{"id":176736,"date":"2022-10-11T13:20:03","date_gmt":"2022-10-11T12:20:03","guid":{"rendered":"https:\/\/legalvision.co.uk\/?p=176736"},"modified":"2022-10-12T06:13:32","modified_gmt":"2022-10-12T05:13:32","slug":"common-mistakes-handling-personal-data","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/data-privacy-it\/common-mistakes-handling-personal-data\/","title":{"rendered":"Five Common Mistakes Made by Businesses Handling Personal Data in England"},"content":{"rendered":"\n<p><span style=\"font-weight: 400\">As a business owner, you must handle personal data safely and lawfully. This is a crucial requirement of the <\/span><a href=\"https:\/\/gdpr-info.eu\/\"><span style=\"font-weight: 400\">General Data Protection Regulation (GDPR)<\/span><\/a><span style=\"font-weight: 400\">,<\/span><span style=\"font-weight: 400\"> and failing to do so may result in a hefty fine from the <\/span><a href=\"https:\/\/ico.org.uk\/\"><span style=\"font-weight: 400\">Information Commissioner\u2019s Office (ICO)<\/span><\/a><span style=\"font-weight: 400\">. To help, this article will explore five <\/span><a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/five-cybersecurity-mistakes-business-owners-make\/\"><span style=\"font-weight: 400\">common mistakes<\/span><\/a><span style=\"font-weight: 400\"> made by organisations in England concerning handling personal data. Your business should avoid these mistakes to increase your chances of good data protection compliance.&nbsp;&nbsp;&nbsp;<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">What is \u2018Personal Data\u2019?<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">The GDPR contains a broad definition of \u2018personal data\u2019 and includes any information that can help identify an individual. &#8216;Personally identifiable information&#8217; can consist of the following:&nbsp;<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><span style=\"font-weight: 400\">names;<\/span><\/li><li><span style=\"font-weight: 400\">postal addresses;\u00a0<\/span><\/li><li><span style=\"font-weight: 400\">mobile numbers;\u00a0<\/span><\/li><li><span style=\"font-weight: 400\">email addresses;\u00a0<\/span><\/li><li><span style=\"font-weight: 400\">IP addresses; or\u00a0<\/span><\/li><li><span style=\"font-weight: 400\">dates of birth. <\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400\">Personal data does not just relate to written information but also video and audio recordings.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">Below are five common GDPR mistakes businesses in England make when handling personal data.&nbsp;<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">1. Treating Only Digital Information as at Risk<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">Information stored on paper comes under the same data protection rules as digital information, yet it can sometimes be more expensive to dispose of physical data safely. This is because sensitive information should be shredded and disposed of using a secure, confidential waste service. Simply placing documents containing personal data within the regular rubbish is a breach of the GDPR as it exposes sensitive information to data theft.<\/span><\/p>\n\n\n\n\n<a href=\"#content-next\"\n   class=\"block p-4 mt-10 text-xl font-bold text-center text-white no-underline bg-gray-800 rounded-t-xl\">\n    Continue reading this article below the form\n    <i class=\"text-xl fa-regular fa-arrow-down\"><\/i>\n<\/a>\n<div class=\"px-6 pt-10 pb-12 mb-10 text-center bg-gray-100 rounded-b-xl sm:px-12 test\">\n    <div class=\"mb-8 text-2xl font-bold text-orange\">\n        Need legal advice?\n        <br>\n        <span class=\"text-lg not-prose\">\n                            Call <a href=\"tel:+448081968584\" class=\"not-prose\">0808 196 8584<\/a> for urgent assistance.\n                <br>\n                Otherwise, complete this form, and we will contact you within one business day.\n                    <\/span>\n    <\/div>\n\n    \n\n<div class=\"not-prose flex justify-center 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Keeping Personal Information for Too Long<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">The GDPR requires your business to store <\/span><a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/benefits-data-protection-officer\/\"><span style=\"font-weight: 400\">personal data<\/span><\/a><span style=\"font-weight: 400\"> only for as long as reasonably necessary. So, for example, there is no need to store the home address of a one-time customer who last purchased an item ten years ago unless they have explicitly opted-in to postal newsletters in the interim.