Not all software we use automatically meets the strict European data protection regulations. Especially when vendors store personal data outside the European Union, you risk that your data no longer falls under GDPR protection.
In this blog, we’ll explain what to look for, what the risks are when using non-European software, and what vPlan does to fully comply with privacy regulations.
Why GDPR-Compliant Software Matters
As soon as you process personal data — for example, names, email addresses, or employee information — the General Data Protection Regulation (GDPR) applies.
That means the software you use to handle this data must also comply with those same rules.
Many organizations use software without knowing exactly where their data is stored or under which jurisdiction it falls.
And that can have serious consequences.
When personal data is processed outside the EU, it’s no longer protected under European GDPR law. Foreign legislation may allow governments or third parties to access that data — something that’s not allowed within the EU without a clear legal order.
Another important aspect is to understand what data is stored where, and whether the software applies proper data segmentation.
For instance, if a database containing personal information is breached should all that data really have been stored together? Segmenting data can significantly reduce the impact of potential breaches.
In short:
If you use software that doesn’t comply with GDPR, your organization automatically fails to comply as well.
Choose Software Hosted Within Europe
The easiest way to avoid privacy issues is to choose software that’s fully hosted within the European Union.
All EU countries are required to comply with GDPR, meaning that software running within the EU automatically adheres to the same privacy standards as your organization.
Additionally, the European Commission has designated several “adequate countries” outside the EU, whose data protection laws are considered equivalent.
Examples include Switzerland, New Zealand, Japan, Israel, and Canada (for commercial organizations).
You can find the current list on the European Commission’s website.
If your software processes data in countries not on this list, you’re required to implement additional safeguards, such as Standard Contractual Clauses (SCCs) or other appropriate measures.
This can be complex and often doesn’t provide the same level of protection as EU law.
In short: choosing software fully hosted within the EU is both simpler and safer.
What to Check When Choosing GDPR-Compliant Software
Not every software provider is transparent about how they handle and store data.
That’s why it’s important to verify carefully whether a system is truly privacy-compliant.
1. Data Storage Location
Always ask where the servers are located. Does all data remain within the EU, or is it processed in countries with different privacy laws?
Also check if the provider applies data segmentation a sign they’re aware of potential data breach risks.
2. Certifications
An ISO 27001 certification shows that a provider continuously works on information security and undergoes regular audits.
3. Data Processing Agreement (DPA)
A trustworthy provider will always offer a clear Data Processing Agreement outlining how data is processed, who’s responsible, and which security measures are in place.
4. Privacy Policy
Read the privacy policy carefully. Does the provider share data with third parties? Do they use subprocessors outside the EU?
A reliable provider will always be fully transparent about this.
5. Transparency and Control
Check whether you have insight into how your data is used. Can you manage user permissions, delete or export data?
These are indicators of a mature privacy policy.
Extra Safeguards Outside the EU: What You Should Know
If your software processes personal data outside the EU, there are several ways to remain GDPR-compliant — though they’re complex and carry risks.
- Standard Contractual Clauses (SCCs): pre-approved clauses issued by the European Commission. No modifications are allowed.
- Binding Corporate Rules (BCRs): internal privacy rules for multinational organizations sharing data between branches.
- Explicit Consent: only valid if the user gives separate, voluntary consent.
➡️ In practice, these options are often hard to manage and don’t offer the same level of protection. That’s why using software hosted within the EU remains the safest and simplest choice.
Beware: A Dutch Provider Doesn’t Always Mean European Hosting
Some providers offer software in Dutch but still store data outside the EU.
A Dutch website or local customer support doesn’t automatically mean the software is GDPR-compliant.
A helpful rule of thumb:
Don’t just look at where the software comes from look at where your data (and what kind of data) is stored.
Why vPlan Meets All GDPR Privacy Requirements
At vPlan, we believe you should never have to worry about the safety of your data.
Privacy-by-design is at the core of our platform from data security and hosting to access management.
Want to see how we put that into practice?
👉 Check out our blog: “How Secure Is Your Planning Software? Here’s How vPlan Protects Your Data.”
There, we explain in detail how vPlan encrypts data, where your information is hosted, and how we continuously work on maximum security.
Why This Matters for Your Organization
Using GDPR-compliant software not only prevents legal risks it also builds trust with your customers, employees, and partners.
People want to know that their data is safe and handled responsibly.
By choosing a platform like vPlan, you work fully GDPR-compliant and worry-free.
You know exactly where your data is, who can access it, and that everything is securely stored.
You focus on your work.
We make sure your data stays safe and compliant always.
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