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Data Privacy Management Software
Handling the massive volumes of personal and sensitive data collected by businesses is a challenge at the best of times, and the ever changing regulatory landscape certainly doesn't help.
That's where privacy management software steps in — it gives organizations a 360 degree view of their data and keeps them abreast of what regulations dictate.
This post of the best data privacy management tools considers how well companies balance cost and product considerations, while offering a robust solution to manage the entire gamut of data privacy needs. We analyze whether the software can deliver on:
- Ability to meet regulatory compliance needs around GDPR, Quebec Law 25, CCPA, and more
- Region-specific cookie consent management and additional privacy workflows like data access requests
- Advanced features like data mapping, privacy impact assessments, data governance, and more
- A track record of excellence and customer satisfaction
But first, let's see what's in store for privacy management in the new year and analyze whether the tools
What's In Store for Data Privacy in 2024?
It's becoming a cliche to say that the world of data privacy is in constant flux, but that's the firm reality as we step into 2024. Here are some tangible changes and predictions for the year ahead.
Google Removing Third-Party Cookies
The first big change is that Google is finally removing third-party cookies from Chrome in a staggered rollout that will finish by the end of the year. This is a massive change for the marketing and advertising industry, and will force organizations to collect first party data to track their customer journeys accurately.
Stricter Controls on Generative AI Companies
The EU finalized plans to regulate AI companies with the world's first regulation on artificial intelligence late last year. We expect other countries and regions to follow suit with a close eye on AI governance, training methods, and algorithmic bias.
Bigger Focus on Consent Management
Tracking and storing user consent is increasingly relevant as we head into the new year, with the rollout of Quebec Law 25 and the announcement that advertisers must use a Google certified consent manager when running ads in the EU.
That being said, let's now dive into our recommendations.
The 12 Best Privacy Management Tools
The best data privacy software platforms are those that provide the right balance of security, functionality, customizability, and ease of use. Here's our list:
1. Enzuzo (Best All-Round Software)
Enzuzo is a versatile tool that's recently added a host of value-added features to help companies tackle all their data privacy needs. Let's explain why it's our #1 pick for the best data privacy software.
Features & Product
Enzuzo offers a global compliance solution that helps businesses meet the requirements of GDPR, CCPA, LGPD, Quebec Law 25, and more. Its most recent core update is a world-class cookie consent management tool that can be toggled to appear for website visitors from specific regions and countries.
For example, Enzuzo’s cookie consent tool can be configured to show the cookie banner for visitors from Europe and Canada, but not those in the United States. This is critical to GDPR compliance and compliance with newer regulations like Quebec Law 25.
Enzuzo’s features for medium-sized enterprises include auto-updating privacy policies, terms of service agreements, data subject access request (DSAR) forms, software subscription agreements, and more. These are all helpful with compliance and guarding against lawsuits and chargebacks.
Enzuzo caters to larger corporations, those in the market for data governance and data mapping services, privacy impact assessments, record of processing activities, and third-party threat assessments in its enterprise plan. While these advanced features are not offered as a self-serve experience, Enzuzo's white glove onboarding service means engineers are on board to assist with the migration and set up all technical environments beforehand.
Google CMP Certified Provider
Most data privacy tools include a consent management product as part of their overall feature set, and Enzuzo is no different.
However, only a few consent managers are certified by Google — with Enzuzo now in an elite category of software tools.
This is hugely important; Google updated its guidelines recently to mandate that companies must integrate with a certified vendor to deliver ads in Europe.
Enzuzo worked with regulators in Europe to obtain the IAB Europe Transparency and Consent Framework (TCF) certification, followed by Google CMP vetted status just a few weeks later.
This is an important differentiating factor and another reason why we believe Enzuzo deserves to be the #1 choice.
Trusted By Global Companies
Enzuzo is the data privacy compliance partner for several global organizations, including Lucy Group — an international electric business that employs over 1,600 people across 5 continents and 12 countries.
Additionally, Enzuzo caters to the data privacy requirements of Power Corporation of Canada, a globally recognized management and holding company specializing in financial services across North America, Europe, and Asia.
