Navigating a High Impact Migration from OneTrust to DataGrail: Practical Advice for Privacy Leaders

This article was written anonymously by a member of the DataGrail Contributor program. The author serves as privacy leader for their organization and led their migration from OneTrust. The opinions and best practices expressed here are the author’s own. For guidance on getting internal approval to migrate, check the complete OneTrust migration guide. 

Migrating away from OneTrust forces a privacy program to strengthen its understanding of internal systems, sharpen stakeholder alignment, and manage a high impact operational shift. Our team’s experience revealed several challenges and meaningful advantages that can guide anyone planning a similar transition.

Understanding your systems is the first roadblock

The earliest challenge was gaining a clear picture of how our systems interacted with OneTrust. Years of layered workflows and evolving dependencies meant we needed to invest time in mapping what the transition touched. This discovery work was essential for building an accurate migration plan and avoiding downstream surprises.

TIP: Use your migration as an opportunity to audit how your tech stack interacts with your privacy platform. Ask:

• Are any systems missing or underutilized? 

• Are any systems configured with more complexity than is useful? 

• What are the most used systems we should prioritize first? 

DataGrail’s dedicated support model created immediate lift

DataGrail provided two specialists who directly supported our program, one strategic and one technical. This structure accelerated the transition by giving us partners who understood our environment, anticipated common pitfalls, and offered repeatable solutions. Their involvement reduced friction, increased clarity, and helped us maintain momentum during a period of substantial change.

TIP: You won’t be on your own. Fully take advantage of your provided specialists to consult on your privacy strategy and optimize your implementation.

Drive quick wins with DataGrail for DSR operations and cookie management

We started by implementing DataGrail for data subject request operations and cookie management. Both modules were mature and straightforward to deploy, which allowed our teams to focus on governance and change management rather than heavy configuration. Their familiarity with these workflows created efficiencies we would not have achieved on our own.

TIP: Don’t save time saving tools like automated cookie scanning for last. Implementing these features early gives your team more time to spend on strategic tasks. 

Internal alignment is often the biggest challenge

Because roles had shifted internally, it took deliberate effort to ensure the right stakeholders were engaged at the right time. This highlighted how essential it is to validate system owners, secure resourcing commitments, and provide clear timelines. Strong internal coordination is the difference between a smooth transition and a stalled one.

TIP: Migrations can uncover internal flows that just weren’t working, and job responsibilities might shift. Prepare by communicating ahead so teams understand this is an expected and welcome change. 

Communication determines the level of disruption

Consistent communication was the single most effective way to reduce operational disruption. Transitions of this scale affect multiple business units, so teams need visibility into what is changing, why it matters, and when adjustments will occur. Some updates can be phased in, while others require a full cutover. Both paths demand clear messaging and stakeholder buy in.

TIP: Prepare more than just your team for your migration. Let business partners know you’ll transition tools soon, and list the benefits they can look forward to. 

Final thoughts

A migration of this scale will always create ripple effects, but with structured planning, strong communication, and a partner model that provides hands-on support, those ripple effects can transform into long term improvements. DataGrail’s readiness and partnership approach helped us execute a complex change with confidence and establish a more resilient privacy program.

This article was authored by a member of the DataGrail Contributors program. Find members like them on Privacy Basecamp, our Slack community of 1,600+ privacy professionals to share ideas and best practices privately.