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Ten Slide Ideas to Explain GDRP Data Privacy Rules

Last Updated on March 1, 2024 by Rosemary

The data privacy topic is widely discussed today with the new regulation initiated by the European Union. However, it affects businesses worldwide – any company with leads or clients from an EU country. We saw companies struggling with communicating their updated data protection policies to clients and employees.

To make this explanation of GDPR topics easier, we prepared a bunch of PowerPoint slide examples for your inspiration, that will help you illustrate the whole data privacy concept.

Elevate your business performance presentations with our curated resources – visit our financial performance PPT reports webpage.

All presentation examples are from the Data Privacy GDPR Training  PPT Template (see details by clicking the pictures).

Use these examples to recreate more engaging materials, whether you are doing internal training or writing a newsletter. Adding even a simple picture illustration of those complex topics can do wonders.

How you can use the Data Privacy GDPR visualization?

• For training your employees about new data protection laws.
• Make quickly informational materials, one-pagers, or leaflets informing your clients about the impact of GDPR on them.
• Create catchy promotional materials if you offer solutions for data privacy.
• Design explanation infographics to put in documents where you ask clients and leads for various marketing data processing consent.
• Educating your online audience about their rights under new EU GDPR rules.

In the post, you’ll find ideas on how to present and illustrate all the details of GDPR most understandably.

Explaining What is GDPR

General Data Protection Regulation is a set of unified rules for all EU countries. It is valid since May 25, 2018.

To present this basic definition, add those points in your presentation, then show the goals of the new policy, to explain the background motivation for this regulation.

There are two main goals of this GDPR regulation:

• Protect personal data & strengthen the privacy rights of EU individuals
• Give users control over their data

Show Who is Involved

The next important pillar – is who is affected by data protection law. In fact, GDPR affects all businesses collecting or holding personal data on EU citizens. We advise using a simple map with a distinct note.

List the Data Types

You will perhaps need to explain what data are we actually talking about. To help you illustrate this, check the slide below.

On this slide, we listed several types of personal and sensitive data:

• Bank / Credit cards
• Email address
• Online identifiers
• Biometric data
• Genetic data
• Health data

They are easily editable so you can add or remove items specific to the business.

Illustrate GDPR Penalties & Fines

Many GDPR marketing materials warn us that the stakes are high following this policy. For example, you have to report within 72 hours if your data is breached unless you are ready to face a fine of up to 20M euros.

If you want to make an impact with this GDPR penalty point, create simple slide infographics – to create a strong message that you definitely have to protect the data in order to avoid fines 🙂

Present Individual User’s Rights

This GDPR regulation defines a set of specific rights that individuals should be ensured, concerning their personal data.

Below you can see examples of two slides: the first, it explains what points must be ensured for an individual, and the second shows individual rights in strong visual form.

An example list of things that an individual should have the right to:

• Getting consent to process personal data
• Right to be forgotten
• Right to modify personal data
• Transparency – right to get information
• Can request data in a portable format

This list is not complete, just an illustration of how you can create your own list that fits your business.

The six areas of user’s rights defined in GDPR documents are:

• Right to Access
• Right to Rectification
• Right to Erasure
• Right to Restriction of Processing
• Right to Data Portability
• Right to Object

When explaining them, we suggest adding specific symbols to each for better readability of the topic.

Talk about Data Controller View Point

The next slide explains what a company should do and remember in the context of the new regulations. Those are the responsibilities of the data controller – institution using the personal data of individuals from the EU:

• Audit data usage (what is collected, where stored)
• Appointing DPO = Data Protection Officer
• Check Data Processors
• Monitoring data breach
• … add your own points here

Present Steps for an Online Business for GDPR Compliance

If you need to present procedures a company should do, Step diagrams are a good tool to consider.

Here we listed an illustration example of four stages to follow towards the new policy, but you can add or remove steps to fit your case:

• analyze what information you collect,
• check storage time,
• inform your client,
• monitor the access to personal clients’ data.

Show Data Protection Stakeholders and Their Relations

Stakeholders are in fact any entities involved in this data protection policy, starting from private persons whose personal data we talk about, institutions collecting and processing this personal data as well as data processors (companies storing the data, think Google, Amazon here). And data authorities – public institutions defined by EU member countries.

The first slide shows the GDPR stakeholders and the second presents the relations between them: with diagrams, it’s much easier to explain such entangled topics.

The typical stakeholders of data protection regulation are:

• Data Subject – an individual, a resident of the European Union, whose personal data are to be protected
• Data Controller – an institution, business, or a person processing the personal data e.g. e-commerce website.
• Data Protection Officer – a person appointed by the Data Controller responsible for overseeing data protection practices.
• Data Processor – a subject (company, institution) processing data on behalf of the controller. It can be an online CRM app or a company storing data in the cloud.
• Data Authority – a public institution monitoring the implementation of the regulations in the specific EU member country.

Having a set of symbols assigned to each subject, you can quickly create a simple diagram, showing relationships and connections among those GDRP subjects.

Such a drawing can serve as a great explanation basis for data privacy-related training.