UI / UX
One of the best things about Enzuzo is how multiple features and requests can be handled inside a simple, user-friendly dashboard.
Enzuzo's ease of use is a regular highlight across its reviews on G2.
Onboarding and Customer Support
We've analyzed customer support as a critical point here because things tend to break in software environments and quick customer service is crucial, especially in sensitive industries like data privacy.
Enzuzo offers personalized onboarding and assistance with technical migrations free of charge to help customers switch from another tool. What's more, another feature of its reviews is how quick customer service is to reply to any questions 👇
Data privacy compliance software is a crucial cog in your business, but it shouldn't come at a colossal price tag. Many of the recommendations on this list expect customers to sign long-term contracts with average contract values in the multiple tens of thousands of dollars.
Enzuzo's cookie consent and compliance services are month-to-month, and customers can cancel anytime. Moreover, the pricing plans are reasonably priced and guaranteed to beat the competition.
For example, Enzuzo's 'Right to be Forgotten' privacy workflow is included in its growth plan for $29/month. Some other service providers sell it for $275/month as an add-on.
Enterprise plans can be customized to each client's needs but will also be similarly priced at a discount to the rest of the industry.
Enzuzo streamlines compliance management and offers many integrations with major web platforms such as Shopify, Squarespace, and Wix. However, it does have some drawbacks such as an inability to integrate with connected TV environments or provide solutions for OFCCP compliance.
Nonetheless, if you're looking for the trifecta of cost-effective data privacy compliance, easy onboarding, and cost-effectiveness, we reiterate our stance that Enzuzo is the best pick for your data privacy management requirements.
Learn more about how Enzuzo can assist with your data privacy needs. Book 1-1 time with Mate Prgin, CEO👇
2. OneTrust (Best for Large Budgets)
OneTrust is a leading provider of privacy, security, and governance technology solutions. The company offers a comprehensive suite of software products that help businesses comply with global regulations, including GDPR, CCPA, LGPD, and more.
OneTrust's software products are designed to give organizations a powerful suite of features to manage their privacy, security, and governance programs. The software is scalable and can be customized to meet the unique needs of businesses across various industries. OneTrust also provides a range of professional services, including consulting and training, which help businesses optimize their privacy programs and comply with global regulations.
OneTrust is a great choice if you have hundreds of thousands of dollars to spend on compliance and can rely on in-house implementation and privacy experts to assist. We estimate that average contract values can be upwards of $50,000, depending on how many features you include in your plan. However, the firm makes cancellation difficult and charges extra for onboarding assistance.
Plenty of reviews point to how time-consuming and difficult it is to onboard OneTrust:
Strong features ideal for advanced users
Centralized repository for documentation
Many customization options
High learning curve
- Clunky onboarding and poor support
Long contracts required
OneTrust is known for its innovative approach to privacy technology and has received numerous awards and recognitions for its products and services. The company has also partnered with leading organizations, including the International Association of Privacy Professionals (IAPP) and the Cloud Security Alliance (CSA), to advance the privacy and security industry.
It's a fantastic choice for Fortune 500 customers, those with in-house privacy compliance officers, and corporations with deep pockets to spend on compliance services.
The drawbacks of OneTrust include a steep learning curve, high licensing costs, and long contract terms. Modules and processes will need substantial configuration to perform correctly, which can be time-consuming. However, OneTrust is known for its excellent service and strong community of users, both of which can help companies understand the system’s intricacies. This combined with OneTrust’s training tools can help ease the learning curve and ensure users get the most value out of the system.
DataGrail is a privacy management tool that helps companies streamline compliance, allowing companies to track and manage customer data across various systems and departments. It also provides helpful tools to automate DSAR and other privacy-related tasks.
DataGrail helps organizations manage things like data subject requests and conforms to many regulatory standards set by governments worldwide.
The software offers a range of features, including data mapping and inventory, consent management, policy and notice management, and vendor management. It also provides real-time dashboards and analytics to help businesses monitor their compliance efforts and identify areas of risk.