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">Keeping information beyond its useful lifespan means that your company will have more personal data to lose within a cyberattack, which risks a higher fine from the ICO. This is not to mention that storing a higher amount of digital information costs more, so less data means lower costs.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">3. Not Providing Staff With Cybersecurity Training<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">Like most businesses, from small businesses to multinational corporations, your company is likely to use electronic systems. Where your business stores information by digital means, there is a risk of cyberattack and data loss.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">Cyberattacks on businesses in England are becoming more sophisticated and commonplace each year, so your company needs to take proactive measures to defend against them. Therefore, you should train your employees to avoid user errors and common traps like phishing emails or virus-laden email links used by cybercriminals to gain unauthorised access to your computer systems. Unfortunately, a successful cyber attack is likely to be classed as a data breach (or personal data breach) by the ICO.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">The cost of training your staff is almost certainly lower than the potential cost of losing access to your organisation&#8217;s systems within a ransomware attack, alongside facing a possible fine from the ICO.\u00a0<\/span><\/p>\n\n\n\n    <div class=\"my-7 lg:my-10 border-y-2 border-gray-100 py-7 lg:py-10 flex flex-col sm:flex-row items-start gap-10\">\n                    <img decoding=\"async\" class=\"w-52 mx-auto my-0! rounded\" src=\"https:\/\/img.legalvision.com.au\/wp-content\/uploads\/sites\/4\/2022\/09\/06164254\/uk-startup-manual-290x410-1.jpg\" alt=\"Front page of publication\"\n                 loading=\"lazy\" width=\"208\" height=\"298\">\n                <section>\n            <div class=\"text-2xl font-bold\">UK Startup Manual<\/div>\n            <div class=\"body-text\">\n                <p>LegalVision&#8217;s Startup Manual is essential reading material for any startup founder looking to launch and grow a successful startup.<\/p>\n            <\/div>\n            \n\n<a href=\"https:\/\/go.legalvision.co.uk\/uk-startup-manual.html\" class=\" block px-5 py-3.5 max-w-fit bg-orange button__hover transition rounded text-white font-bold text-lg no-underline uppercase leading-tight text-center\" target=\"\" rel=\"\">Download Now<\/a>        <\/section>\n    <\/div>\n\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">4. Weak Password Systems<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">While a strong password is a basic security measure, many organisations remain guilty of using predictable, easy-to-crack passwords for important accounts. Nowadays, cybercriminals can gain access to modern computer programs through a brute force attack which is by entering thousands of common passwords in quick succession.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">There are two simple\u00a0solutions to counter this threat:<\/span><\/p>\n\n\n\n<ol class=\"wp-block-list\"><li><span style=\"font-weight: 400\">enable two-factor authentication, which will request permission from another device following the entry of the correct password to ensure the genuine user is trying to gain access; and<\/span><\/li><li><span style=\"font-weight: 400\">use a unique, unpredictable password containing various letters, numbers and symbols such as \u2018!tHew0rld5m0sTunguess@blep@55w0rd!\u2019.<\/span><\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">5. Non-GDPR Compliant CCTV System<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">Many business owners fail to realise that <\/span><a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/business-england-cctv-policy\/\"><span style=\"font-weight: 400\">CCTV footage<\/span><\/a><span style=\"font-weight: 400\"> constitutes personal data under the GDPR. This is because it is a form of information which can help identify an individual. To comply with data protection principles, your organisation should try to follow the following rules for your CCTV system:<\/span><\/p>\n\n\n\n<ol class=\"wp-block-list\"><li style=\"font-weight: 400\"><span style=\"font-weight: 400\">carry out a genuine Data Protection Impact Assessment periodically;<\/span><\/li><li style=\"font-weight: 400\"><span style=\"font-weight: 400\">delete footage when no longer of use;<\/span><\/li><li style=\"font-weight: 400\"><span style=\"font-weight: 400\">place CCTV warning signs in easy-to-spot locations around your premises; and<\/span><\/li><li style=\"font-weight: 400\"><span style=\"font-weight: 400\">safely store CCTV footage to guard against unauthorised use.