Presenting Online Tools related to GDPR

With new rules, it is important to understand which tools and applications to use to follow the policy correctly and avoid penalties that were discussed before.

Some typical tools and applications related to data protection :

• mail collection and mailing apps – they usually provide tools such as Double opt-ins, Agreement boxes (should not be pre-checked), forms for collecting clear data consent & presenting data usage statements, unsubscribe options for newsletters
• data processors – each processor should have defined GDPR statements and features allowing e.g. data retention, data portability, and data access control.
• privacy policies – there are a bunch of GDPR policy templates on the web, mostly provided by law companies offering also consultancy, which you can use. Seek also for guidelines given by the European Union or local EU member states’ regulator institutions.
• cookie control banners – seek WordPress plugins or other tools allowing you to implement cookie pop-up banners and consent to collect in case of visitors from the European Union.

Illustrate GDPR Terms & Requirements

The last recommended slide shows the example of terms and documents required for GDPR: terms, privacy policy, cookie files policy, and consent. Here is the place to clearly define what data are collected, and what is the purpose for collecting those data, e.g. for providing the product and services, for billing, for dispute solving, or for marketing purposes. According to GDPR requirements, you should state in clear English what rights a user has, too.

Illustrative icons will help the audience catch the points faster. The specific content of policy should be defined by a company legal person.

Those pictures are example graphics we prepared. You can create your own using only part of existing graphics – icons or diagrams, modifying their colors and content. e.g. add your own set of personal data examples.

For more inspiration, subscribe to our YouTube channel:

Resources: Presentation Template for Data Protection Regulation

To help you illustrate and explain all the details of the new policy, we designed a PowerPoint template you can reuse.

The infoDiagram Data Privacy GDPR Training Template will help you prepare visual presentations or training materials about What is GDPR, Who is affected, Who is involved, and what actions should be done. You can easily prepare professional-looking slides by copying some of the predesigned diagrams and timelines into your company deck.

What’s inside the Data Privacy GDPR Training PPT Template?

The GDPR and Data Privacy PowerPoint Graphics include:

• 15 editable diagram charts of GDPR definition, stakeholders, affected countries map, Stakeholders, Personal data and Sensitive data list, list of rights for access, rectification, erasure, and portability.
• Template diagrams you can use to present processes and steps data controller companies should take, types of collected data. There is a GDPR subjects relations chart you can modify to fit your case. We added also a template of privacy policy document requirements – Terms, Privacy, and Cookie policy.
• 50 outline icons representing various data protection items such as consent, rights, data transparency, monitoring, and roles of a data controller, data processor, and supervising authority.

You can see the full template here:

See Data Privacy GDPR Template

If you want to get more infographics slides, check this  PPT diagrams graphics Bundle  with over 200 slides.

And if you like the elegant icons we used here, see the extended 340+ set of Outline PowerPoint editable Icons to illustrate various business topics from management, and planning to IT and data-specific symbols.

2 thoughts on “Ten Slide Ideas to Explain GDRP Data Privacy Rules”

Thank you guys, teh information and the video were so good and will help me to explain for my stakeholders. Thx again Eddie

thanks Eddie! We’re glad our blog is useful for you 🙂

Comments are closed.

GDPR Training for Your Team! – Where to Begin

Need world class privacy tools, gdpr training for employees.

The General Data Protection Regulation (GDPR) is a set of laws designed to protect the privacy and personal data of individuals in the European Union (EU). Under the GDPR, organisations are required to implement various measures to ensure the security and confidentiality of personal data. One crucial aspect of GDPR compliance is providing adequate training to employees who handle personal data. This article will explore the importance of GDPR training, its benefits, and how organisations can implement effective training programs to ensure compliance.

Bonus: Download this blog post! Related Webinar: Privacy Training: Embedding a Culture of Data Privacy Bonus Related Webinar: Education & Awareness is the bedrock of your data protection program Even more bonus content: GDPR 5th Anniversary – Everything You Need To Know

The Importance of GDPR Training

Training employees on GDPR is essential for several reasons. First and foremost, it fosters a culture of data protection within an organisation. By educating employees about the principles and requirements of GDPR, they become more conscious of their roles and responsibilities in safeguarding personal data. This mindset shift helps create a strong foundation for data privacy throughout the organisation.

Secondly, GDPR training helps employees understand the potential risks and consequences of data breaches. By highlighting the financial and reputational damage that can result from non-compliance, employees become more vigilant and proactive in protecting personal data. Additionally, GDPR training helps organisations meet the legal obligations outlined in the regulation. The GDPR mandates that employees handling personal data must be adequately trained in data protection. By providing comprehensive training, organisations can demonstrate their commitment to compliance and mitigate the risk of penalties and fines.

GDPR training goes beyond mere compliance with regulations. It empowers employees to become privacy advocates and champions within their respective roles. Through training, employees gain a deeper understanding of the importance of privacy and the impact it has on individuals and society as a whole. This knowledge allows them to actively contribute to the development and implementation of privacy-centric practices within the organisation. Moreover, GDPR training equips employees with the necessary skills and knowledge to identify and address potential data protection risks. It educates them on how to handle personal data securely, including the proper use of encryption, access controls, and data retention policies. By arming employees with these tools, organisations can significantly reduce the likelihood of data breaches and unauthorized access to personal information.