Technical feature set suitable for advanced users
Strong customer service support
Access to comprehensive training tools
High cost & need for technical resources
Long onboarding and training time
DataGrail offers an advanced suite of features that makes it a great choice for technical users, and it offers a range of helpful integrations with various popular systems such as Salesforce, Microsoft Dynamics, Marketo, and HubSpot. In fact, DataGrail integrates with over 1,900 different enterprise applications to allow seamless data management across platforms.
DataGrail's mission is to simplify privacy compliance for companies of all sizes and to provide a more transparent and trustworthy relationship between businesses and their customers. However, the system tends to be rather technical and may be unsuitable for users interested in a more straightforward compliance management system. It also comes with a higher price tag, meaning managing data privacy may be costlier than expected.
For those with the technical acumen and resources to invest into training, however, DataGrail is a powerful option for data privacy.
PrivacyEngine is designed to help organizations manage their data privacy risks and build a privacy-first culture across the organization. PrivacyEngine offers a range of features, including data inventory and mapping, privacy risk assessments, DSR management, incident management, and vendor management. It excels at helping organizations understand and manage their data privacy risks through customizable risk assessments and privacy impact assessments.
Strong feature set suitable for enterprise customers
User-friendly interface that supports simple management
Additional support offered through the OneTrust community
High starting costs
Limited Free Plan
Time and effort required for implementation
PrivacyEngine provides a wide range of features and tools to help organizations manage data privacy. It offers a comprehensive solution for compliance management. Its strongest points include a user-friendly interface and a powerful feature set.
However, PrivacyEngine can be expensive, especially for small and mid-sized organizations that may have limited budgets. The cost of the software can also increase as an organization's needs grow or as they add more users. And like many comparable platforms, implementing and maintaining PrivacyEngine can be complex and time-consuming. Organizations may require significant resources to ensure the software is properly configured and integrated into their systems and processes.
Securiti is a privacy and data security automation solution that provides a comprehensive platform for security, governance, and compliance across on-premise, hybrid, and multi-cloud environments in different geographies. Securiti's software products provide a range of features designed to provide end-to-end data protection, including sensitive data discovery, data cataloging, access intelligence & controls, security posture management, and more.
By providing a comprehensive approach to data privacy, Securiti helps organizations better understand and manage their sensitive data, reduce the risk of data breaches, and ensure compliance with regulatory requirements.
Affordable costs across implementation and management
User-friendly dashboards & data visibility
Technical documentation and support available
No API key authentication
No analytic capabilities
Challenges when deploying at scale
Securiti is a strong privacy solution that leverages advanced techniques to help organizations automate key aspects of data privacy, governance, and security. The platform can scan and discover hundreds of data types across structured and unstructured assets in on-prem and cloud native environments.
A key selling point of Securiti is the wealth of features it provides at a reasonable price point. The platform coordinates a series of helpful dashboards and visualization tools to promote data transparency, and it comes with helpful technical resources to support onboarding.
However, users should note that Securiti does lack analytic capabilities found by other entries in this list as well as an API key. While users can harden their security architecture to accommodate this, it’s a distinction that may create downstream complexities as the company grows.
Collibra is a cloud-based data intelligence platform that helps organizations manage and govern their data assets. The platform enables businesses to understand, trust, and leverage their data. It is designed to support a range of use cases, including data governance, cataloging, data lineage, and data quality.
Collibra's software products provide a range of features that include automated data discovery and classification, data lineage visualization, data quality monitoring, data cataloging and indexing, and workflow management. The platform also includes collaboration and communication tools, which enable data stewards and analysts to work together and share knowledge.
Strong data governance functions
Many integrations available
Numerous product enhancements available
Steep learning curve with substantial onboarding required
Poor UI management
Third-party deployment support may be necessary
Collibra's platform is highly customizable, which enables businesses to tailor their data governance and management programs to meet their unique needs. The company is known for its innovative approach to data governance and management, and it offers a powerful way to get a handle on metadata management across the enterprise.
