Data Protection and GDPR Compliance for SaaS Companies

AT A GLANCE

  1. The GDPR applies to SaaS companies established in the EU when they process personal data in the context of their EU establishment’s activities, regardless of where their users are located. It may also apply to companies established outside the EU when they offer goods or services to individuals located in the EU or monitor their behaviour within the EU. The applicable obligations depend on the company’s role as controller or processor and the specific processing activities. Serious infringements may result in administrative fines of up to EUR 20 million or 4% of the undertaking’s total worldwide annual turnover, whichever is higher, subject to the GDPR’s requirements and applicable exceptions.
  2. SaaS companies face a dual GDPR obligation: as data controllers for their own user data, and as data processors when handling their clients’ users’ data — each role carries distinct obligations that must be managed simultaneously.
  3. A GDPR-compliant data processing agreement with every B2B client is a legal requirement under Article 28 — and a commercial requirement for any enterprise sales process where the client has legal counsel reviewing contracts.
  4. We provide a complete SaaS GDPR compliance programme — from the initial gap assessment through to ongoing DPO function, sub-processor management, and data breach response.
  5. All GDPR documentation is specific to the SaaS context — the privacy notice, DPA template, sub-processor list, and data retention policy reflect how a SaaS platform actually processes data, not a generic business with a website.

GDPR compliance for a SaaS company covers two simultaneous obligations: managing personal data that belongs to the company’s own users (as a data controller), and managing personal data that belongs to clients’ users and is processed through the SaaS platform (as a data processor). The compliance programme covers both roles — a privacy notice and cookie policy for the controller obligation, and data processing agreements, sub-processor management, and technical and organisational measures for the processor obligation. We design, implement, and maintain this programme for Lithuanian SaaS companies, and provide an outsourced DPO function where the company needs a designated expert to manage ongoing GDPR obligations.

The SaaS GDPR Dual Obligation: Controller and Processor

The most important GDPR concept for SaaS founders to understand is that a SaaS company is almost always both a data controller and a data processor simultaneously — and these roles carry different obligations that must be managed in parallel.

As a data controller — your own users

When a SaaS company collects personal data directly from users — account registration information, login details, usage analytics, billing data, support communications — the company determines the purpose and means of that processing. It is a data controller. As a controller, the company must identify an appropriate lawful basis for each processing activity, provide the required privacy information, facilitate applicable data subject rights, maintain records of processing activities where required, and implement appropriate technical and organisational security measures. Under Article 33 of the GDPR, a personal data breach must be notified to the competent supervisory authority without undue delay and, where feasible, within 72 hours after the controller becomes aware of it, unless the breach is unlikely to result in a risk to individuals’ rights and freedoms. Where the breach is likely to result in a high risk, the controller must generally inform affected individuals without undue delay, subject to the exceptions in Article 34. The competent supervisory authority is not necessarily the Lithuanian State Data Protection Inspectorate in every cross-border case.

As a data processor — your clients’ users

When a B2B SaaS company’s platform processes personal data that belongs to its clients’ customers — user records entered by the client, transaction data, communication logs, health records, or any other personal data that the client’s users submit to the platform — the SaaS company is processing data on behalf of the client. The client is the data controller; the SaaS company is the data processor. As a processor, the company must sign a data processing agreement with each client controller; process data only on the client’s documented instructions; implement appropriate technical security measures; notify the client of any data breach affecting their data without undue delay; ensure sub-processors are bound by equivalent obligations; and delete or return all data on termination.

Why both roles matter simultaneously

Most GDPR guides written for businesses focus on either the controller role or the processor role — rarely both. SaaS companies need to manage both simultaneously, and the obligations do not always align neatly. The privacy notice covers the controller role; the DPA covers the processor role. The data breach notification obligation applies in both directions — 72 hours to the SDPI as a controller, and notification to each affected client as a processor. Data retention periods may differ between controller data (usage analytics retained for business purposes) and processor data (client user data that must be returned or deleted at contract termination). The compliance programme must cover both dimensions and ensure they are internally consistent.

GDPR fine scale — the actual numbers
GDPR provides for two tiers of administrative fines. For violations of basic obligations — such as failing to have a DPA with a processor — fines can reach €10,000,000 or 2% of total worldwide annual turnover, whichever is higher. For violations of fundamental principles — such as processing without a lawful basis or failing to respect data subjects’ rights — fines can reach €20,000,000 or 4% of total worldwide annual turnover, whichever is higher. EU data protection authorities have been actively fining businesses of all sizes since 2018. The 4% of global revenue ceiling makes GDPR the most financially consequential regulatory regime for most SaaS companies.