GDPR training serves as a platform for ongoing learning and development. As technology and data protection practices evolve, it is crucial for employees to stay updated and informed. Regular training sessions provide opportunities for employees to expand their knowledge and stay abreast of the latest developments in data protection, ensuring that they are equipped to handle emerging challenges effectively. Furthermore, GDPR training enhances the overall reputation and trustworthiness of an organisation. In an increasingly data-driven world, individuals are becoming more conscious of their privacy rights and are more likely to engage with organisations that prioritize data protection. By investing in GDPR training, organisations can demonstrate their commitment to safeguarding personal data and build trust with their customers and stakeholders.

Lastly, GDPR training acts as a catalyst for continuous improvement within an organisation. Through training, employees are encouraged to identify and report potential data protection issues, fostering a culture of transparency and accountability. This feedback loop enables organisations to identify areas for improvement and implement necessary changes, strengthening their data protection practices over time.

The Benefits of GDPR Training for Employees

Implementing GDPR training for employees offers numerous benefits to organisations. Firstly, it helps minimize the risk of data breaches and unauthorized access to personal data. Well-informed employees are better equipped to identify potential vulnerabilities and take appropriate measures to mitigate risks.

For example, during GDPR training, employees learn about the importance of strong passwords and the risks associated with weak ones. They also gain knowledge about phishing attacks and how to recognize and report suspicious emails. Armed with this information, employees can actively contribute to the protection of personal data by implementing strong security measures and remaining vigilant against potential threats.

Secondly, GDPR training improves overall data security practices within an organisation. Employees are educated on various data protection measures, such as encryption, access controls, and secure data storage. This knowledge empowers employees to implement best practices and ensure the confidentiality and integrity of personal data.

During the training sessions, employees are introduced to encryption techniques and their role in safeguarding sensitive information. They learn about the importance of using secure servers and firewalls to prevent unauthorized access. Additionally, they are trained on the proper handling and disposal of personal data, including the use of shredders for physical documents and secure deletion methods for digital files.

Furthermore, GDPR training enhances customer trust and confidence. When organisations prioritize data protection and privacy by providing comprehensive training to employees, they demonstrate their commitment to keeping sensitive information secure.

For instance, employees are educated on the rights of data subjects and the importance of obtaining proper consent for data processing. They are trained to handle customer inquiries and requests regarding their personal data in a prompt and transparent manner. This level of professionalism and respect for privacy instills trust in customers, leading to stronger relationships and increased customer loyalty.

GDPR training equips employees with the knowledge and skills to respond effectively in the event of a data breach. They are trained on the steps to take, such as notifying the appropriate authorities and affected individuals, as well as implementing remediation measures to prevent further damage .

In conclusion, implementing GDPR training for employees brings numerous benefits to organisations. It not only minimizes the risk of data breaches and improves overall data security practices, but also enhances customer trust and confidence. By investing in comprehensive training, organisations demonstrate their commitment to protecting personal data and maintaining strong relationships with their customers.

Implementing Data Protection Training for Employees

To effectively implement GDPR training for employees, organisations should consider several key factors. Firstly, training should be tailored to the specific roles and responsibilities of employees. Different teams and departments may have varying levels of exposure to personal data, and training should be customized accordingly.

For example, employees who handle customer data on a daily basis should receive in-depth training on how to handle and protect personal information. This may include understanding the principles of data minimization, encryption techniques, and secure data storage practices. On the other hand, employees who have limited access to personal data may only require a basic understanding of GDPR principles and their role in maintaining compliance.

Organisations should also utilize a combination of methodologies to ensure maximum engagement and knowledge retention. This may include interactive workshops, online modules, quizzes, and real-life scenario discussions. By adopting blended learning approaches, organisations can cater to different learning styles and preferences, resulting in a more effective training experience.

Interactive workshops provide employees with hands-on experience and practical examples of how to apply GDPR principles in their day-to-day tasks. These workshops can simulate real-life scenarios, allowing employees to practice identifying and addressing data protection risks. Online modules, on the other hand, offer flexibility and accessibility, allowing employees to complete training at their own pace and convenience.

In addition to workshops and online modules, regular quizzes can be incorporated to assess employees’ understanding of GDPR concepts and identify areas that require further clarification. These quizzes can be designed to be interactive and engaging, encouraging employees to actively participate and retain the information provided during the training.

Real-life scenario discussions can also be beneficial in reinforcing employees’ understanding of GDPR principles. By discussing actual incidents or case studies, employees can analyze and apply their knowledge to practical situations. This helps them develop critical thinking skills and enhances their ability to make informed decisions when faced with data protection challenges.

Regularly reviewing and updating training materials is also crucial. The field of data protection is ever-evolving, and employees should be kept informed about any policy changes or emerging threats. This helps maintain GDPR compliance and ensures employees are equipped with the latest information and best practices.