The complexity of Collibra’s platform is a big advantage for users with the technical acumen to pull it off, but less technically-minded organizations will struggle with implementation. Collibra’s interface can be unintuitive for many users, and even with proper planning, users may need to lean on third-party implementation support to truly get the most out of their investment. For organizations willing to invest the time into Collibra setup and management, it’s a worthy choice for data discovery and compliance.
7. Palqee Data Privacy
Palqee is a comprehensive solution to help a company achieve all aspects of its governance, risk, and compliance goals. The software includes great features for data management across data mapping, assessments, subject rights management, documentation, and building a stronger, privacy-first culture overall.
With helpful customization options, pre-set templates, and a strong community that supports the platform’s growth, Palqee has established itself as a great choice for compliance management and collaboration, with a specific focus on South American and Brazilian markets.
Many advanced data management features and tools
Intuitive interface and usability
Free trial available
Long contracts required
Best suited to region-specific markets
Palqee offers many data management tools to bring visibility to a company’s governance, risk, and security management goals. The platform features a rare combination of advanced features delivered through a user-friendly interface, giving users the best of both worlds in technical capability and usability. The platform can even be tested through a free 14-day trial period to ensure it’s a proper fit.
However, Palqee has high implementation costs and requires users to sign on for longer contract periods than many other software entries in this list. Also, Palqee’s compliance features and community are primarily centered around South American markets, which can limit its potential value for companies that operate outside the region.
Despite these drawbacks, Palqee is a pioneering data privacy solution that can substantially improve the way a company communicates and collaborates on compliance initiatives.
Osano's 'no fines' pledge is an interesting feature — the firm guarantees it will pay all the data privacy fines for companies that use its platform. However, you must be signed up for the costliest, enterprise package to avail that pledge.
Overall, Osano is a decent choice even if it does lack some of the higher-grade enterprise features such as threat assessment and incident management. Its pricing can also be a little steep, so be sure to analyze your options accordingly.
Simple and intuitive management
Interface customization options to support usability
Effective cookie consent management tools
- Slightly more complex onboarding
- It doesn't offer native apps for Shopify and others
Osano’s platform is user-friendly, with a clear dashboard and intuitive features. It also features some helpful tools, such as a detailed privacy scanning module that can scan the current cookies for each website.
However, Osano is expensive for what it offers. It's a fantastic tool for data privacy compliance, but doesn't match up to Enzuzo when judged from a cost and reliability perspective. For example, its top-tier plans can run north of $500/month — which include features crucial for GDPR compliance like DSARs.
Read more about alternatives to Osano.
TrustArc provides a comprehensive privacy management platform that coordinates privacy frameworks, intelligence, reporting insights, and data inventory capabilities to deliver a centralized compliance management experience.
TrustArc offers a fully-automated platform for end-to-end compliance management that goes beyond the basics, making it a great choice for businesses that want to streamline their time-consuming and tedious compliance processes. Better yet, the platform is backed by a superior customer support team to address issues that may arise during implementation.
Full range of flexible compliance tools and automated processes
High level of customizability
Strong customer support for issues
Substantial hands-on management required
Can be complex to implement for enterprises
May be too costly for small businesses
TrustArc is a comprehensive privacy management software that offers a wide range of features, with a special focus on bringing customization and automation to a business’s compliance processes. TrustArc is known for its advanced features, and its helpful customer support staff who can help buyers address problems at any stage throughout implementation. This support can ease the technical burden of implementation and management.
The drawbacks of TrustArc relate to the sheer scope of services and customization options available. Users may find that substantial hands-on management is required to keep data up-to-date and make TrustArc the single source of truth it’s meant to be. This means that enterprises with multiple business units will face some complexities during implementation. Smaller companies may struggle as well due to the platform’s costs, so companies will need to assess their needs carefully to determine whether TrustArc is a suitable option for their business.
BigID is a data discovery and intelligence platform that helps businesses discover and manage data across their entire enterprise. The tool specializes in data discovery and intelligence and offers great tools for assessing, classifying, and managing sensitive data sets. BigID accomplishes this through a series of tools, both out-of-the-box and configurable, that help companies make sense of their information.
