means that you will be able to see results instantly but also helps you avoid the unexpected cost of additional resources.

At TrustWorks, we offer assisted setup and migration services without any commitment. Our streamlined process, coupled with assistance from our product experts, means you can start experiencing the platform's benefits from day one. Our free migration service allows you to experience streamlined governance and privacy operations, including Data Subject Requests (DSRs), Data Protection Impact Assessments (DPIAs), and Vendor Assessments. No strings attached!

2. Collaboration and Automation Features 

Streamlining privacy operations efficiently is a paramount goal when selecting a privacy platform. However, buying decisions typically revolve around automation capabilities, including the number of integrations or available data discovery modules. Often, the features encompassing collaboration elements and alignment with business objectives are overlooked. Opting for a platform specifically designed for collaboration not only saves organisations time and money but, more importantly, provides enhanced visibility into ongoing projects and ensures improved communication between business and privacy teams.

For more insights on this topic, read our blog post on collaboration in privacy management, where we delve deeper into its benefits and offer tips to optimise your privacy program.

3. Continuous and proactive support

Having an ally in your privacy management vendor is more valuable than just having software or tools. User frustration can skyrocket if they do not receive the required support. Privacy requirements are constantly evolving, making it essential to have customer support in place to adapt and grow. 

At TrustWorks, we provide more than standard support through our knowledge base and support ticketing system. You receive proactive support through bi-weekly calls from our privacy compliance, operations, and engineering experts, who will assist with platform configuration and compliance assurance. You'll have the one-on-one support your team needs to continuously evolve your privacy program and its operations to the next level.

Selecting the right privacy management software

Selecting the right privacy management software is critical for organisations aiming to navigate data protection and privacy compliance effectively. As a privacy leader, the last thing you want to do is rush into decisions without assessing specific needs, as this often leads to more challenges during and after implementation. 

TrustWorks is more than just a privacy management tool. In addition to robust collaborative features, a quick setup and free migration services, our platform offers enhanced and customised approaches, providing a blueprint for efficient personal data and AI governance, as well as the operationalisation of privacy programs. Plus, with proactive support from our privacy experts, you’ll be able to confidently navigate the evolving landscape of privacy regulations and best practices in the long term.

Do you want to see TrustWorks in action? Schedule a free demo with our CPO and Co-founder, Krzysztof Szypillo, and discover how TrustWorks can revolutionise your privacy management.


Pádraig O´Leary, PhD

CEO & Co-Founder