Organisations should establish a process for regularly reviewing and updating training materials to reflect changes in regulations, industry standards, and emerging trends. This can involve conducting periodic audits of training content, seeking feedback from employees, and collaborating with data protection experts to ensure the training materials remain relevant and up-to-date.

By implementing tailored training, utilizing a combination of methodologies, and regularly reviewing and updating training materials, organisations can ensure that their employees are well-equipped to handle personal data in compliance with GDPR regulations. This not only protects the privacy and rights of individuals but also helps organisations build trust and maintain a positive reputation in the digital era.

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Understanding the basics of gdpr compliance.

GDPR compliance involves adhering to a set of principles and requirements outlined in the regulation. organisations must ensure that personal data is processed lawfully, transparently, and for specified purposes. This means that organisations need to have a clear and legitimate reason for collecting and using personal data, and they must be transparent with individuals about how their data will be used.

Additionally, organisations must minimize data collection by only collecting the data that is necessary for the specified purposes. This principle of data minimization helps to protect individuals’ privacy by ensuring that organisations are not collecting more data than they actually need.

Updating records is another important aspect of GDPR compliance. organisations must keep personal data accurate and up to date. This means regularly reviewing and updating records to ensure that any changes or inaccuracies are corrected in a timely manner.

Securely storing personal data is crucial for GDPR compliance. organisations must implement appropriate security measures to protect personal data from unauthorized access, disclosure, alteration, or destruction. This includes using encryption and access controls to safeguard personal data.

Under the GDPR, individuals have various rights, including the right to access their data, rectify inaccuracies, and request erasure. These rights give individuals more control over their personal data and allow them to have a say in how their data is used. It is important for organisations to understand these rights and be able to assist individuals in exercising them.

Implementing GDPR compliance measures requires a comprehensive understanding of the regulation and its implications. organisations should provide employees with the necessary knowledge and resources to navigate the complexities of GDPR and make informed decisions regarding data handling. This includes training programs, workshops, and resources such as guidelines and FAQs to help employees understand their responsibilities and obligations under the GDPR.

Furthermore, organisations should establish clear policies and procedures for GDPR compliance. These policies should outline the steps that employees need to take to ensure compliance, including how to handle data breaches, respond to data subject requests, and maintain documentation of data processing activities.

Regular audits and assessments are also important for GDPR compliance. organisations should regularly review their data processing activities to ensure that they are in line with the principles and requirements of the GDPR. This includes conducting risk assessments, evaluating data protection measures, and identifying any areas for improvement.

In conclusion, GDPR compliance is a complex and multifaceted process that requires organisations to adhere to a set of principles and requirements. By understanding the basics of GDPR compliance and implementing appropriate measures, organisations can ensure that they are protecting individuals’ personal data and complying with the regulations.

Implementing GDPR Training in the Workplace

When implementing GDPR training in the workplace, organisations should ensure that training is ongoing and not a one-time event. Regular refreshers and updates are crucial to reinforce knowledge and adapt to changing circumstances. Additionally, organisations should promote a culture of continuous learning and data protection. This can be achieved by incorporating data privacy into employee performance evaluations and establishing incentives to encourage compliance and accountability.

Providing clear guidelines and procedures regarding data protection and handling is essential. Employees should have access to easy-to-understand documentation that outlines the steps to take in various scenarios, as well as the resources available for further guidance. One effective way to implement ongoing GDPR training is through the use of online learning platforms. These platforms can provide employees with access to a variety of training modules and resources that can be completed at their own pace. Additionally, online platforms often offer interactive elements such as quizzes and simulations, which can help employees apply their knowledge in real-world scenarios.

Furthermore, organisations can consider incorporating GDPR training into their onboarding process for new employees. By including data protection as a core component of the initial training, organisations can ensure that all employees start off with a strong foundation of knowledge and understanding.

Another important aspect of GDPR training is raising awareness about the potential risks and consequences of non-compliance. organisations can do this by sharing real-life examples and case studies that highlight the impact of data breaches and the legal implications that can arise. This can help employees understand the importance of data protection and motivate them to adhere to GDPR regulations.

In addition to regular refreshers and updates, organisations should also provide employees with opportunities for continuous learning and professional development in the field of data protection. This can include offering workshops, webinars, and conferences that focus on GDPR compliance and best practices. By investing in the development of their employees’ knowledge and skills, organisations can foster a culture of data protection and ensure that their workforce is equipped to handle the challenges of GDPR.

Lastly, organisations should establish clear channels of communication for employees to seek guidance and report any potential data breaches or violations. This can include setting up a dedicated email address or hotline where employees can confidentially raise concerns or ask questions. By creating a safe and supportive environment for reporting, organisations can encourage transparency and early detection of any issues, allowing for prompt action to be taken.

Utilizing GDPR Training to Improve Data Security

GDPR training can be leveraged as an opportunity to enhance overall data security practices within an organisation. By integrating data protection measures into training programs, employees become familiar with the importance of secure data storage, encryption, and regular data backups.

