Skip to content

How to Train Staff About Data Protection

Table of Contents

Staff training on the UK General Data Protection Regulation (UK GDPR) is critical for any business subject to these data protection rules. Practically, it is likely that staff will use a lot of personal data in their everyday roles. If staff using personal data breach the UK GDPR rules (even accidentally), your business could be in a lot of trouble. The data protection regulator has various powers under the UK GDPR for non-compliance, including the power to issue heavy fines. Staff training is vital to ensure your staff fully understand data protection law rules and always comply with them. This article will explain the benefits of training staff on data protection and how to effectively train staff.

Benefits of Training Staff on Data Protection

Training will protect your business significantly. For example, training your staff will show your seriousness and commitment to complying with the UK GDPR rules. Your business must have in place appropriate security measures to protect personal data. Training staff is a key way to safeguard personal data. 

The UK GDPR is all about businesses showing real ‘accountability’ for compliance. Running and documenting will show that your business has complied with its legal obligations and could help in the unfortunate event of a regulatory investigation.

Additionally, training your staff enables them to feel safe and comfortable using personal data in their roles. There are several data protection law rules which apply to businesses. Thorough training will ensure they understand complex legal rules and help ensure they do not accidentally cause problems, such as personal data breaches. For example, simply sending out the wrong email to the wrong person could cause a serious data breach with severe consequences. You can avoid this through rigorous training to teach staff to prevent data breaches. Simple human error (sometimes committed by staff) is often the most common cause of personal data breaches. 

5 Tips on Data Protection Training

Here are some key tips on how to train your staff about data protection laws.

1. Focus Your Training

Do not cut concerns when it comes to data protection training. Rigorous and comprehensive training is critical for your business. Though it could be tempting to find some generic training online, every business is different. Some businesses will be extremely data-heavy, and others will use very high-risk types of data (e.g. medical data). Therefore, training should be focused and tailored to your business and the types of personal data it handles. 

If your business is very large and deals with several types of high-risk data, it would be sensible to consider bespoke training sessions for different teams within the business. However, smaller businesses with minimal data may only require a simple training session. If you need help with deciding which training to run or running it, it would be best to contact a specialist data protection law firm for support. 

2. Cover the Basics

The UK GDPR is extremely broad legislation with many rules to follow. This may seem daunting initially, but you should ensure you can communicate its key principles to your staff effectively. For example, ensure your training clearly explains the following:

  • what personal data is; 
  • the rules staff need to follow when using it; and 
  • what to do if staff get a data protection law request (e.g. a subject access request). 

You should also carefully train staff to prevent and respond to personal data breaches. 

3. Allow Staff to Ask Questions

Offer a point of contact whom your staff can contact freely to ask data protection law questions. For example, you may wish to direct staff to your internal Data Protection Officer or Data Privacy Manager. Again, data protection law can be extremely overwhelming and worry staff. They should have someone at the business who they can trust and ask questions to and who will support them when needed. 

4. Test Knowledge And Keep Records

Although not everyone likes a quiz, testing staff on their knowledge is a good way to measure the success of your training. For example, you could ask them to complete a post-training quiz with key questions to test their understanding. If staff struggle with the quiz, offer them more support or reconsider whether the training needs to be adjusted so that it is easier to understand. 

With live training sessions, you can include a segment to allow staff to ask questions (or contact you afterwards if they do not want to ask them in public). Make sure you keep a record of who has attended the training and ensure all staff take part. 

5. Update the Training 

Remember that training is not a ‘tick box’ exercise which you can deliver to staff once and then forget about. In fact, your business should regularly deliver training, and you should constantly remind your staff of the importance of data protection compliance. Finally, ensure you update the training and materials when there is a change in data protection laws and when your business changes how it uses personal data. 

Front page of publication
GDPR Essentials Factsheet

This factsheet sets out how your business can become GDPR compliant.

Download Now
Continue reading this article below the form
Need legal advice?
Call 0808 196 8584 for urgent assistance.
Otherwise, complete this form and we will contact you within one business day.

Key Takeaways

Training staff is essential for all businesses that process personal data. You should tailor the training so it is suitable to the types of personal data your business processes. Training can be vital protection for your business, particularly to protect against personal data breaches. If you require assistance running UK GDPR, you should contact specialist data protection lawyers for support to ensure that the training fully addresses all the rules your staff need to know.

If you need legal advice or support with UK GDPR training, our experienced Data, Privacy, and IT lawyers can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents. Call us today on 0808 196 8584 or visit our membership page.

Frequently Asked Questions

Do I need to train all staff about the UK GDPR?

All staff who process personal data in their everyday roles will need training. To avoid risks (since everyone in some form often processes personal data), you should roll out company-wide training on the UK GDPR. 

Do I need to update my training material?

Yes, you should update your staff training materials from time to time. For example, they will need to be updated to reflect changes in data protection laws. If your business changes how it processes personal data and rules for staff, you should update your training to cover that. Regular training can help ensure staff are fully up to date on data protection law rules and confident when processing personal data. 

Register for our free webinars

Sweat Equity: Helping Your Startup Grow

Online
Discover how sweat equity can support your startup’s growth. Register for our free webinar today.
Register Now

Selling a Business: Tips for a Successful Sale

Online
Selling your business? Learn essential tips to reduce risk and achieve a successful sale. Register for our free webinar today.
Register Now

How to Recover Unpaid Debts from Customers and Suppliers

Online
Struggling with unpaid debts? Discover your options. Register for our free webinar today.
Register Now

Preventing Employee Competitors: How to Protect Your Business

Online
Learn how to protect your business from employee competitors. Register for our free webinar today.
Register Now
See more webinars >
Sej Lamba

Sej Lamba

Read all articles by Sej

About LegalVision

LegalVision is an innovative commercial law firm that provides businesses with affordable, unlimited and ongoing legal assistance through our membership. We operate in Australia, the United Kingdom and New Zealand.

Learn more

We’re an award-winning law firm

  • Award

    2024 Law Company of the Year Finalist - The Lawyer Awards

  • Award

    2024 Law Firm of the Year Finalist - Modern Law Private Client Awards

  • Award

    2023 Economic Innovator of the Year Finalist - The Spectator

  • Award

    2023 Law Company of the Year Finalist - The Lawyer Awards

  • Award

    2023 Future of Legal Services Innovation - Legal Innovation Awards