GDPR consultant software and CRM
RegiaPro is business software for GDPR consultants and external DPOs working with professional practices and small businesses: the CRM remembers who is waiting for a proposal and when an engagement expires, and the software prepares quotes, consultancy contracts and invoices. In the steps below you’ll find your trade already selected.
Built for more than 50 trades: this one is already set up for yours
Engagement accepted
documents and deadlines in one record
Today in RegiaPro
Example with made-up data
9
Active engagements
+2 this month
4
Deadlines
this week
€5,800
To be collected
3 fee notes open
Engagement accepted by the client
8 min ago
Fee note sent
yesterday
Case deadline on Friday
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for GDPR consultant software and CRM are switched on. Turn on what you really need: we’ll pick the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
A GDPR consultant’s work doesn’t end when the record of processing is handed over: there are appointments to renew, contacts who change, companies that only call you when a complaint lands. You write the record and the privacy notices with the tools you already use; RegiaPro, the consultant software for data protection, keeps your clients, proposals, engagements and payments, in the browser, on your phone too. It starts from €19.90 a month.
What you’ll find inside RegiaPro: from enquiry to invoice
One program for clients, proposals, engagements and invoices. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The site visit
It is a stage of the job, with its own date; the travel cost is worked out on the real route.
The costs of each job -
Consulting on a retainer
The draft invoice for each period gets ready on its own. From the Pro plan.
Fees and renewals -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
GDPR consultant software: for the consultant who looks after practices and small businesses
RegiaPro is built for the professional who works alone or with one collaborator and looks after a few dozen clients: medical practices, shops with a website, accountants, small firms. These are the four engagements it handles best.
Initial GDPR compliance
A company that has never done anything, or has privacy notices downloaded from the internet years ago. You start with the analysis and end up with the record of processing, notices, appointments and staff training.
External DPO
A public body or company that must designate a data protection officer and looks for one outside. It’s an engagement that lasts years, with availability to guarantee and a fee to renew.
Data protection support through the year
The already-compliant client who calls you about new software, a supplier to appoint, a website form to review. A few hours at a time, but not to be left off the bill.
Audits, CCTV and emergencies
The check requested by a partner, the cameras installed at the entrance, the stolen computer that starts the 72-hour clock to assess notifying the Italian data protection authority (Garante). Short jobs, often with a very close deadline.
Where a GDPR consultant loses time
The legal content is your job. What gets tangled is everything else: who introduced you to that client, which proposal they received, when support expires, whether last year’s invoice was paid. The RegiaPro CRM follows companies and their contacts; the business software follows quotes, contracts, payments and invoices.
Day one: the companies you look after for data protection
Start with ongoing engagements: one record for each company you look after today, with the contact person, the date the agreement expires and the signed documents attached. From then on, confirmed deadlines appear on the calendar, and on each company you can see the amount still to be collected.
CRM for GDPR consultants: client companies, contacts and follow-ups
Data protection consultancy is almost always sold by introduction: the accountant, the trade association, the happy client. Here are six points where a consultancy enquiry usually stalls, and how RegiaPro keeps it moving.
The accountant gives you a name over the phone
He reads out the owner’s name and mobile while you’re driving, and that number ends up in some random chat.
In RegiaPro the owner immediately becomes a client on your list: source “Collaborator”, with who introduced them written in the notes.
The company says “let’s talk after the holidays”
By September neither of you remembers, and the proposal stalls.
In RegiaPro the silent company comes back among your follow-ups three days after the proposal, then after a week, two weeks and a month.
The data protection contact changes every year
The employee who handled data protection goes on maternity leave and a colleague who knows nothing takes over.
In RegiaPro the new contact’s details go in the notes, and the record’s log keeps the emails sent, the WhatsApp messages marked as sent and the documents already prepared.
The signed documents are in three different folders
Scanned appointments, training minutes, the website privacy notice: each saved wherever it happened to land.
In RegiaPro every signed file is uploaded to that company’s record: Word documents, PDFs or photos, up to 15 MB per file.
The engagement expires without anyone noticing
Annual support ended in March, the client keeps calling you and nobody has mentioned renewal.
In RegiaPro you enter the expiry as the record’s date, and the important note reminds you seven days before.
A technician and printing for a client company
Training hours, the IT technician called in to check the backups, the printed signs.