To enhance data security, organizations can incorporate the following practices into their training sessions: strong password management, multi-factor authentication, and awareness of phishing attempts. By doing so, the risk of unauthorized access and data breaches can be significantly reduced.

Organisations can also incorporate simulated cyber-attacks or phishing exercises into training to test employees’ ability to identify and respond to potential threats. This hands-on experience enables employees to develop the necessary skills to detect and mitigate cyber risks effectively.

Leveraging Technology to Ensure GDPR Compliance

Technology plays a vital role in facilitating GDPR compliance and training. organisations can leverage learning management systems (LMS) or online platforms to deliver training modules, track employee progress, and measure the effectiveness of the training program.

Additionally, organisations can use technology to automate compliance processes, such as managing consent, data retention, and data subject access requests. By implementing tools that streamline these processes, organisations can enhance efficiency and ensure GDPR compliance.

Furthermore, organisations can leverage technology solutions to monitor and detect data breaches. Intrusion detection systems, firewalls, and encryption tools are instrumental in bolstering data security and preventing unauthorized access to personal data.

Using PrivacyEngine to Ensure GDPR Training and Compliance

PrivacyEngine is a comprehensive privacy management software that enables organisations to streamline their GDPR compliance efforts. This powerful tool provides features such as policy management, data mapping, and consent tracking.

PrivacyEngine also offers robust training management capabilities, allowing organisations to design and deliver GDPR training modules to employees. Through its user-friendly interface, organisations can track employee completion rates, assess training effectiveness, and generate reports for audits and regulatory purposes. By utilizing PrivacyEngine, organisations can enhance GDPR training and compliance in a streamlined and efficient manner.

In conclusion, GDPR training for employees is critical for organisations to ensure data protection, compliance, and customer trust. By understanding the importance of GDPR training, implementing effective training programs, and leveraging technology solutions like PrivacyEngine, organisations can create a culture of data protection and safeguard personal data in accordance with the GDPR.

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According to the study “ Psychology of  Human Error ,”    88% of data breach incidents are caused by employees’ mistakes, and around 43% of people admitted they made mistakes at work that could have compromised the organization’s cybersecurity.

Although employees can be seen as the weakest link in the cybersecurity chain, they are also the greatest asset the organization can have. If trained properly, these types of incidents can go significantly down.

However, preventing personal data security incidents is not the only reason to invest in proper staff training.

General Data Protection Regulation (GDPR) requirements are interlocked with different operations within every organization and comprise privacy and security issues.

All employees who engage in data processing activities, handle personal data, or interact with individuals should receive clear guidance on the organization’s GDPR requirements, responsibilities, and obligations.

Where to start with the GDPR training?

Employees should be familiar with the purpose and objectives of your privacy program and receive training to effectively respond in situations where compliance with the GDPR and your privacy policies is necessary.

Every industry and organization has its own specifics, and no single program or training suits every business.

However, if you are looking for advice and a place to start, we have identified steps to help you design and implement successful privacy training.

1. Identify key departments and employees

Identify key departments or employees handling personal data, sharing data, or participating in data processing activities.

Ensure your GDPR training is thorough by incorporating real-life scenarios relevant to their daily tasks. Tailor the training content based on these practical situations for maximum effectiveness.

For example , data subject access requests can be made verbally or in writing, through any channel, including social media, and to any person inside your organization.

The request does not have to mention the GDPR or specific right as long as it is clear what data subject is requesting.

All requests sent to your organization by any employee are considered valid, so there is a high possibility that marketing will have to recognize the request and take the next steps.

Make sure you include similar scenarios in your training so that every employee can identify the situation and know how to respond.

2. Know your industry

GDPR provides a margin of maneuver for the Member States to specify their rules and incorporate national and sector-specific requirements.

Define if specific industry requirements or national laws might apply to your organization and draw special attention to those areas.

3. Don’t forget the basics

Explain the importance of data privacy and security and inform employees of possible risks.

Try to avoid legal jargon if it is not necessary or to make training easily understandable.

Equip your staff with a basic understanding of key concepts in a simplified way that will include:

• what is personal data and how to protect it,
• what are data subject rights ,
• what is considered a personal data breach, when to report it, how and to whom
• introduce them to GDPR principles
• explain lawful bases for personal data processing
• How to handle requests from individuals
• Introduce them to the importance of the role of a DPO
• give them clear instructions on data security practices in their workplace, how to protect their devices, how to update their passwords, and introduce them to possible security risks like phishing

4. Adopt a practical approach

It is extremely important to go through different scenarios during your privacy training and give employees clear examples and instructions on handling different situations.

Many employees may not readily identify situations where they are processing personal data when the explanation is provided in a general context.

For example, if you explain to your sales department that they cannot process personal data without a proper legal basis, they will probably agree with you.

At the same time, they will not connect this to sending cold emails or to keeping email addresses containing full names.

5. Use what is already available

There are a lot of available materials  that you can utilize to create innovative privacy training and promote your messages, not only during the training but throughout the year.