Enterprise-grade toolsets for data classification and cataloging
Frequent updates to product releases & features
Responsive customer support team
High effort required for data management
Scope may be unsuitable for SMBs
Poor UI & usability
BigID is an enterprise-grade data discovery and classification solution, and the platform’s pros and cons reflect that. While users will certainly find value in the powerful toolsets and broad range of discovery tools, the tools also require some hands-on management. Combined with a relatively unintuitive interface, navigation through BigID can be challenging for the uninitiated.
Despite this, BigID is backed by responsive technical and customer support teams. New updates are released frequently, and customer service representatives are willing to help users navigate any problems they may encounter. BigID is a great data discovery tool for enterprises, (over half of its user base is companies with $10B+ revenue), but its cost and complexity make it less suitable for smaller companies.
Mine does a lot of things right, such as its intelligent data governance solution, data sources, and an incredible array of integrations. It's a technical, enterprise product with the features to back it up.
The downside of Mine is that it can't cater to self-serve environments or companies with lower budgets. It also doesn't cater to things like GDPR compliance and is mostly concerned with threat assessments, data governance, and other high-end enterprise features.
We've also seen plenty of instances of unhappy customers, pointing to its subpar customer service as an irritant.
Pros of Mine:
- Robust, ironclad solution
- Impressive engineering and product roadmap
Cons of Mine:
- Subpar customer support
- Does not account for mid-market needs
Rounding up our list is Didomi.
This French company is a mainstay in the data privacy space offering advanced compliance monitoring products, consent management tools, and data subject access requests. Its European registration means it is well-equipped to provide guidance on GDPR compliance requirements and other emerging regulations in Europe.
The downside we've witnessed of Didomi is that it is a bloated application, and hurts core web vital scores. This may impact SEO and conversion rates, which no businesses wants. We'd have also liked to see some more advanced features in Didomi, but it seems as if the company prefers to focus on the mid-market segment.
Pros of Didomi:
- Mature solution, compliant with GDPR
- Effective and robust mid-market product
Cons of Didomi:
- Bloated application that hurts web performance
- Pricey in some respects
- Not suited for advanced needs
What Experts Say About Data Privacy Management
Enzuzo interviewed a few experts on what they look for in data privacy management software and here's what they had to say.
"The key features of privacy software will help companies find sensitive data across their systems, understand how it flows, and handle requests from customers to access their information. Pre-set compliance options for major laws like GDPR will also be a must-have to make regulatory compliance a breeze," said Jedd Macosko, the CEO of Academic Influence.
"Looking ahead, I expect to see privacy tools that bring everything together under one roof - from consent management to data risk assessments. More region-specific options will help address the patchwork of privacy laws globally. And as our data volumes explode, the software will need to get smarter to handle it all efficiently. The goal is to give companies an affordable one-stop shop for all their privacy needs. That's what I'll be keeping an eye out for in 2024!"
"For a DRM (Digital Rights Management) software company, must-have features for data privacy management software include robust encryption protocols, ensuring the safeguarding of sensitive information throughout its lifecycle. Access controls, both at the user and role levels, are crucial for defining and enforcing permissions, preventing unauthorized data access," explained Alan Jones, Product Manager at LockLizard.
"Looking ahead to privacy management trends in 2024, artificial intelligence (AI) integration is poised to be a game-changer. AI-driven solutions will revolutionize data discovery, classification, and compliance adherence, streamlining privacy management processes. Privacy-enhancing technologies (PETs) will gain prominence, allowing organizations to derive valuable insights from data while respecting individual privacy rights," he added.
Finally, Alan believes adaptability to global privacy regulations is crucial.
"Software solutions must stay agile, integrating with emerging frameworks and regularly updating to meet regional and industry-specific compliance requirements. Continuous education and awareness within organizations are important, fostering a privacy-conscious culture that complements the capabilities of data privacy management software. As privacy remains a dynamic landscape, staying ahead involves a combination of robust features, technological innovation, and a commitment to proactive compliance."
"Data privacy management software needs to have essential features encompassing data classification, data discovery, data masking, data loss prevention, and data encryption," opined Matthew Ramirez, a serial entrepreneur and former Forbes 30 under 30 winner.
