Data minimization
Data minimization is the principle of collecting and processing only the personal data necessary for a specific, lawful, and clearly defined purpose.
What is data minimization?
Data minimization is a core privacy principle requiring organizations to limit the amount of personal data they collect, use, and store to what is strictly necessary for a given purpose. It ensures data processing is proportionate, relevant, and aligned with regulatory standards such as the EU General Data Protection Regulation (GDPR) and CPRA.
Under Article 5(1)(c) of the GDPR, organizations must ensure that personal data is “adequate, relevant, and limited to what is necessary.” This principle supports responsible data use, reduces exposure to risk, and aligns with privacy-by-design practices.
Why data minimization matters
Data minimization helps reduce privacy and security risks by limiting unnecessary data collection and storage. It prevents overexposure of sensitive information, decreases breach impact, and enhances user trust.
Complying with data minimization obligations demonstrates accountability and transparency—two core requirements under global privacy regulations. The principle also supports sustainability and efficiency, as organizations maintain smaller, more manageable data sets that improve governance and performance.
Embedding data minimization into business processes promotes ethical data use and compliance readiness while reinforcing user confidence in data-handling practices.
How data minimization is used in practice
- Collecting only the personal data needed to fulfill a specific, lawful purpose
- Applying privacy-by-design principles to limit data retention and sharing
- Reviewing forms and systems to remove unnecessary data fields
- Automating data deletion or anonymization based on retention policies
- Conducting regular audits to verify compliance with data minimization standards
- Integrating data minimization into DPIAs and governance frameworks
Related laws & standards
- EU General Data Protection Regulation (GDPR)
- California Privacy Rights Act (CPRA)
- ISO/IEC 27701 (Privacy Information Management)
- EU Artificial Intelligence Act (AI Act)
How OneTrust helps with data minimization
OneTrust helps organizations operationalize data minimization by identifying redundant or excessive data, automating retention policies, and embedding privacy-by-design principles into data workflows. The platform supports compliance with GDPR, CPRA, and other global privacy laws.
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FAQs about data minimization
Data minimization focuses on limiting what data is collected and processed, while data retention governs how long that data is stored before deletion or anonymization.
Data protection officers (DPOs), privacy teams, and IT departments share responsibility. Privacy teams define policies, and IT enforces technical controls that align with legal requirements.
Under the GDPR, organizations must ensure personal data is adequate, relevant, and limited. Data minimization supports this by reducing unnecessary data collection and demonstrating accountability.