In RegiaPro the technician and the printing are logged on the client, and the Report counts them in the month’s figures and under whoever introduced the company.
GDPR compliance step by step: a dental practice in the software
Here is a compliance engagement handled in RegiaPro from introduction to payment. Names, dates and figures are invented: they show the path through the software and are not a recommended price list.
The case: a practice with six people and one camera
On 15 September Davide, the accountant you work with, introduces you to Dr Marta, who owns a dental practice: two chairs, six people between assistants and reception, cloud-based clinical software, a camera at the entrance and a booking form on the website. The privacy notices she uses are six years old.
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The introduction becomes a record
You open the practice’s record: the doctor’s name, mobile, email; source “Collaborator”, and Davide mentioned in the notes. As the date you choose the day you’ll train the staff, and in the notes you write what you learned at first contact: number of people, clinical software supplier, camera, online form. The practice’s VAT number, certified email (PEC) and address you fill in once under “Who to address the documents to”, choosing the professional type. Once the record is saved, you attach the old privacy notices and the contract with the software supplier that the doctor sent you.
The contract, from the Pro plan -
The proposal, item by item in the note
On 19 September, after a first meeting at the practice, you enter the amount on the record, €1,200, and generate the proposal: it comes out as a PDF under your studio’s name, with the doctor’s name and the wording of your template. The price sits on one line, and in the note printed at the bottom you list what it includes: analysis of processing, record of processing, notices for patients and staff, appointment of the clinical software supplier as external processor, staff authorisations, CCTV sign and notice, two hours of training at the practice. It goes out by email without leaving the record, and the doctor moves to “Quote sent”.
The quote from your template -
The second quote, with a year of support
On 24 September the doctor asks to add twelve months of support. You update the figure to €1,650 and generate another proposal for the same practice, which gets number 31/2026-P; 30/2026-P stays as it was, with the original €1,200. Had the practice not replied, on 27 September the doctor would have appeared among the contacts to follow up on the home page.
The quote from your template -
The consultancy contract and payment
On 30 September the doctor accepts. With the Pro plan you generate the contract: your template opens with the title “Data protection consultancy contract” and already contains the scope, the length of support and confidentiality, while RegiaPro fills in the practice’s name and VAT number, the date, the total amount and the sequential number. On 2 October you sign it at the practice and the doctor pays the €1,650 by bank transfer, which you log on the record with date and method. You move the status to “Confirmed”, and the training on 23 October at 2 pm appears in the Google or iCloud calendar you use on your phone.
The contract, from the Pro plan -
Signed appointments and documents collected
In the important note you write “print attendance sheet and instructions for authorised staff”. It becomes a reminder due on 16 October, a week before the training, and appears on your to-do list. Meanwhile you open WhatsApp from the record with the message you’d prepared for the doctor, listing what reception needs to send you: supplier contracts, staff list, screenshot of the website form. The message already contains the training date; you send it yourself.
The contract, from the Pro plan -
Training, handover and costs
On 23 October you run the training and attach to the record the signed attendance sheet, the record of processing, the notices and the appointments. On the same record you enter as a collaborator the IT technician who checked the clinical software’s backups and passwords, €150, and among the extra costs €25 for printing the signs. The €1,650 invoice you’d already prepared from the record on the day of the transfer, with the Pro plan, with the practice’s details and the next number of the year.
The figures of each job
The figures for Dr Marta’s practice
A €1,650 engagement paid on signing. Minus €150 for the technician and €25 for printing, you’re left with €1,475, before tax and the hours spent at the practice. The record holds two quotes, the signed contract, the documents handed over and the invoice. The Report counts that money in October and under the source “Collaborator”, together with the clients brought by the other accountants.
Dr Marta’s engagement in a table (example with invented data)
| Date | What happens | What you do in RegiaPro |
|---|---|---|
| 15 September | The accountant introduces the doctor | Practice record, source “Collaborator”, old privacy notices attached |
| 19 September | €1,200 compliance proposal | Proposal 30/2026-P with the activities listed, sent by email |
| 24 September | She adds twelve months of support | Quote 31/2026-P for €1,650, the first one stays archived |
| 2 October | Signature and bank transfer | PDF contract, payment logged and invoice, record confirmed and training on the calendar |
| 16 October | One week to the training | Important note reminder and WhatsApp message to the doctor |
| 23 October | Training and document handover | Signed attachments, technician’s cost and extra costs |
Record of processing and privacy notices: every company’s documents on its record
You prepare the record of processing, the notices and the appointments with your own templates or the compliance software you already know. RegiaPro is where those files stay linked to the right company, together with quotes, the contract and payments.