"With data classification, users can organize and label their data based on its sensitivity and significance. Data discovery empowers users to locate and identify their data across multiple platforms and devices. Data masking ensures that unauthorized users cannot easily access or decipher the data by concealing or obscuring it. Data loss prevention features aid users in preventing data from being lost or stolen," he added.
"These features may involve restricting access to specific files or folders, monitoring user activities, and creating backups of crucial data. Lastly, data encryption enables users to secure their data by encrypting it, thus requiring a decryption key for access."
What are the Benefits of Data Privacy Software?
One of the core tasks of any data privacy software has to be to automate regulatory compliance needs. This can include compliance with GDPR, PIPEDA, Law 25, and other requirements based on your jurisdiction. In some cases, the requirements overlap: most laws now require organizations to provide consent management, data subject workflows, record of processing activities, and more.
Privacy management software can give you a 360 degree view of your data — where it's coming from, where it's stored, and which individuals have access to it. This can help identify weak points and plug gaps, preventing breaches and leaks.
Many organizations share data with third-parties and subpar privacy standards can cause unexpected problems. Your chosen data privacy software should be able to track vendor risk and ensure that they meed specific privacy laws and standards.
Automating privacy management activities should result in a decreased focus on manual work. This can result in lower employee budgets, while optimizing operations and boosting cash flow.
Things to Consider When Choosing Data Privacy Software
We discussed our criteria for ranking companies on this list, but let's take it further. Here are some additional factors we used for our ranking criteria:
User Interface (UI) and Dashboards: We evaluated companies with intuitive dashboards and user interfaces based on ease of use. We also considered whether the software includes analytics, multi-user support, and more.
Robust Customer Support: We analyzed whether the software offered reliable support and training resources to help users get the most out of the platform and address any issues that may arise. This includes training resources for onboarding and live customer service support.
Customization Options: We took into account whether the software offered custom workflows and integrations. This included adding or removing features, integrating with other systems, and new products on request.
Costs: Bang for your buck was a major consideration factor.
Cookie Consent Tools: All the new data privacy laws are taking user consent very seriously, so we took cookie consent management as one of our core ranking factors.
Multi-language support: Multi-language options support a seamless compliance process across a variety of markets, particularly when companies operate in different regulatory environments.
Data Privacy Software FAQs
Who uses data privacy management software?
Many businesses and organizations that handle sensitive data use data privacy management software, including financial institutions, healthcare providers, government agencies, and e-commerce businesses. Technical audiences, including data analysts, data architects, and IT professionals, are key users of data privacy management software because they manage data privacy risks and ensure compliance with data protection regulations.
What are some of the top features of data privacy management software?
Technical teams can use data privacy management software to automate data discovery and classification, streamline the data inventory and mapping process, and enable data access control, monitoring, and audit trails. This software can also help technical teams ensure data is encrypted, anonymized, or pseudonymized when appropriate. It also ensures access controls are in place to prevent unauthorized access to sensitive data.
Data privacy management software can help technical teams manage user consent for data collection and processing, maintain compliant privacy policies, and manage DSAR to access, delete, and correct personal data.
What happens if my company fails to achieve compliance with these regulations?
Fines for data privacy violations can be significant, especially under GDPR and similar data protection laws in other countries. The fines can range from a few hundred euros to millions of euros or dollars, depending on the severity of the violation.
Aside from the monetary fines, your company's reputation may suffer, leading to loss of business because customers may lose trust in your organization. Your company may also face legal action from affected individuals or regulatory authorities, resulting in further financial losses.
It's important to note that data privacy violations can have serious consequences, and organizations should take steps to ensure that they comply with all relevant data protection laws and regulations.
Learn more about how Enzuzo can assist with your data privacy needs. Book 1-1 time with Mate Prgin, CEO👇
Osman is the content lead at Enzuzo. He has a background in data privacy management via a two-year role at ExpressVPN and extensive freelance work with cybersecurity and blockchain companies. Osman also holds an MBA from the Toronto Metropolitan University.