When you think about fire safety in your organisation, it’s likely that every staff member knows exactly what to do when the alarm rings. They follow well-rehearsed procedures and routes to the muster point without hesitation. This ‘muscle memory’ is built through regular training and awareness. But when it comes to GDPR, are your staff just as prepared?

Preparing for a Data Breach: The Importance of Training

Now that the GDPR has been implemented, organisations are focused on compliance, but the real question is: Do your staff know what to do in the event of a data breach?

Writing up policies and procedures is important for evidence of compliance, but the real effectiveness lies in your staff’s ability to recognise a breach and take immediate action. Much like fire drills, GDPR awareness must be drilled into your team on a regular basis.

Why Training Is Essential

To truly implement ‘data protection by design and by default,’ staff must understand not only the importance of data protection but how to actively reduce and mitigate risks. They must know how to handle data, how it could be put at risk, and how to protect it. Knowing the core principles of GDPR and data subjects’ rights is only the start — it’s not enough on its own.

Training Benefits:

• Mitigating Risk: Organisations with well-trained staff are better positioned to identify and manage risks related to personal data.
• Regulatory Confidence: By keeping records of your staff’s training as part of your ‘records of processing activities,’ you can bolster confidence during audits by supervisory authorities.

What Should GDPR Training Cover?

Training is not just about compliance; it’s about transforming your organisation’s approach to data protection. At ProvePrivacy we believe that GDPR training should go beyond theory and dive into practical applications, ensuring that staff can make informed decisions in real-time.

1. Understanding GDPR Principles

The GDPR principles are the foundation of data protection. Staff must understand how these principles apply to their daily roles. A key principle is accountability, where evidence of compliance is just as important as following the rules. Staff must be aware of the consequences of non-compliance, as sanctions can increase significantly if evidence is lacking.

2. Data Subject Rights

Your staff are on the front lines when it comes to subject access requests and recognising when data may be exposed or misused. Proper training ensures they understand what constitutes a breach and how to act quickly to mitigate damage.

3. Protecting Information Assets

GDPR is not just about compliance; it’s about embedding data protection in everyday operations. Staff need to understand the risks that personal data faces both in and out of the office. Whether it’s working on a train, in a café, or at home, personal data can be at risk in many environments. The training should focus on how to handle data responsibly in these scenarios.

4. Cybersecurity Awareness

Your staff also need to be aware of the risks posed by cybercrime. Phishing, malware, smishing, and vishing are all common methods that cyber criminals use to access personal data. Proper training helps staff identify these threats and respond appropriately.

5. Acceptable Use Policies

If you don’t yet have an IT security policy in place, it’s crucial to implement one. Staff should be trained on the best practices for internet use, email security, and the proper management and disposal of data. Simple actions, like maintaining a clean desk policy and safely disposing of outdated equipment, can have a significant impact on your data protection efforts.

6. Password Security

Passwords are the most basic form of protecting your organisation’s data. Weak passwords or sharing login details can expose your systems to risk. Training staff on password security is a must to safeguard your data.

7. Managing Records

GDPR requires that organisations inform data subjects about how long their data is retained. Do your staff understand how to manage this data throughout its lifecycle? A data retention policy is only effective if your team knows how to follow it.

8. Assessment and Evidence

Effective training should include an assessment that evaluates staff’s understanding. As accountability is a key aspect of GDPR, organisations need to demonstrate compliance, and ongoing assessments can provide that evidence.

The ProvePrivacy Solution

At ProvePrivacy, we’ve developed an online GDPR training solution that’s practical, effective, and easy to implement. With over 15 years of experience in GDPR compliance and a focus on FTSE100 organisations, we’ve crafted a training program that addresses all of the key points mentioned above.

Conclusion

Training your staff on GDPR is not just about ticking boxes for compliance — it’s about creating a culture of data protection that will safeguard your organisation, protect personal data, and reduce risks. Don’t wait for a breach to occur — start training your team today to ensure they’re prepared for any data protection challenges that arise.For more information, get in touch today or find out more about our training solutions.