One of the most common causes of personal data breaches is human error, and without the proper GDPR employee training, your staff may be unintentionally putting your business at risk.
Data protection law requires you to adopt appropriate organisational measures, including regular staff training. This isn't just best practice – it’s a fundamental compliance requirement.
Our data protection solicitors can help you put robust training in place, tailored to your organisation’s structure and risk profile, so you meet your legal obligations and reduce the chance of non-compliance.
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Why staff training matters under the UK GDPR
UK GDPR staff training is not only good practice – it’s a legal requirement. Under the UK GDPR, businesses must implement appropriate ‘technical and organisational’ measures to protect personal data. Regular staff training is a core part of that responsibility and a practical way to demonstrate your organisation’s accountability.
The Information Commissioner’s Office (ICO) places particular importance on staff training, identifying it as a key safeguard against personal data breaches. Training your team is not just about meeting regulatory expectations – it helps them understand how to handle data confidently and securely in their day-to-day roles. It also directly protects your business by reducing the risk of costly mistakes, reputational harm, and regulatory penalties.
What to include in GDPR training – and who needs it
The training you need depends on your organisation’s business model and the type of personal data it processes (including whether that’s as a controller or processor) - it needs to be carefully thought out, specific and up to date.
Smaller organisations may feel comfortable with basic training, whereas larger organisations processing high volumes of personal data (including special category data) might need more bespoke training and different types of training for various teams.
If your business is a controller, then, at minimum, staff should understand points such as:
- The basics around UK GDPR, e.g., personal data and key principles.
- How personal data is collected and flows through your organisation, including who it’s shared with and why.
- Rules around how to handle personal data in line with compliance requirements.
- How long does your business retain data, and when do you delete it?
- What to do if there is a data subject request, e.g. as a subject access request.
- What to do if there is a data breach.
However, depending on your business, you may need to address various additional compliance issues, such as how to handle special category data or implement Data Protection Impact Assessments.
If your business is a processor, different considerations around data processor obligations will come into play, e.g. how to protect a controller’s data and report personal data breaches to them. Some businesses will be controllers and processors and need training to cover all bases.
Certain staff will require a higher level of training depending on their role. For example, those managing subject access requests or breach notifications may need more in-depth guidance. In particular, staff responsible for personal data (such as DPOs or Heads of HR) should be given bespoke training to ensure they are fully equipped for their roles and any data protection issues arising. However, training should be rolled out across your business, from marketing and HR to IT. Remember to include contractors or freelancers who process personal data in their roles.
How to create an effective GDPR training programme
Training staff isn’t a one-size-fits-all approach for every business. You should tailor your data protection training programme to meet your business’s needs.
The length of training can vary, depending on whether it is introductory ‘basics’ training (e.g., for new joiners) or in-depth, bespoke training for senior staff such as data leads and IT and data security teams.
You should consider the following key issues when designing a training programme:
Tailor your training
Consider the size of your business, the type of personal data you handle, and its sensitivity. Also, consider the specific roles of different teams within your organisation and how personal data impacts them. For example, employees in HR who process data might require different training than those in marketing who handle client data. Customising your training based on roles ensures each team understands its specific data protection challenges.
Make your training engaging
You should try to make the training engaging to ensure your staff retain the information. For instance, you can utilise interactive methods such as case studies, Q&A sessions, and e-learning courses. These tools can make the material more engaging and help embed the knowledge within your team. Delivering training isn’t enough - you must ensure your staff understands it. Regular quizzes or assessments help gauge their learning.
It’s crucial that you maintain full records of all training sessions given to staff, including the time, date, and any absences.
Provide a clear point of contact
Assign someone in your organisation (such as your Data Protection Officer if you have one) as the primary point of contact for any questions or concerns about data protection. Your staff should feel supported and know who to turn to when they need guidance.
How often should you run GDPR training, and when should you update it
Regular training is key for both building and maintaining compliance. The amount you need to run depends on your business and its activities.
Staff training should be conducted during their induction or onboarding stage, before they can access personal data. After that, you should aim to repeat it regularly depending on your business circumstances and your data processing activities.
High-risk organisations or those undergoing substantial changes might require frequent sessions to keep everyone current.
You can also run extra training sessions when needed, such as when a breach has occurred and staff need a refresher on how to handle and prevent personal data breaches. Refresher training is hugely valuable when breaches are fresh and everyone is more alert.
UK GDPR compliance needs to be an ongoing process, and organisations should update their training materials when needed to ensure they stay compliant. For example, if a business changes internal processes and this impacts how personal data is used, staff training should be updated to reflect this. In addition, training materials should be updated to reflect any changes in law or regulatory guidance where necessary.
Protect your business with tailored GDPR training
Getting data protection training right isn’t optional – it’s an essential part of your organisation’s compliance toolkit. Without it, you risk the legal and reputational fallout that can follow from even minor mistakes, mainly concerning personal data. Understanding what happens if you get data protection wrong highlights the importance of investing in the proper safeguards. Our data protection solicitors can help you build a bespoke training programme that fits your business and confidently meets your legal duties.
