The ultimate PCI compliance checklist: protect your payment data

Every time a customer enters their card details, they expect their data to be handled securely. Yet, cardholder information remains a prime target for fraudsters, and failing to comply with PCI compliance can lead to financial penalties, reputational damage, and even loss of payment processing capabilities.

Unlike other compliance frameworks that may only apply to specific industries, PCI DSS affects anyone processing, storing, or transmitting payment card data—from small e-commerce businesses to global enterprises. The challenge? Compliance isn’t a one-time task. It requires ongoing effort, regular assessments, and adaptation to evolving security threats.

This checklist provides a structured breakdown of PCI DSS compliance, ensuring businesses meet security requirements while streamlining payment operations. Whether you’re new to PCI compliance or looking to refine your security strategy, this guide covers everything you need to know.

The 12 requirements of PCI DSS compliance

PCI DSS is built on twelve core security requirements, each addressing different aspects of payment security. These requirements serve as a framework for businesses to protect cardholder data and minimize the risk of breaches.

Install and maintain a secure network

Firewalls and network security controls are the first line of defense against unauthorized access. Businesses must:

• Configure firewalls to protect cardholder data
• Prevent public access to payment systems
• Regularly update security configurations

Do not use vendor-supplied defaults for passwords and security settings

Cybercriminals often exploit default credentials left unchanged in payment systems. To reduce risk:

• Change all default passwords and settings before deploying payment systems
• Enforce strong password policies across all accounts
• Regularly review and update authentication methods

Protect stored cardholder data

Businesses must store cardholder data securely, or better yet, avoid storing it at all. Best practices include:

• Using encryption or tokenization to protect stored payment information
• Restricting access to stored cardholder data to authorized personnel only
• Implementing secure deletion methods when data is no longer needed

For more information on secure card data storage, visit how to store card data safely.

Encrypt transmission of cardholder data across open networks

Whenever cardholder data is transmitted, it must be encrypted to prevent interception. Businesses should:

• Use strong encryption protocols (e.g., TLS 1.2 or higher)
• Ensure payment data is never sent over unsecured communication channels
• Regularly review encryption configurations

Use and regularly update antivirus and anti-malware software

Payment systems must be protected from viruses and malicious software. This requires:

• Installing and maintaining updated antivirus software on all payment processing devices
• Conducting regular system scans and monitoring suspicious activity
• Restricting software installations to authorized personnel only

Develop and maintain secure systems and applications

Software vulnerabilities can provide hackers with entry points into payment systems. Businesses must:

• Regularly apply security patches to operating systems and applications
• Conduct vulnerability assessments and penetration testing
• Implement secure coding practices for in-house software development

Restrict access to cardholder data based on business need

Not all employees require access to payment data. Businesses must:

• Enforce role-based access control (RBAC)
• Limit access to only those who require it for job functions
• Regularly review and update access permissions

Assign unique IDs to each person with computer access

Shared login credentials create security risks. PCI DSS requires:

• Assigning unique credentials to each employee or system user
• Implementing multi-factor authentication (MFA) for remote access
• Monitoring login attempts and failed authentication attempts

Restrict physical access to cardholder data

Data security extends beyond digital threats. Businesses handling cardholder data must:

• Securely store physical payment records
• Restrict access to payment data storage areas
• Use surveillance and access logs to monitor data handling

Track and monitor all access to network resources and cardholder data

Real-time monitoring helps detect security incidents before they escalate. Businesses should:

• Maintain detailed logs of all system access and payment transactions
• Use automated monitoring tools to detect suspicious activity
• Store logs securely and review them regularly

Regularly test security systems and processes

A proactive security approach requires continuous testing. Businesses must:

• Conduct periodic security audits and penetration testing
• Implement automated vulnerability scanning
• Test disaster recovery and incident response plans

Maintain a policy that addresses information security

A strong security culture ensures ongoing PCI DSS compliance. Businesses should:

• Establish formal security policies covering payment data handling
• Conduct employee training on PCI DSS requirements
• Regularly update security policies to reflect industry changes

By implementing these twelve requirements, businesses significantly reduce the likelihood of payment data breaches. However, compliance doesn’t end here—maintaining PCI DSS compliance is an ongoing effort that requires continuous monitoring and adaptation.

Common challenges in achieving PCI compliance

Many businesses struggle with PCI DSS compliance due to complex security requirements, evolving threats, and operational constraints. Some common challenges include:

• Managing third-party vendors – Businesses often rely on payment processors, cloud services, and third-party integrations, each of which must also meet PCI DSS standards.
• Balancing security and user experience – Implementing strong security measures without disrupting the checkout experience is key.
• Keeping up with regulatory updates – PCI DSS standards evolve to address new risks, requiring businesses to update their security practices accordingly.
• Handling multi-channel payment environments – Ensuring compliance across in-store, online, and mobile transactions adds another layer of complexity.

To better understand how businesses navigate these challenges, check out how payment orchestration simplifies compliance.