There is no reason to start from scratch. Some data protection authorities have ready-to-print materials , including promotional posters, printable PDFs, and presentation templates.

Tailor your GDPR training according to organizational needs and use resources to help employees understand their GDPR obligations.

6. Consider work dynamics in your organization

Since the start of the pandemic, a number of organizations have transitioned to some hybrid model of remote work , whether it is a split-week, at-will, week-by-week, or any other type.

Adjust training to work-from-home situations and use multiple channels, like online meeting platforms, to meet employees halfway.

You can also record your training and send the recording to everyone who attended.

7. Divide and conquer

If you are working within a larger organization, it is advisable to segment employees into groups and adjust the training accordingly.

One of the easiest ways to segment your employees into groups is by their workplace or departments.

Since they will more likely find themselves in similar situations, you can adjust examples, and they can relate to your messages quickly.

8. Adjust and Repeat

Your work on privacy awareness is never done, just like your organization’s compliance journey is never done.

Use follow-up surveys so your co-workers can leave feedback and ask questions they did not get to ask.

Listen to your coworkers and use newly gathered information to adjust your training in the future.

Create training plans and regularly review your program to ensure it remains current.

The role of the DPO in training: inform, educate, and influence

One of the Data Protection Officer’s key responsibilities is raising awareness of potential data protection risks and conducting staff training.

However, not all organizations are required to appoint a DPO. If your organization does not have this role filled out, it is possible to outsource staff training.

Get informed about tailor-made, in-house workshops  provided by highly specialized experts.

They can tailor training according to your needs. However, assigning one employee to oversee the training is still advisable.

Keep the records of who attended and when and ensure the training is conducted periodically or when needed.

If employees circulate through your organization frequently, consider creating a short and quick introductory GDPR training accompanied by a recording of one of your previous training.

Request a Data Privacy Manager  demo

Let us navigate you through the Data Privacy Manager solution and showcase functionalities that will help you overcome your compliance challenges .

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Free GDPR Training Presentation

Duration: 20 minutes | format: editable ppt.

The General Data Protection Regulation (GDPR) was implemented in May 2018 driving a complete overhaul of data protection laws as we know it.

It affects every organisation that processes the personal identifiable information (PII) of EU residents as well as organisations outside of the EU who provide services to EU businesses.

The financial penalties are much tougher, with the   fines for GDPR breaches representing up to 4% of your global annual turnover or EUR 20 million, whichever is the highest. So it is critical to ensure your organisation understands and adheres to GDPR.

How this training aid helps

Our free GDPR Training Presentation is fully editable, presents the key points in plain English and is packed with practical activities to accelerate learning.

Learning objectives

• Defining what personal data is
• Outlining the consequences of breaches
• Explaining data protection principles and rights
• Detailing your company's data protection policy

Use this resource as it is or take parts and incorporate them into your other presentations.

It's provided on an attribution and non-commercial (BY-NC) licence, so you can use it freely within your own company. If you'd like the contents of this template in derivative works for sale, please ask us for permission.

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Training your staff for the GDPR – data protection in your organisation

It is important that every member of an organisation understands how their role is impacted by a regulation and how they can contribute towards complying with it. This applies to financial regulation and to health and safety regulation. And it certainly applies in data protection regulation, including the General Data Protection Regulation (GDPR).

By Nigel Jones

Co Founder of The Privacy Compliance Hub

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The importance of education, training and awareness has been made clear time and time again by regulators. They expect everyone in an organisation to have an appreciation of the importance of data protection compliance.

Employees should be ‘in the know’

Regulators expect a product development team to know what “privacy by design” means and how it should be incorporated into product workflows. A marketing team should know when they have a legal right to send emails to customers (and when they don’t). IT departments are expected know what good security looks like . HR teams should be ready to respond to requests from individual members of staff in relation to their personal information.

If the regulator’s expectations are not met by an organisation then that organisation will not be compliant with data protection law, including the GDPR.

If your product development team doesn’t understand its responsibilities, non compliant products will be released which could lead to customer complaints. If your marketing team sends out marketing emails to individuals when they have no right to do so, a complaint could be made to the regulator. If your IT department does not understand what good security looks like there could be a data breach which has to be notified to the regulator. And if your HR team does not respond to an information request from an individual, a claim could be made against your organisation by that individual.

In all these scenarios, there is a risk of bad publicity and fines resulting directly from a failure to train your staff. However, let’s not be too alarmist about all this. There are very positive reasons to train all your staff in GDPR compliance.

What does a compliant company look like?

A company that is GDPR compliant regularly trains all its staff. It conducts training and refresher sessions on a regular basis. It incorporates data protection training into its process for onboarding new employees and when retaining contractors. A compliant company does not simply train its staff and then forget about data protection compliance – it embeds data protection compliance into company culture so that protecting personal information becomes second nature.

Think about how society views recycling. Years ago, recycling meant putting your rubbish in a bin.  Nowadays, people feel guilty if they put paper in the normal bin, they are charged for using plastic shopping bags and they are encouraged not to use plastic water bottles and take away coffee cups. It is that change in culture that is required in relation to use of personal information.