Our GDPR Compliance Services for SaaS Companies

We provide a structured GDPR compliance programme covering both the controller and processor dimensions of a SaaS company's data protection obligations. Each service area corresponds to a specific component of the compliance programme.

GDPR Compliance Programme Design and Implementation

A GDPR compliance programme is not a single document — it is a coordinated set of policies, procedures, documentation, and technical measures that collectively demonstrate compliance with GDPR principles. For a SaaS company, the programme must cover both the controller and processor dimensions and must evolve as the product, team, and client base grow. We design and implement the initial compliance programme and maintain it as the company develops.

  • GDPR gap assessment — reviewing current practices and documentation against the full GDPR obligation set
  • Data mapping exercise — identifying all personal data processed, for what purpose, on what legal basis, and for how long
  • Lawful basis analysis — confirming the applicable lawful basis for each processing activity (consent, legitimate interest, contract, legal obligation)
  • Records of processing activities (ROPA) — the Article 30 internal register of all processing operations
  • Privacy-by-design review — advising on new product features from a data protection perspective before build
  • GDPR compliance calendar — scheduling all ongoing obligations (annual review, training, retention checks) for the year
  • Accountability documentation — the internal evidence of GDPR compliance that must be available for SDPI audit
  • Annual programme review — updating all documentation and assessments to reflect regulatory guidance and product changes
Data Processing Agreements for B2B Clients

A Data Processing Agreement (DPA) meeting the requirements of Article 28 of the GDPR is required where a SaaS provider processes personal data on behalf of a client acting as a controller. However, the contractual relationship alone does not determine the parties' GDPR roles. Depending on the processing activity, the parties may act as independent controllers, joint controllers or controller and processor. Some SaaS providers also act as controllers for specific categories of data, such as account administration, billing or independently determined analytics. The appropriate contractual documentation must therefore be based on the actual processing purposes and responsibilities of each party. Enterprise clients require DPAs as a standard commercial prerequisite, often provided as part of their own template for the SaaS company to sign. We prepare the standard DPA template for outgoing use and review and negotiate client-proposed DPAs.

  • SaaS DPA template — Article 28-compliant; covering subject matter, duration, nature and purpose of processing, data categories, and all mandatory processor obligations
  • Security annex (Technical and Organisational Measures) — detailing the security framework the SaaS company applies to client data
  • Sub-processor clause — listing current sub-processors; notification procedure for additions; client objection rights
  • International data transfer provisions — Standard Contractual Clauses for transfers of client data outside the EEA
  • Data return and deletion provisions — the obligation to return or delete client data on contract termination; timeline and format
  • Audit rights clause — client's right to audit the SaaS company's compliance; proportionate scope for practical operations
  • Enterprise DPA review — reviewing and responding to client-proposed non-standard DPA terms; written commentary and negotiation strategy
  • DPA portfolio audit — reviewing all existing client relationships to confirm DPA coverage
DPA as an enterprise sales requirement

Enterprise procurement teams consistently require a signed DPA before they will approve a new SaaS vendor. A DPA that is clearly structured, uses standard GDPR language, and addresses the standard enterprise concerns — security framework, sub-processor list, breach notification timeline, data deletion on termination — gets approved in days. A DPA that is missing mandatory Article 28 provisions, uses non-standard terminology, or has inadequate security provisions gets escalated to the client's DPO and legal team, adding weeks to the sales cycle. We draft DPAs for enterprise procurement, not just regulatory minimum compliance.

Sub-Processor Management

A sub-processor is a third party engaged by a processor to carry out specific personal data processing activities on behalf of the original controller. The classification depends on the provider's actual role and the purposes for which it processes personal data. Cloud hosting, analytics, communications and support providers may act as sub-processors where they process client personal data on the SaaS company's instructions. However, certain providers, including payment service providers, may act as independent controllers for some activities. Where a provider qualifies as a sub-processor, the SaaS company must obtain the controller's prior specific or general written authorisation and impose contractual data protection obligations meeting Article 28(4) of the GDPR. The sub-processor list must be disclosed to clients and updated when new sub-processors are added — with clients given the opportunity to object.