Best practices for sustaining PCI compliance

Achieving PCI compliance is one thing—maintaining it is another. Businesses must take proactive measures to ensure ongoing compliance and adapt to emerging threats. The following best practices help sustain PCI DSS compliance long-term.

Conduct regular compliance audits

PCI DSS compliance is not a one-time achievement but an ongoing process. Businesses should:

• Schedule routine internal security audits
• Work with Qualified Security Assessors (QSAs) to evaluate compliance
• Perform annual PCI DSS self-assessments to identify gaps

Train employees on security protocols

Human error is one of the most significant risks to data security. Regular training helps employees recognize threats and follow security best practices.

• Conduct mandatory security training sessions for all employees handling cardholder data
• Provide phishing awareness training to prevent social engineering attacks
• Establish clear policies on handling sensitive payment information

Implement real-time monitoring and logging

A proactive approach to security includes tracking all access to cardholder data. Businesses should:

• Use Security Information and Event Management (SIEM) tools to detect suspicious activities
• Monitor failed login attempts and unusual transaction patterns
• Store log files securely and review them regularly for anomalies

Partner with PCI-compliant payment providers

Working with a PCI DSS-compliant payment processor helps businesses maintain security standards while reducing compliance burdens.

• Select providers with robust security features and encryption protocols
• Ensure vendors comply with PCI DSS requirements before integrating them into your payment system
• Regularly review vendor security policies and contracts

For businesses looking to streamline compliance, payment orchestration platforms provide an efficient way to integrate multiple PCI DSS-compliant payment service providers while reducing security risks.

The role of payment orchestration in PCI compliance

Payment orchestration platforms simplify the complexities of PCI DSS compliance by offering secure, compliant, and scalable payment solutions. Here’s how they help businesses stay PCI-compliant:

Reducing PCI scope

By outsourcing payment data handling to a payment orchestration platform, businesses can minimize their exposure to sensitive cardholder information, reducing PCI scope and compliance costs.

Enhancing fraud prevention

Modern orchestration platforms include advanced fraud detection tools, helping merchants mitigate security threats before they become an issue.

• Implement AI-driven fraud detection systems
• Enable multi-factor authentication (MFA) for transactions
• Use tokenization to replace card details with secure tokens

Optimizing payment routing

Payment orchestration platforms intelligently route transactions through multiple payment providers, improving authorization rates while ensuring compliance with PCI DSS security standards.

Learn more about how payment orchestration benefits businesses.

Preparing for PCI DSS updates and future compliance requirements

PCI DSS standards evolve over time to address new security threats. Businesses must stay ahead of these changes by:

• Keeping up to date with the latest PCI DSS versions and updates
• Attending industry events and training sessions on data security
• Working with security consultants to adapt compliance strategies

By proactively preparing for future compliance requirements, businesses can reduce the risk of non-compliance while maintaining a secure payment ecosystem.

Frequently asked questions about PCI compliance

What is a PCI DSS compliance checklist?

A PCI DSS compliance checklist is a structured guide that helps businesses ensure they meet the Payment Card Industry Data Security Standard (PCI DSS) requirements. It includes key security measures such as encrypting data, maintaining secure networks, and conducting regular security audits.

What does PCI mean in payment processing?

PCI (Payment Card Industry) refers to the security standards set to protect cardholder data in payment transactions. Businesses that process, store, or transmit payment card information must comply with PCI DSS to prevent fraud and data breaches.

What is considered PCI payment card data?

PCI payment card data includes sensitive customer payment details such as:

• Primary Account Number (PAN)
• Cardholder name
• Expiration date
• Security codes (CVV, CVC, CID)

What is included in the scope of PCI DSS standards?

The scope of PCI DSS compliance includes:

1. Payment processing systems – All devices and software that handle cardholder data.
2. Network infrastructure – Firewalls, routers, and security protocols that protect card transactions.
3. Third-party service providers – Vendors and partners that access or process payment information.

What are the different types of PCI transactions?

PCI transactions can be classified into:

• Card-present transactions – In-store purchases where the card is physically swiped, dipped, or tapped.
• Card-not-present transactions – Online, phone, or mail orders where card details are manually entered.
• Recurring payments – Automated charges for subscriptions or memberships.
• Mobile transactions – Payments made via digital wallets and mobile apps.

How can businesses determine their PCI compliance scope?

To determine PCI scope, businesses should:

• Identify all systems that store, process, or transmit cardholder data.
• Assess third-party service providers for compliance.
• Conduct a network segmentation review to isolate payment systems from non-compliant areas.
• Perform a PCI DSS self-assessment to define compliance requirements.

Maintaining PCI DSS compliance is an essential responsibility for businesses handling payment transactions. By following best practices, leveraging payment orchestration, and preparing for future updates, merchants can ensure their payment infrastructure remains secure and compliant.

To explore how payment orchestration can simplify your compliance strategy, contact Gr4vy and speak with a payment expert today.