The benefits of staff training in data compliance

Let’s discuss the benefits of such a change in culture:

• Your customers will trust you more. If you put the protection of personal information at the heart of your organisation and can show that you do this then potential customers will be more likely to use your products and services.
• Your products will be better. If you design products which respect the privacy of individuals then your products will be better received. By involving your customers in what you do with their personal information and giving them choice, they are more likely to feel good about using your product.
• Your employees will be more motivated to get involved. If your staff are enthused about data protection and you achieve a cultural shift in how the protection of personal information is viewed, your staff will become involved in making your organisation more compliant, rather then reluctantly attending another boring training session.
• The risk of fines and bad publicity is reduced. If your staff are trained, mistakes don’t happen, or they are spotted early when something can be done about them and before the mistake costs your organisation money.
• It makes things easier. It is much better if privacy is built into your products and data processes at the beginning. This makes life much easier. It is very difficult to undo how a product is designed or how data is used just to shoehorn in data protection compliance at the end of a product cycle.

How can you train your staff in data protection compliance?

Get someone in to do a training session.

This is an easy option. You pay someone to turn up and roll out their standard data protection powerpoint presentation. You get the training box ticked, but you do have to get that person back periodically to train new staff and provide refresher training. This method could prove costly over time.

Show your staff a video

Another easy option, especially for those organisations with staff dispersed across multiple locations. It is, however, difficult to establish whether people are engaged whilst watching such videos. They cannot be tailored to the audience, but they are easy to roll out to new staff.

As well as our comprehensive privacy compliance platform, we also offer  simple online GDPR training for organisations that want to train their staff wherever they are. Get a taster by clicking the button below.

Build a culture of continuous privacy compliance that you can tailor to your organisation

Ideally, you have a box of tools that you can use to provide training tailored to your organisation. This toolbox can then be used by you to truly embed data protection compliance within your organisation to achieve all the benefits discussed in this article and avoid all the risks of getting it wrong.

This is what The Privacy Compliance Hub provides. With presentations that you can tailor and a fully interactive training video which you can roll out to all employees, the Hub allows you to instil an awareness of data protection compliance from within. Other methods of training from the Hub include posters that reinforce the messages in the training materials and guidance on how you can communicate with your staff about data compliance regularly. The Privacy Compliance Hub is what true GDPR compliance looks like.

Feel free to watch our video which explains more about what The Privacy Compliance Hub can provide for your organisation.  Data protection compliance does not have to be dull – get in touch so that we can explain how to bring data protection to life in your organisation.

• GDPR training

More to watch and read

• Read our thoughts in our latest articles .
• Read what our clients have to say in our case studies.
• See our suite of videos.
• See how it works .
• Follow The Privacy Compliance Hub on Twitter and LinkedIn .

Confused by international data transfers? Ask yourself these six questions

Businesses are hoping it’s third time lucky for the Data Privacy Framework between the EU and US but what if you want to transfer data to a company in the US which hasn’t signed up to it? Or you want to transfer personal data to another country? Here’s what you need to know.

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How much? The cost of getting privacy right

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GDPR Training for Employees

Computer-based workforce training, gdpr privacy training.

The EU General Data Protection Regulation (GDPR) requires workforce privacy awareness training.  Under Article 39, the GDPR includes among the tasks of the Data Protection Officer (DPO) “awareness raising and training of staff involved in the processing operations.”

There are three types of training that are relevant in light of GDPR:

(1) General Workforce Privacy Awareness Training  – basic privacy awareness for the entire workforce

(2) Training About GDPR  — training that introduces select employee groups to GDPR (i.e. employees who need to know more about how GDPR works)

(3) Role-Based Training — training for specific roles in organizations, such as designing products and services for privacy or vendor management

Professor Solove’s knowledge of domestic and global privacy issues, including the often dynamic regulatory environments in Asia and Europe, is unmatched. Furthermore, his ability to take complex privacy issues and reduce them to simple, teachable concepts is exceptional. It is good to be working with the best in the privacy field!”

–Steve Worster, Chief Compliance Officer and HIPAA Privacy Officer, StoneGate Senior Living

GDPR (7 min)

Our short GDPR online training course (~7 minutes) provides a brief introduction to the GDPR for lay employees who need to know the basics. The course discusses the scope and applicability, the basic terminology of the law, the GDPR rights provided to persons in the EU, and the GDPR responsibilities an organization has in order to comply. The course explains the importance of GDPR compliance and discusses how it is enforced as well as the GDPR penalties, which include fines of up to 4% of total annual worldwide turnover.

GDPR Extensive (20 min)

Our longer GDPR training course — extensive version (~20 mins) — provides an introduction to the GDPR with more depth and detail than the shorter 7-min course.  The course includes 5 quiz questions .

For other our other training courses relevant to the GDPR, please see below.

NOTE: For bulk licenses or institutional training, there is different pricing. Please fill out the form below.  