The record of processing, version after version
Every time the client changes a supplier or starts a new processing activity, you attach the updated version to the record with the date in the file name. When the Garante or a partner asks for the record, you find it in seconds.
Privacy notices for customers, staff and the website
The versions you delivered sit on the record: the one for patients or customers, the one for staff, the one published on the website. If the company adds an online form, you know at once which text needs reviewing.
Appointments, authorisations and supplier contracts
Appointments of external processors signed by suppliers and staff authorisations, scanned as PDFs, stay attached to the client. In the notes you keep the list of suppliers already appointed.
External DPO and data protection consultancy contract: what to put in the engagement
Whether it’s ongoing support or designation as DPO, a written agreement protects both consultant and client. With RegiaPro’s Pro plan you prepare the text once; for each new company its details are taken from the record.
The scope of the GDPR consultancy
What it includes: initial analysis, updating the record of processing, support hours, training, audits. For an external DPO, the tasks set out in the Regulation and the time you dedicate to the body or company.
Length and renewal of data protection support
From when to when the agreement runs and how it renews. With the expiry date also entered on the client’s record, you see it coming instead of finding out afterwards.
Data protection consultancy fee
Total, deposit and balance come from the record in place of the placeholders, together with the paying company’s VAT number, certified email (PEC) and address: the figures in the signed contract match the ones you log when you’re paid.
Confidentiality and availability
How and how quickly you respond in the event of a data breach, given that the controller has 72 hours to notify the Garante. Who your internal contact is and how they alert you.
Designation of the DPO
The DPO appointment is signed by the controller, who then notifies the Garante of your contact details. You attach the signed document to the record, next to the contract.
Data protection contract signed by the controller
The PDF is printed and signed at the client’s premises; the signed copy, scanned, stays on the record. You choose the title in the template, and the clauses that change from one client to another go in the record’s notes, which the placeholder carries into the contract.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
GDPR compliance quote: proposal, payments and invoices in the software
A clear compliance quote sells better than ten pages of regulations. In RegiaPro it comes out as a numbered PDF in a few minutes, and stays on the record together with every later version.
The compliance activities in the note
The activities with their timings, what remains the client’s responsibility, how many training hours and where, whether annual support is included. The note is printed under the price, so the owner doesn’t have to ask you what they’re paying for.
Deposits and instalments from client companies
Deposit and later instalments are logged on the client with date and payment method. When you open RegiaPro you see the balances companies haven’t settled yet, without checking your bank account.
The data protection consultancy invoice
It starts from the amount agreed with the company and comes out as a PDF with your logo, their tax details and the year’s numbering; if you’re on Italy’s flat-rate scheme (forfettario), the exemption wording and revenue stamp are added automatically. Choose the Studio plan and you also get the XML file for Italy’s SdI e-invoicing system and, at year end, all your invoices gathered in a single archive to pass to your accountant.
Accountants and associations that bring you companies
In the Report, takings and profit are split by the channel the client came from, and you define the channels yourself in Settings: accountants, trade association, word of mouth, your website. If one partnership brings you half your turnover, you see it in writing.
A real screenshot of the software, filled with test data: the year’s overheads grouped by category. A technician called in for a single company, on the other hand, goes on that client’s record.
GDPR consultant software: a GDPR register or a studio CRM and management tool?
Look for GDPR consultant software and you’ll find almost only compliance tools. For this comparison, on 14 September 2026, we ran two searches and opened the websites of three products: record of processing, privacy notice templates, impact assessments, compliance deadlines. None of the pages we read mentioned quotes, consultancy contracts or invoices, and the acronym CRM didn’t appear in any title.
| GDPR compliance software | DPO suite for many clients | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Consultants and companies filling in the record and documents | Consultants, DPOs and professional networks | Consultants who sell their consultancy to practices and small businesses |
| What it handles | Record of processing, notices, appointments, impact assessments, compliance deadlines | Compliance for multiple clients, tasks and alerts | Client companies, contacts, quotes, contracts, payments, invoices |
| Price | Stated on one of the pages we read | Not stated on the pages we read | From €19.90 a month, published |
| How to try it | Free trial or demo | Demo on request | 14 days with the Full plan switched on |
Right for the data protection consultant who
- sells data protection consultancy to clients you find yourself or who are introduced to you;
- needs to know who is waiting for a proposal, who has to renew and who has to pay;
- wants a clear price before talking to a salesperson.