  • Sub-processor identification — mapping all services in the technology stack that receive or access client personal data
  • Sub-processor DPA confirmation — confirming that each sub-processor has an adequate DPA in place (most major cloud providers do)
  • Sub-processor list drafting — a published list suitable for inclusion in the SaaS company's privacy documentation and client DPAs
  • Sub-processor change notification procedure — the process for notifying clients when new sub-processors are added
  • Client objection management — handling client objections to specific sub-processors; documenting the resolution
  • International transfer assessment — confirming the transfer mechanism for sub-processors based outside the EEA (SCCs, adequacy decision, BCRs)
  • Annual sub-processor review — confirming the list remains accurate and all sub-processor DPAs remain current
Data Subject Rights Procedures

EU data subjects have a defined set of rights under GDPR — the right to access their personal data, the right to erasure, the right to data portability, the right to object to processing, and others. A SaaS company must be able to respond to any data subject rights request within one month. The obligation applies to both the controller role (requests from the SaaS company's own users) and the processor role (requests from a client's users, which the SaaS company must assist the client in responding to). Without documented procedures, responses are inconsistent, slow, and likely to miss the mandatory deadline.

  • Data subject rights procedure — step-by-step process for receiving, validating, and responding to each type of DSR
  • Identity verification procedure — confirming the requestor's identity before disclosing or erasing personal data
  • Right of access procedure — providing confirmation of whether personal data is being processed, access to the relevant personal data and the supplementary information required under Article 15 of the GDPR. A structured, commonly used and machine-readable format is specifically associated with the right to data portability under Article 20, rather than being a universal requirement for all access requests.
  • Right of erasure procedure — assessing requests under Article 17 of the GDPR and erasing personal data where the statutory conditions are satisfied. Erasure is not an unconditional right: personal data may need to be retained for compliance with legal obligations, establishment or defence of legal claims, or other applicable exceptions. Where required, the controller must also take appropriate steps concerning recipients and processors.
  • Right to portability procedure — exporting personal data in a machine-readable format (JSON, CSV) for the data subject
  • Right to object and restriction procedures — documenting the assessment and outcome for objection and restriction requests
  • DSR request log — maintaining the internal record of all requests received and their resolution status
  • Processor-to-controller escalation — procedure for routing client users' DSR requests to the appropriate client controller
Data Breach Response and Notification

A personal data breach — any incident involving the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data — triggers specific GDPR obligations. As a controller, the SaaS company must notify the State Data Protection Inspectorate within 72 hours if the breach is likely to result in a risk to individuals. As a processor, it must notify each affected client without undue delay. Having a documented breach response procedure determines whether the company handles a breach in a way that minimises regulatory and commercial damage — or discovers its obligations after the deadline has already passed.

  • Data breach response procedure — step-by-step incident triage, containment, assessment, and notification workflow
  • Breach severity assessment framework — criteria for classifying breach severity and determining notification obligations
  • SDPI notification template — pre-prepared notification form containing all information required by GDPR Article 33
  • Client notification template — Article 33(2) processor notification to client controllers; timed to allow the client to meet their SDPI deadline
  • Data subject notification template — for high-risk breaches requiring direct notification to affected individuals
  • Internal breach log — the Article 33(5) internal record of all breaches, including those below the SDPI notification threshold
  • Breach simulation exercise — tabletop exercise testing the breach response procedure against a realistic scenario
  • Post-breach review procedure — documenting lessons learned and implementing technical or procedural improvements
Outsourced Data Protection Officer (DPO)

The Data Protection Officer is the GDPR-designated expert responsible for monitoring compliance, advising on data protection obligations, training staff, and acting as the contact point for data subjects and the SDPI. GDPR explicitly permits the DPO role to be performed by an external service provider. For SaaS companies at the growth stage, an outsourced DPO provides the required expertise and designated accountability without the full-time hire that the volume of GDPR activity may not yet justify.

  • DPO designation — formal notification of the outsourced DPO to the SDPI where required
  • GDPR compliance programme oversight — monitoring ongoing compliance and flagging emerging issues
  • Data subject rights management — managing DSR responses within GDPR timeframes
  • Data breach management — leading breach assessment, notification decisions, and SDPI correspondence
  • DPIA oversight — reviewing Data Protection Impact Assessments for high-risk processing activities
  • Client DPA queries — responding to client GDPR questions about the platform's data processing
  • Staff training — annual GDPR training delivery with attendance records
  • SDPI liaison — responding to SDPI enquiries and cooperating with supervisory activities
  • Monthly DPO report — summary of GDPR activity, incidents, and open issues for the management team

SaaS GDPR Obligations: Controller vs. Processor

The table below maps the key GDPR obligations to whether they apply in the controller role (your own users), the processor role (your clients’ users), or both. Both dimensions must be covered for full compliance.

