GDPR and DPDP Act compliance software with every privacy record in one place
Keep your records of processing, data requests, breaches, processors and impact assessments together, with legal deadlines counted for you and every entry approved by the responsible department head.
Why privacy compliance is hard to prove
GDPR and the India DPDP Act both expect you to know what personal data you process, answer requests on time, report breaches quickly and control the vendors that handle data for you.
These records are often scattered across e-mail, legal folders and HR spreadsheets, and deadlines are tracked by memory.
The privacy toolkit in the Zefron QMS Portal keeps them in registers with owners, deadlines and approvals, linked to the risk register and vendor risk, so the DPO and auditors see the full picture.
Privacy features
Records of processing
- Processing activities with purpose, lawful basis, data categories and retention
- Owner department per activity
- Approval by the department head
- Linked processors and transfers
Requests and breaches
- Data subject / data principal requests with response deadline
- Breach register with the notification clock (72 hours configurable)
- Reminders before deadlines
- DPO copied on approvals
Vendors and DPIA
- Processors with signed DPA status
- Vendor questionnaires and certificates
- DPIA with risks synced to the risk register
- Health score drops when items are late
Evidence
- GDPR and DPDP controls in the shared library
- Policy reading tracked per person
- Read-only auditor access
- Monthly board report
Spreadsheets vs enterprise QMS vs Zefron
How the three common approaches compare.
| Excel and shared folders | Enterprise QMS suites | Zefron QMS Portal | |
|---|---|---|---|
| Set-up time | Ready today, but rebuilt for every audit | Months of project work and consultants | Configured for you; most go live in two to four weeks |
| Approvals | E-mail threads, signatures on paper | Fixed workflows, changes need IT | Review and department-head approval on every action |
| Version control | Old copies stay in use | Yes | Only the current version is visible; full history kept |
| Audit trail | None | Yes | Every action with name, date and time |
| Reminders and overdue tracking | Manual | Yes | Automatic e-mail reminders and dashboards |
| Data entered once | Copied between files | Often separate modules | Linked across documents, 8D, audits, PPAP and quality tools |
| Cost | Low licence cost, high staff time | High licence and implementation cost | Priced for small and mid-size companies |
Free downloads: 8D, CAPA, PPAP and audit checklist templates →
Requirements covered
Deadlines are configurable; check them against current law and your privacy notice. The portal does not give legal advice.
| Requirement | How the portal supports it |
|---|---|
| GDPR Art. 30 / DPDP records | Records of processing activities with owners and approval. |
| GDPR Art. 12-22 / DPDP Sec. 11-14 | Access, correction, erasure and grievance requests with deadlines. |
| GDPR Art. 33-34 / DPDP Sec. 8(6) | Breach register and notification timeline. |
| GDPR Art. 28 / DPDP Sec. 8(2) | Processors with DPA status and vendor assessments. |
| GDPR Art. 35 | Data protection impact assessments linked to the risk register. |
Live in three steps
Configure
We set deadlines for GDPR and DPDP, add your DPO and departments.
Migrate
Departments record their processing activities and processors; heads approve.
Train & go live
Requests, breaches and reviews run with reminders and appear in the health score.
Frequently asked questions
Does it cover both GDPR and the DPDP Act?
Yes. The same registers serve both laws, with separate deadlines for GDPR and DPDP requests.
Who approves privacy records?
The department head of the owning department, the same approval flow used across the portal. The DPO can receive a copy of every request.
Can processors be assessed?
Yes. Processors are vendors in vendor risk management: questionnaire link without login, certificates with expiry, tier and approval.
Is personal data stored in the portal?
Only what you record about processing and requests. Access is role-based, every change is logged and hosting can be in your region.
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