What is GDPR and who needs to comply?

GDPR stands for General Data Protection Regulation. It is a privacy law from the European Union that affects any business — even outside the EU — that collects or processes personal data from EU residents.

Do Canadian small businesses need to follow GDPR?

Yes. If a Canadian business targets EU users or collects data from EU residents, it must comply with GDPR rules, even if it is based outside the EU.

What should websites include to be GDPR compliant?

To meet GDPR standards, websites should include a privacy policy, cookie consent banner, data access request tools, and clear user consent forms. Data should only be collected when necessary and stored securely.

How can web designers help with GDPR compliance?

Web designers can implement GDPR best practices by including consent banners, secure forms, privacy notices, and tools that allow users to access or delete their data. They also ensure that no tracking scripts run before consent is given.

What are the penalties for not following GDPR?

Failure to comply with GDPR can result in fines of up to 20 million euros or 4 percent of global revenue, depending on the severity of the violation. Even small businesses can face legal complaints and reputational damage.

GDPR Compliance: Guide for Small Businesses and Web Designers

CodeMasters Marketing
Jan 15
7 min read

Updated: Jul 4

The General Data Protection Regulation (GDPR) is a rulebook from the European Union that protects personal data and privacy. It is not just for large corporations — it applies to anyone collecting or processing data about people in the EU, including small businesses and web designers operating outside Europe. This GDPR compliance guide will break down the essentials and show how you can stay compliant without getting overwhelmed.

What Is GDPR and Why Should You Care?

GDPR stands for the General Data Protection Regulation, a law created by the European Union to protect personal data and privacy. But what does “personal data” mean? It’s any information that can identify someone, like their:

Names
Email addresses
IP addresses
Online identifiers (e.g., cookies)

Imagine you’re a bakery collecting customer emails to send updates about special offers. GDPR requires you to explain why you need those emails and get the customer’s permission to use them. This isn’t just about being polite—it’s about respecting privacy.

For web designers, GDPR compliance means making sure every site you create includes a clear privacy policy and tools like cookie banners. These banners let visitors know their data is being collected and give them the choice to opt in or out. Think of GDPR as a way to build trust with customers, showing them that their information is safe in your hands.

At CodeMasters Agency, we build privacy-ready websites that include cookie consent banners, secure forms, and compliance best practices from day one.

Start by Looking at Your Data Practices

Before you can become GDPR compliant, you need to understand what data you’re collecting, how you’re using it, and whether you really need it. This is where most businesses uncover risks they didn’t know existed.

Identify What You Collect and Where It Lives

Start with a full inventory. If you run an ecommerce store, you're probably collecting names, emails, shipping addresses, and payment info. But where is that data stored? Are customer details saved securely through platforms like Stripe, or are they sitting unencrypted in a shared spreadsheet?

Create a simple chart listing:

What data you collect (email, name, etc.)
Where it’s stored (CRM, website database, email tool)
Why you collect it (order fulfillment, marketing, etc.)
Who has access to it

Doing this forces you to see your digital footprint — and helps you spot vulnerabilities.

Clean Out What You Don’t Need

GDPR promotes data minimization — only collect and keep what’s necessary. So take a closer look:

Are you still emailing people who haven’t opened a message in years? Are you storing form submissions from clients you never worked with?

If the data no longer serves a clear, legal business purpose, delete it. Not only does this reduce your liability, but it also improves email deliverability and system performance.

Need help organizing your cleanup? Read our post on website maintenance best practices to see how regular audits can support compliance.

For Designers: Audit Client Sites Carefully

If you're a web designer, part of your responsibility includes helping clients build compliant sites. Review:

Contact and newsletter forms
Analytics tools like Google Analytics or Facebook Pixel
Embedded third-party scripts or plugins

Ask yourself: Do these tools collect data before the user consents? Are they necessary? Helping clients remove or reconfigure non-compliant elements shows you’re not just building sites — you’re protecting their business.

You can also refer to the ICO’s guide to data audits for examples of how to structure your review.

Make a Plan to Stay Compliant

Creating a GDPR compliance plan doesn’t have to be complicated. Start with these simple steps:

Write a Privacy Policy: Clearly explain what data you collect and why. For instance, if you’re a fitness studio, your policy might state that you collect names and emails to manage memberships and send workout schedules.
Get Consent: Use checkboxes on forms to ensure users explicitly agree to data collection. No pre-ticked boxes, consent must be an active choice.
Document Your Processes: Outline how you’ll handle requests from individuals, like deleting or accessing their data, and assign someone on your team to oversee compliance.

For web designers, incorporate features like cookie banners and user-friendly consent forms into every website. These small additions make compliance easier for your clients and elevate your services.

Additionally, small businesses should document how they’ll handle customer requests under GDPR, such as requests to delete or access their data. If you own a gym, for example, you could designate someone on your team to respond to these requests within the one-month GDPR requirement. Keeping these processes simple and clear makes compliance manageable.