GDPR Obligation Controller role (own users) Processor role (client users)
Privacy notice / transparency Required — published privacy policy Not directly (client publishes their own policy)
Lawful basis for processing Required — documented per activity Not required — client is responsible for lawful basis
Records of processing (ROPA) Required — Article 30(1) Required — Article 30(2) (separate processor record)
Data Processing Agreement Not required (you are the controller) Required with every client before processing begins
Sub-processor DPAs N/A Required — must bind all sub-processors to GDPR obligations
Data subject rights response Required — own users’ requests Assist client in responding to their users’ requests
72-hour SDPI notification of breach Required — if risk to individuals Not directly (but must notify client without undue delay)
Client breach notification N/A Required — without undue delay after becoming aware
Data security measures Required — appropriate to risk Required — as specified in DPA and security annex
Data retention limits Apply GDPR minimisation principle Return or delete on instruction or contract termination
International transfer mechanism Required for transfers outside EEA Required for sub-processor transfers outside EEA
DPIA (high-risk processing) Required where applicable Support client DPIA where processing involves client data

GDPR Compliance as a Sales Enabler

GDPR compliance is often framed as a cost and a compliance burden. For B2B SaaS companies, it is also a commercial differentiator — particularly in enterprise sales where procurement teams evaluate data protection maturity as a vendor selection criterion.

What enterprise clients check

Enterprise procurement teams — particularly those in financial services, healthcare, legal, and government — conduct structured GDPR due diligence on new SaaS vendors. The standard questions cover: whether the company has a designated DPO or data protection contact; whether a GDPR-compliant DPA is available; what sub-processors are used and whether they have adequate data transfer mechanisms; what security measures are in place (encryption at rest and in transit, access controls, penetration testing); what the breach notification procedure is; and whether the data is stored within the EU or in adequacy-recognised countries. A SaaS company that can answer all of these questions with documentation — not just verbal reassurance — closes enterprise contracts faster.

Security questionnaires

Large enterprise clients frequently send security questionnaires alongside the DPA — asking for technical details about the platform’s security architecture, data handling practices, and compliance certifications. The questionnaire typically covers: encryption standards, access control policies, backup and recovery procedures, penetration testing frequency, incident response procedures, and sub-processor locations. Having documented technical and organisational measures (TOMs) — which the DPA security annex should reference — allows these questionnaires to be completed accurately and consistently. Without documentation, each questionnaire is answered from memory, producing inconsistent and sometimes inaccurate responses that raise flags in the client’s security review.

Data processing as a product feature

An increasing number of SaaS buyers — particularly in regulated industries — view GDPR compliance not as a minimum bar but as a product feature. Data residency options (EU-only data storage), ISO 27001 certification, SOC 2 Type II compliance, and demonstrable GDPR accountability are increasingly listed as requirements in enterprise RFPs. Building GDPR compliance into the product from inception, rather than retrofitting it under sales pressure, allows the company to compete in enterprise segments that would otherwise be inaccessible.

GDPR Compliance Pricing

Defined GDPR engagements are priced at fixed fees. Ongoing DPO function and complex multi-entity compliance programmes are quoted on request.