<\/span><\/li><\/ol>\n\n\n\n<p><span style=\"font-weight: 400\">While the ICO accepts that many companies have genuine reasons for using a CCTV system, such as for crime prevention, it requires them to do so within reasonable perimeters.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Key Takeaways<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400\">As a business owner handling personal data in England, you must comply with relevant data laws. This<\/span> <span style=\"font-weight: 400\">means you should avoid the common mistakes businesses can make when handling it. This article has explored five common mistakes, such as your business using weak passwords and not training your staff about cybersecurity. Given that the Information Commissioner\u2019s Office can fine companies up to \u00a317.5m for breaches of the UK GDPR, it is worth taking time to handle personal data safely.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400\">If you need help ensuring good GDPR compliance, our experienced <\/span><a href=\"https:\/\/legalvision.co.uk\/it-lawyers-lp\/\"><span style=\"font-weight: 400\">data, privacy and IT lawyers<\/span><\/a><span style=\"font-weight: 400\"> 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 <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our <\/span><a href=\"https:\/\/legalvision.co.uk\/membership\"><span style=\"font-weight: 400\">membership page<\/span><\/a><span style=\"font-weight: 400\">.\u00a0<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400\">Frequently Asked Questions<\/span><\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1665489519262\"><strong class=\"schema-faq-question\"><strong>Why is the ICO able to hand my company such an enormous fine?<\/strong><\/strong> <p class=\"schema-faq-answer\">The \u00a317.5m maximum fine level demonstrates that the Information Commissioner&#8217;s Office is not afraid of handing out hefty fines to deter companies from ignoring their duties to handle personal data safely.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1665489538907\"><strong class=\"schema-faq-question\"><strong>How important is it to provide data protection training to my staff?<\/strong><\/strong> <p class=\"schema-faq-answer\">It is vital that you provide data protection training to your staff so that your company is less likely to suffer a cyberattack through user error.<\/p> <\/div> <\/div>\n<div class=\"not-prose m-feedback-prompt\">\n    <!-- Thumbs up\/down bar -->\n    <div class=\"m-feedback-prompt__main\">\n        <div class=\"m-feedback-prompt__title\">Was this article helpful?<\/div>\n        <div>\n            <!--span class=\"m-feedback-prompt__button--text\">Thanks!<\/span-->\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--yes\"\n                    data-analytics-link=\"feedback-prompt:yes\" aria-label=\"Agree\">\n                <i class=\"fa-regular fa-thumbs-up fa-3x\"><\/i>\n            <\/button>\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--no\"\n                    data-analytics-link=\"feedback-prompt:no\" aria-label=\"Disagree\">\n                <i class=\"fa-regular fa-thumbs-down fa-3x\"><\/i>\n            <\/button>\n        <\/div>\n    <\/div>\n\n    <!-- Feedback form -->\n    <div class=\"m-feedback-prompt__form\">\n        <div class=\"m-feedback-prompt__form--thanks \">\n            <div>Thanks!<\/div>\n            <p>\n                We appreciate your feedback \u2013 your submission has been successfully received.            <\/p>\n        <\/div>\n        <form id=\"contact-form\" class=\"m-feedback-prompt__form--form\" action=\"\" method=\"post\">\n            <input type=\"hidden\" id=\"authenticity_token\" name=\"authenticity_token\" value=\"659eb7d5d9\" \/><input type=\"hidden\" name=\"_wp_http_referer\" value=\"\/api\/wp\/v2\/posts\/176736\" \/>            <input value=\"https:\/\/legalvision.co.uk\/data-privacy-it\/common-mistakes-handling-personal-data\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"Five Common Mistakes Made by Businesses Handling Personal Data in England\" type=\"hidden\" name=\"currenttitle\"\n                   id=\"currenttitle\">\n            <label>\n                <!-- display on thumbs-up -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--yes\">\n                    Can you tell us <span class=\"font-semibold\">why<\/span> you found it helpful?\n                <\/span>\n\n                <!