Keep Data Safe

Data breaches can ruin trust. Encrypt sensitive data, such as payment details, to make it unreadable if intercepted. For example, if you run an online clothing store, ensure payment information is processed securely using services like Stripe or PayPal. Web designers should install SSL certificates on websites to secure data transmission and reassure visitors with the “lock” icon in the browser bar.

Regularly update passwords and enable two-factor authentication for access to sensitive systems. Small businesses should also schedule routine security checks to identify potential vulnerabilities. Keeping your website updated is critical to avoid outdated or non-compliant elements. Our website maintenance services help businesses stay aligned with evolving privacy regulations.

For web designers, prioritize security by implementing strong hosting platforms, SSL certificates, and automated backups. These actions protect data and demonstrate professionalism to your clients.

Give People Control Over Their Data

One of the core pillars of GDPR is user control. People have the right to access, update, download, or delete their personal information — and as a business owner or web designer, it's your job to make that easy.

What Are Your Legal Obligations?

Under GDPR, users can:

Request a copy of their personal data
Ask you to correct or update their details
Withdraw consent for marketing communications
Request full deletion of their data
Expect a response within 30 days

For example, if a past customer emails you asking for their account and order history to be erased, you are required to act on it promptly. There are exceptions, but ignoring the request is never acceptable under GDPR rules.

How to Build GDPR-Friendly User Controls

This is where smart web design makes a difference. You can implement simple, effective features that respect privacy while improving user experience:

A “Download My Data” option in the user account area
A clear “Unsubscribe” link in every email footer
A preference center where users manage email topics or frequency
A dedicated request form for deleting or accessing data
Upfront access to your privacy policy from every page

If you are using tools like Wix Studio, it is easy to embed these controls into forms and user dashboards without custom code.

Want to learn how these design choices support trust and compliance? Check out our guide on Designing a Website for Accessibility. Accessibility and privacy often go hand-in-hand — both are about giving users clarity, control, and respect.

Why It Matters Beyond Compliance

Giving users power over their data is not just about ticking boxes. It shows that you respect their privacy and take their experience seriously. That builds brand trust.

In fact, a 2023 Cisco privacy report found that more than 75 percent of users would avoid companies they do not trust with their personal information. Empowering users with simple tools protects your business — and your reputation.

Be Smart About Third-Party Tools

Third-party tools like Mailchimp, Shopify, or analytics platforms can make your life easier, but they also bring risks if they aren’t GDPR-compliant. Before using any service, take these steps:

Review Their Privacy Policies: Check how the tool handles data. Does it align with GDPR standards? For example, tools should offer clear data processing terms and demonstrate strong security practices.
Sign Data Processing Agreements (DPAs): These agreements ensure that third parties process data responsibly. If you’re using an email marketing tool, a DPA might outline how they store and secure customer email addresses.
Limit Data Sharing: Only share the data absolutely necessary for the tool to function. For instance, if you’re using a payment processor, don’t include additional customer information like email addresses unless it’s required.
Monitor Their Compliance: Keep an eye on updates or changes to their policies. Tools that were compliant before may need periodic review to ensure they still meet GDPR standards.

Web designers should prioritize integrating trusted and well-documented third-party services into their clients’ websites. Avoid using plugins or tools with vague or non-existent privacy practices. Recommending GDPR-compliant tools not only protects your clients but also boosts your credibility as a professional.

If you use services like Mailchimp or Shopify, make sure they’re GDPR-compliant. Check their privacy policies and sign agreements if needed. This way, you’re not on the hook if they mess up.

Web designers should avoid using plugins or tools that don’t meet GDPR standards. Choose trusted providers to keep your clients safe.

Show Customers You Care

Let your customers know their data is in good hands. Add a simple line like “We respect your privacy” on your website with a link to your privacy policy. Transparency builds trust, and trust builds loyalty.

Web designers, you can design privacy-friendly websites with dedicated sections for GDPR compliance. Use icons and friendly language to make it approachable.

Be Ready for Breaches

If something goes wrong, act fast. For example, if your store’s customer database is hacked, you need to notify authorities within 72 hours. Don’t wait. Be honest with your customers and help them protect themselves.

Web designers, install tools to monitor websites for breaches and always keep backups. If something happens, a backup ensures the website can be restored quickly.

Stay Informed

GDPR rules can change, so stay updated. Follow reliable sources or sign up for newsletters about data privacy. This way, you’re always ahead of the curve.

Web designers, keep learning about new compliance requirements and update client websites as needed. Offer this as an ongoing service, your clients will thank you.

Conclusion: GDPR Compliance Guide

GDPR compliance isn’t just for lawyers or tech giants. It’s about protecting the trust your customers place in you. Whether you’re running a small business or building websites, taking these steps will not only keep you compliant but also set you apart as someone who genuinely cares about privacy. By focusing on clear communication, secure practices, and user-friendly features, you can turn GDPR from a headache into an opportunity.

GDPR is not just about compliance — it's about trust. Learn how strong design impacts your bottom line in The Importance of Web Design in Digital Marketing.