What an external DPO finds on day one
- a record for each company, with contact, source, notes and attached documents;
- numbered PDF proposals, and with Pro also consultancy contracts and invoices;
- follow-ups on unanswered quotes, a connected calendar and ready-made WhatsApp messages.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro’s GDPR consultant software costs
Prices are published. A data protection consultant needs one of three plans, plus the trial.
Start for the data protection consultant: €19.90 a month
€199 when paid annually. Unlimited clients, quote follow-ups, WhatsApp texts and 10 quotes a month. Consultancy contracts and invoices come with Pro.
Pro for those who live on GDPR consultancy: €34.90 a month
€349 a year. On top you get the consultancy contract filled in with the company’s details and the numbered invoice, suitable for Italy’s flat-rate scheme too. It’s for those who make their living from data protection consultancy.
Studio with XML for data protection consultants: €59.90 a month
€599 a year. You get the XML file for e-invoices and, at year end, the archive ready for whoever keeps your books.
Fourteen days with your next company
Two weeks with every Full feature and no payment details required. Your account opens as soon as you confirm your email; then you decide whether to continue and on which plan.
There’s also Full at €44.90 a month, useful if you deliver photos and videos. Every feature, plan by plan, is on the pricing page.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ for GDPR consultants and external DPOs
How do I keep track of when annual support expires?
Open the renewal record with the expiry date and write in the important note what to propose to the client. A week before, the note comes back on your to-do list, and if the record is confirmed the expiry also shows in your phone’s calendar.
Can I attach the record of processing, privacy notices and signed appointments?
Yes. Every company has its own file space: you upload PDFs, Word documents and JPG or PNG images, each up to 15 MB: record of processing, notices, appointments of external processors, attendance sheets. They stay together with quotes and the contract, and you find them when the company asks for them.
How do I prepare the contract for an external DPO engagement?
From the Pro plan you write the contract text yourself, with tasks, length, availability and fee; the parts specific to the DPO engagement go in the record’s notes, which the placeholder carries into the document. Name, tax details, date and amounts are filled in automatically; you print the PDF, you both sign it and the copy stays attached.
How do I record who introduced a client to me?
On the record you choose the source, which you can create in Settings with the name of each accountant or association, and add the details in the notes. The Report then shows you which partnership brought in the most money, and with what profit.
How do I write in the quote what the compliance work includes?
Enter the figure on the company’s record and the individual activities in the note: analysis, record of processing, notices, appointments, training, any annual support. The note appears in the PDF under the price, and if the client wants another version you prepare a new one with a different number.
How do I record who worked with me on a client?
On the record you enter the collaborator and what they cost you, for example the IT technician who checked backups and access. The Report deducts these costs and the extra costs from takings, and shows you the margin by month and by source.
How do I get started with the clients I already look after?
Create a record for each company with an ongoing engagement, with the expiry date and the signed documents. Add the others when they get in touch; searching by name or phone number brings up every engagement for that company, including closed and archived ones.
Can I use it while I’m at a client’s?
Yes, RegiaPro opens in the browser on your computer and phone. During an audit or training session you open the company’s record, reread the notes on the contacts and attach the photo of the signed attendance sheet straight away.
Text updated on 14 September 2026. Every feature named here has been tested on RegiaPro; the dental practice, Davide, the doctor and every figure in the case are invented, and the information about other software comes from public pages consulted that day. If you find something in the software that works differently from how it’s described here, just email info@regiapro.it and we’ll correct the page.
Try RegiaPro on the next company you bring into compliance
When an accountant introduces your next company, create its record in RegiaPro and take it all the way to the signed contract and the bank transfer: it’s the most concrete way to find out whether you need it. For fourteen days you have Full switched on, and at the end you decide.
Other professionals who work by engagement: consultant software, software for health and safety coordinators, web agency software. Every trade is gathered on the who it’s for page.