-- display on thumbs-down -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--no text-lg\">\n                    How can we better improve this article?\n                <\/span>\n                <textarea name=\"feedbackmessage\" id=\"feedbackmessage\" required><\/textarea>\n            <\/label>\n\n            <div class=\"m-feedback-prompt__form--error\" id=\"form-submit-error\"><\/div>\n            <button id=\"submit-contact-form-button\" type=\"submit\" name=\"commit\" class=\"m-feedback-prompt__form--submit\"\n                    data-analytics-link=\"feedback-prompt:submit\">\n                Submit            <\/button>\n        <\/form>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>As a business owner, you must handle personal data safely and lawfully. This is a crucial requirement of the General Data Protection Regulation (GDPR), and failing to do so may result in a hefty fine from the Information Commissioner\u2019s Office (ICO). To help, this article will explore five common mistakes made by organisations in England<a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/common-mistakes-handling-personal-data\/\">Continue reading <span class=\"sr-only\">&#8220;Five Common Mistakes Made by Businesses Handling Personal Data in England&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13349,"featured_media":3203,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"2909,860,173867,175402,1369,2261","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[27],"tags":[20,365,366,642],"class_list":["post-176736","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-data-privacy-it","tag-small-business","tag-gdpr","tag-data-privacy","tag-gdpr-complicance"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Common Mistakes When Handling Personal Data | LegalVision UK<\/title>\n<meta name=\"description\" content=\"It is important that you are handling personal data correctly in your business. 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He has particular expertise in Commercial and Employment litigation, as well as data protection and privacy regulations. He is a qualified Solicitor in England and Wales and has a decade of legal experience, including advocacy within civil courts and Tribunals. Tom specialises in civil and employment litigation. He has extensive experience in advising employers and companies as to the requirements of employment law and data protection rules, as well as day-to-day advice on smooth running from a commercial perspective. Qualifications: Professional Skills Course - Law, University of Law; Legal Practice Course - Law, College of Law; Bachelor of Laws, University of Southampton.","sameAs":["https:\/\/www.linkedin.com\/in\/tom-sutherland-72b4509b\/"],"url":"https:\/\/legalvision.co.uk\/author\/thomassutherland\/"},{"@type":"Question","@id":"https:\/\/legalvision.co.uk\/data-privacy-it\/common-mistakes-handling-personal-data\/#faq-question-1665489519262","name":"Why is the ICO able to hand my company such an enormous fine?","acceptedAnswer":{"@type":"Answer","text":"The \u00a317.5m maximum fine level demonstrates that the Information Commissioner's Office is not afraid of handing out hefty fines to deter companies from ignoring their duties to handle personal data safely.","inLanguage":"en-GB"},"inLanguage":"en-GB"},{"@type":"Question","@id":"https:\/\/legalvision.co.uk\/data-privacy-it\/common-mistakes-handling-personal-data\/#faq-question-1665489538907","name":"How important is it to provide data protection training to my staff?","acceptedAnswer":{"@type":"Answer","text":"It is vital that you provide data protection training to your staff so that your company is less likely to suffer a cyberattack through user error.","inLanguage":"en-GB"},"inLanguage":"en-GB"}]}},"_links":{"self":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts\/176736","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/users\/13349"}],"replies":[{"embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/comments?post=176736"}],"version-history":[{"count":10,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts\/176736\/revisions"}],"predecessor-version":[{"id":176951,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/posts\/176736\/revisions\/176951"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/media\/3203"}],"wp:attachment":[{"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/media?parent=176736"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/categories?post=176736"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/legalvision.co.uk\/api\/wp\/v2\/tags?post=176736"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}