Service Price
GDPR gap assessment — written report
Full assessment of current GDPR compliance against both controller and processor obligations; prioritised action plan
€700
Data mapping and ROPA (records of processing)
Identifying all processing activities; Article 30 register for both controller and processor records
€800
Lawful basis analysis
Confirming the legal basis for each processing activity; legitimate interest assessments where applicable
€600
Full GDPR compliance programme setup
Gap assessment + data mapping + lawful basis analysis + privacy notice + ROPA + breach procedure + DSR procedures
€2,000
Annual GDPR programme review
Reviewing all documentation and processing activities against current regulatory guidance and product changes
€800
DPA template — SaaS-specific standalone
Article 28-compliant; security annex; sub-processor provisions; SCC clause; data return/deletion
€700
Enterprise DPA review (client-proposed)
Written commentary on material deviations; negotiating strategy
€600
International data transfer addendum (SCCs) Preparation and implementation of the European Commission’s Standard Contractual Clauses for transfers of personal data to recipients in third countries where an appropriate GDPR Chapter V transfer mechanism is required. The appropriate SCC module depends on the parties’ roles, including controller-to-controller, controller-to-processor, processor-to-processor or processor-to-controller transfers. SCCs are not generally required merely because personal data is transferred between organisations located within the EEA. €600
DPA portfolio audit (existing clients)
Reviewing all current client relationships; identifying gaps; issuing DPAs where missing
€800
Sub-processor mapping and list preparation
Identifying all sub-processors; confirming DPA status; drafting published sub-processor list
€700
Annual sub-processor list review and update
Confirming accuracy; updating for new additions; refreshing international transfer mechanisms
€500
Data subject rights procedures (full set)
Access, erasure, portability, objection, and restriction procedures; DSR log template
€800
Data breach response procedure
Triage workflow, severity assessment, SDPI notification template, client notification template, internal log
€700
Breach simulation exercise
Tabletop exercise testing the breach response against a realistic scenario; written debrief
€800
Privacy notice — SaaS-specific
Controller privacy notice specific to SaaS data processing; published-ready
€650
Cookie policy + consent banner specification
Policy + technical specification for GDPR-compliant consent implementation
€550
Data Protection Impact Assessment (DPIA)
For high-risk processing activities; quoted based on processing complexity
On request
Outsourced DPO — monthly retainer
Full DPO function; based on user base size and expected SDPI/client interaction frequency
On request
DPO one-off consultation (breach or SDPI query)
Per session — urgent data breach assessment or SDPI correspondence outside a retainer
€500
SaaS GDPR compliance bundle (programme setup + DPA template + sub-processor list + DSR procedures + breach procedure) Integrated initial GDPR compliance package covering the specified services. The sum of the five individually published service prices is EUR 4,900, compared with a bundle price of EUR 3,500, representing a nominal saving of EUR 1,400. However, the EUR 2,000 programme setup service already includes data subject rights procedures and a breach response procedure. The package scope and pricing comparison should therefore be clarified to avoid counting overlapping deliverables twice. €3,500

SaaS GDPR compliance bundle — what’s included
The EUR 3,500 SaaS GDPR compliance bundle provides an integrated initial compliance package for a B2B SaaS company. It includes a GDPR gap assessment, data mapping and records of processing activities, lawful basis analysis, a privacy notice, a SaaS-specific Data Processing Agreement with a security annex, a sub-processor list, data subject rights procedures and a personal data breach response procedure.

The published standalone prices for the five named package components total EUR 4,900. However, some deliverables are already included within the EUR 2,000 compliance programme setup service. For a transparent pricing comparison, the individual service scopes and overlapping components should be reconciled before advertising a specific package saving.

Frequently Asked Questions

Ready to build your SaaS GDPR compliance programme?

Contact us to book an initial GDPR gap assessment. We will review your current documentation and processing activities, identify the priority gaps, and provide a structured implementation plan. The full compliance programme bundle — covering both your controller and processor obligations — is available at €3,500.

Was this page helpful? Rate it
Be the first to rate this page
Company in Lithuania UAB partners

Company in Lithuania UAB collaborates with a network of trusted partners across legal, financial, accounting, and business consulting sectors. Our strategic partnerships enable us to provide clients with end-to-end solutions for company registration, tax advisory, banking setup, and beyond — all under one roof, right here in Lithuania.

Strongest in Lithuania
Strongest in Lithuania
Strongest in Lithuania 2023
2024
2025

Company in Lithuania UAB has been recognised as one of Lithuania’s most trusted business services firms. Based on the independent economic data of 2025, we have been awarded the Strongest in Lithuania designation for four consecutive years — a testament to our financial stability, professional credibility, and the trust that our clients place in us.

We contribute to a transparent, well-functioning business environment in the Lithuanian Republic — and we bring that same standard of integrity to every client engagement.

Ready to start your business in Lithuania?Contact our team today for a personalized consultation. We are here to make the process simple, fast and hassle-free.Contact us
Menu
Company in Lithuania
Privacy overview

This website uses cookies so that we can provide you with the best possible user experience. Cookies are small text files stored in your browser. Strictly necessary cookies are always on; analytics and marketing cookies are used only with your consent.

More information: Cookie Policy, Privacy Policy.