Businesses today often process vast volumes of personal data. Whether you employ staff or engage contractors, it’s likely your teams will handle personal data – be it information about your customers, suppliers, or other individuals. Human error often leads to data breaches, which can result in severe legal and financial consequences for your business. As such, it is vital to prioritise data protection training.
Practical GDPR training can help you prevent data breaches, ensure your business complies with the UK General Data Protection Regulation (UK GDPR) rules, and safeguard your company from potential enforcement action. Our data protection solicitors examine how data protection training can protect your business against risk.
We'll cover the following:
Why does data protection training matter for your business?
Training staff to understand data protection principles and the consequences of failing to comply with the rules is crucial for several reasons:
There are several ways data protection training can help protect your business, including:
- Building and demonstrating compliance with UK GDPR. Your team should be familiar with the basics of data protection law, including what constitutes a data protection request and the applicable response deadlines. When they understand key principles, such as data minimisation and how data retention policies apply in their daily work, this will help to develop a culture of compliance throughout your organisation. The UK GDPR requires your business to follow data protection laws and also demonstrate your compliance. A well-documented training program can be strong evidence of your compliance efforts. Suppose a data breach occurs and the Information Commissioner’s Office investigates you. In that case, you can present detailed records of your staff training to demonstrate your compliance steps, which could help mitigate potential penalties. Failing to provide these records could become an aggravating factor, potentially leading to more severe enforcement action against your business.
- Reducing human error and common mistakes. Data protection training can help prevent common mistakes that can lead to breaches. Since human error is a significant contributor to data breaches, it is essential to train your staff to understand the importance of data protection laws and prevent such incidents. Training can help reduce the risk of errors that could lead to breaches. For example, your staff can learn to double-check recipients before sending emails, avoid opening unfamiliar links or attachments, and recognise common but risky phishing attempts. Addressing these specific risks can help reduce the chances of a costly error occurring.
- Building confidence in your staff. Ensure your team feels confident and capable when handling personal data. Practical training can help equip them with the knowledge to manage personal data correctly, which can ultimately benefit your business commercially. For example, staff with better knowledge can help address customer or consumer questions more effectively about how your organisation handles personal data.
Some staff members may struggle with complex points of compliance. For instance, those handling data breach reporting or subject access requests. Those individuals will significantly benefit from comprehensive training, enabling them to handle their obligations more effectively.
How should you design your data protection 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 specific needs.
You can 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. 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 compared to those in marketing who handle client data. Customising your training based on roles ensures that each team understands the specific data protection challenges they face.
- Make your training engaging: To ensure your staff retain the information, you should try to make the training as engaging as possible. 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. However, you also need to check that your staff understands it. Regular quizzes or assessments help gauge their knowledge, and you should keep records of these tests as proof of your commitment to compliance.
- Make sure your training covers all bases: Of course, it will need to cover key fundamental issues, such as what personal data is and the rules for processing it. However, depending on your business, you may need to address various additional compliance issues, such as how to handle special category data or implement DPIAS where relevant. Also, remember to roll out training not just to employees but also to contractors or freelancers who will process personal data in their roles.
- Provide a clear point of contact for staff queries on data protection issues: Assign someone in your organisation, such as your Data Protection Officer, as the primary point of contact for any questions or concerns about data protection. Your staff should feel supported and know exactly who to turn to when they need guidance.
- Keep your training materials up to date: Data protection laws and business processes are constantly evolving. You should ensure that you regularly update your training materials to reflect these changes, so standards don’t slip. You can also keep data protection at the forefront of your mind with regular email updates, team briefings, and visual reminders, such as posters for staff.
How often should you conduct data protection training?
Regular training is key for both building and maintaining compliance. The amount you need to run depends on your business and its activities.
You should include data protection in your induction training for new staff, particularly for those who handle sensitive or large volumes of personal data. Providing this training as soon as they start ensures that they understand their responsibilities from the very beginning.
Many organisations conduct training at least annually, and more frequently if there are significant changes in the law or a change in an organisation’s data processing activities. High-risk organisations or those undergoing substantial changes might require more frequent sessions to keep everyone up to date, for instance, quarterly.
Investing in data protection training
We understand that engaging your team in data protection training can be challenging, especially when the subject matter might feel dry or too technical. Investing in practical data protection training is a valuable tool for your business, safeguarding it from risk.
We can provide tailored training programmes focused on your business’s specific needs, whether you’re a small company or a large organisation handling high-risk data. The aim is to ensure your staff gain a practical understanding of how data privacy applies to their everyday work.
Our data protection solicitors work closely with you, particularly with your Data Protection Officer if you have one, to develop training that is proportionate to your compliance requirements and addresses the specific challenges you are likely to encounter.
