Is complying with the GDPR using Excel or dedicated software really an issue?
While Excel can help you get started with GDPR, only dedicated software can ensure long-term secure and collaborative compliance.
In a growing market where adoption is accelerating, Excel is the main competitor for software publishers. Although large public and private sector organizations sometimes develop their own solutions, Excel and its counterparts remain the main challenge. Why?
From payroll to accounting to CRM, Excel has always been the sworn enemy. The three main surface-level arguments in its favor are that it is simple, easy to use, and inexpensive.
The same applies to GDPR compliance. And yet, reality is setting in (thanks, Sigmund!). It's 2025, and it's time to provide data protection officers (DPOs) and compliance officers with effective and appropriate tools. Only time will tell if the AI Act and other regulations will accelerate this movement.
Tempted by Excel, we explain why GDPR compliance deserves better!
Excel is proprietary software!
Yes, Excel is software. More specifically, it is a spreadsheet program developed by Microsoft.
It is not free software. Microsoft owns it, which means its source code is closed and its use is subject to a paid license (either a one-time purchase or a Microsoft 365 subscription).
Excel is part of the Microsoft Office suite, now known as Microsoft 365. Excel allows you to... well, you know the rest.
Not so sure, actually. According to "Claude," Excel is used for:
- Create and manage data tables,
- perform calculations using formulas,
- Generate charts,
- Analyze data with tools such as pivot tables,
- Automate tasks with macros (VBA).
This skill is widely used in business, accounting, finance, project management, statistics, and many other fields. It's a bit complex, isn't it?
Both the GDPR and Excel are complex
The good news is that Excel is also complex. So, publishers are saved. But it's not that simple.
The impression of mastering the tool, its low cost, and its fairly strong configuration capabilities make Excel a powerful tool.
Let's take a closer look at a real comparison, not the one from GPT, “GEMINI Cricket,” or a friendly consultant. Excel vs. dedicated GDPR software—there's no contest.
Excel vs. dedicated GDPR software — there's no contest!
Conclusion: Excel to start with, software to stay with
Let's be honest. Excel is suitable if you have minimal processing needs, no formal proof requirements, and occasional management needs. You want to introduce your management to "GDPR light" with a spreadsheet.
Here are a few arguments for you:
- Clearly, managing GDPR compliance using a spreadsheet is not sustainable.
- As soon as an organization grows or risks increase, dedicated software is essential for compliance.
- Furthermore, Excel can be slow when processing large amounts of data.
- Finally, software is becoming more multi-regulatory.
GDPR software is a long-term solution
In summary, dedicated GDPR software is a long-term solution. If you are not satisfied, switching software programs is easier than ever thanks to increasingly automated data transfers. Contracts with software publishers generally do not exceed three years.
Encourage your management to switch to the right compliance software. Here are a few arguments to help you:
- Centralized, archived, and secure data
- Time savings through automation
- Reduction in human error
- Demonstrable compliance at all times
- Reduced legal risk
- Clear management via dashboards
- Better collaboration between the DPO, CIO, and business lines.
However, we still need to measure the return on investment of this GDPR software. Now, let's move on to communication and commerce.
How can I measure the ROI of GDPR software?
How can I determine how useful my software is?
Good software is more than just a nice interface or trendy technology; it's a tool that effectively meets users' real needs. Here's a structured answer to help you understand what that means.
Good software is useful
- It meets a specific user need and isn't just there to look pretty.
- It saves time, prevents errors, and simplifies tasks.
- It also integrates well with existing business processes.
For example, a CRM allows a sales team to track its prospects more easily than with an Excel spreadsheet. Another example is a tool that records data breaches and establishes links with DPIA. It automatically generates DPIAs in relation to risk factors (EDPS or your own).
It is easy to learn, and the onboarding phase is essential
- It has a clear, logical interface and ergonomics adapted to the job.
- Training is quick and integrated into the user experience (UX).
- Implementing the solution is part of a clear process.
The software is increasingly self-learning, with short videos, e-learning, and contextual help designed to avoid long training sessions. The larger your organization, the more the publisher will need to adapt to it. People and related services will be the differentiating factor. A dedicated team will ensure the project's success internally.
The solution is reliable and secure
- There are few bugs, real features, and no gimmicks.
- Developments are controlled by its teams and it offers sovereign hosting.
- It is independent and not at the mercy of a financial operation. Nothing is written in stone, but...
- It is compliant (obvious, but...).
This is a vast debate that is becoming increasingly relevant in today's world. Where are your data stored: in France, Europe, or elsewhere? What are your "real" SLAs? What is the purpose of AI in GDPR software?
It is scalable and well-maintained
- It can easily be updated with new features and security measures.
- It evolves with user needs.
- It is supported by a responsive technical support team or active community.
In short, software must change, and the modern world demands a more flexible approach to software roadmaps.
It integrates well with the existing ecosystem
- It is open to other tools, such as ERP, connectors, API, and SSO, and it integrates with your information system.
- It interfaces with existing workflows without disruption.
- It corresponds to your work methods and sector.
Example: Certain sectors have specific needs. For example, the healthcare and research sectors, as well as certain industries, require more processes than service companies do. What is your goal? Do you want to make GDPR an asset or simply comply with regulations?
GDPR brings measurable value
- You can expect to see gains in productivity, quality, and traceability.
- GDPR enables better decision-making thanks to data visualization.
Although this point is difficult to measure, the direct gains can be significant.
- DPO saves time by using data entry assistants and decision support tools, such as those used for data breaches.
- DPOs can also delegate tasks related to exercising rights or drafting processing records.
- DPOs distribute compliance across the entire organization to streamline the process.
- They help managers understand the issues at stake.
- They also enable faster action when analyzing data breaches. In short, there are many areas to focus on, and the DPO must know where the gains are.
In short, there are many areas to focus on, and the DPO must know where the greatest gains can be made. As some marketers say, "No pain, no gain."
The conclusion is grim: The less a company talks about the GDPR, the more it will be seen as problematic. Be a solution, not a problem.
An illustrious colleague, Alessandro Fiorentino, sums it up with this quote: "A DPO never says no; he says how." Your tool must demonstrate how it helps my DPO. It's up to you to ask the right questions!
So, how can you convince people internally?l
User satisfaction with software often depends on several factors, and we address those factors. Why not us? We pay particular attention to the concept of buyer persona to do this.
In short, we aim to satisfy the stakeholders in your organization. Each employee has different needs that must be met individually.
Here are a few examples:
- A CIO will be very sensitive to security, money, and integration.
- A field user will be more concerned with comfort and friendliness.
- A strategic decision-maker will prioritize pride, novelty, and ROI.
Here is a complete, structured « SONCASE » sheet for GDPR compliance management software designed to promote an internal solution. Be a good salesperson for your project!
One thing is certain: GDPR compliance requires specialized software :