Please Contact Us If You Are Interested In GDPR Training Online Courses

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General Workforce Privacy Awareness Training

For the general workforce , global privacy awareness training need not make employees experts on the GDPR.  Instead, the GDPR staff awareness training should focus more generally on privacy and data protection training for staff.  Training should teach employees what to do to protect personal data to respect people’s rights and fulfill the obligations of GDPR, including responsibilities, rights, and penalties. GDPR courses should also explain why protecting personal data is important.  The GDPR online training for employees courses below offer privacy awareness training that focuses on core principles of privacy.

Global Privacy and Data Protection

This course focuses on key concepts of privacy common across international jurisdictions as well as explains areas where approaches to privacy diverge.   The course is designed to satisfy EU General Data Protection Regulation   training requirements but also to work for the US and other jurisdictions. There are 12-minute, 20-minute, 25-minute, and 30-minute versions of the course.

Dimensions of Data Privacy

This data protection training course (~ 25 minutes) covers the same material as the Global Privacy and Data Protection course but with some additional content and in a different style. The course focuses on key concepts of privacy common across international jurisdictions as well as explains areas where approaches to privacy diverge. The course discusses why data protection and privacy are important, how to recognize personal data, and the various responsibilities that must be followed throughout the life cycle of personal data.

The Life Cycle of Personal Data

This privacy awareness training course (~ 15 minutes) is a highly-interactive overview of privacy responsibilities and protections regarding the collection, use, and sharing of personal data. The course tracks the life cycle of personal data, starting from when it is collected or created. The course concludes with a discussion of data retention and destruction.

Defining Personal Information 

Personal information is sometimes referred to as personally identifiable information (PII) or as personal data (the term used in the EU). Defining what personal information is — and being able to identify it — is essential for privacy awareness training because privacy laws and regulations are triggered if personal information is involved. Personal information can be a tricky concept because it is sometimes contingent and contextual. This PII training course (~ 8.5 minutes) is an overview of how to identify personal information. It explains clearly and understandably what personal information is and how to approach identifying it.

What is Personal Data?

This course (~ 5.5 minutes) provides a basic introduction to how to identify and define personal data or personally identifiable information (PII). The video discusses the distinction between ordinary PII and sensitive data. It also explains that identifying PII is important because it triggers privacy rights and obligations. The video concludes by discussing the importance of knowing the data you collect, receive, and transmit.

Privacy Principles

To protect personal information, it is important to follow the Fair Information Practice Principles (FIPPs). This short course (~4 minutes) focuses on what protecting people’s privacy entails. It provides an overview of the basic FIPPs and explains why they matter. The course offers concrete guidance to workforce members about how they should collect, use, store, and protect personally identifiable information (PII) or personal data.

GDPR Privacy Training Courses

The courses below are for employees who need to know more specific detail about GDPR and related topics.

GDPR Interactive Whiteboard

This program (~5 minutes) is an interactive whiteboard that succinctly summarizes the GDPR. It can readily be used on internal websites to raise awareness and teach basic information about GDPR. It can also be used in a learning management system.

European Union Privacy Law

This course (~7.5 minutes) provides a basic introduction to privacy law in the European Union. It discusses the main differences between EU privacy law and US privacy law. It has been recently updated to discuss key features and developments regarding the General Data Protection Regulation (GDPR).

Role-Based Training

Some individuals will require more specialized training about new responsibilities they will have under GDPR.  We offer courses for specific, role-based privacy training.

Privacy by Design

To effectively design for privacy, one must identify and assess the various privacy issues that might arise.  This course (~15 minutes) provides a framework to help people spot privacy issues and understand their implications. Professor Solove uses his well-known taxonomy of privacy to explain how to identify the various privacy issues that might arise with new products or services. This course will be helpful to engineers and designers of programs, software, websites, and other products or services that could implicate privacy. The course is also useful for the entire privacy compliance team. The course provides a roadmap and framework to help people spot privacy issues and understand their implications.

The Rude Refrigerator:  A Privacy by Design Story

This vignette (~4 minutes) demonstrates in a humorous way why it is essential to consider privacy issues when designing products and services. The video explains the types of issues that can arise and the importance of addressing them early on in the design process. This course will be helpful to emphasize privacy concerns to engineers and designers of programs, software, websites, and other products or services. It will also be useful for the entire privacy compliance team.

Vendor Management: Sharing Data with Third Parties

Under the GDPR, organizations can be liable if a third-party organization they contract with violates the privacy of an EU citizen.  This privacy training program covers vendor management issues when data is shared with third party vendors. In particular, the program discusses due diligence in selecting third party vendors and the types of data protections that should be included in the contract with the vendor.

About Professor Solove and TeachPrivacy

TeachPrivacy provides privacy awareness training, security awareness training, phishing training, HIPAA training, FERPA training, PCI training, as well as training on many other privacy and security topics.  TeachPrivacy was founded by Professor Solove, who is deeply involved in the creation of all training programs because he believes that training works best when made by subject-matter experts and by people with extensive teaching experience.

For Businesses

For students & teachers, gdpr training, workplace training, online gdpr training for employees.

Upskill your employees on the implications of General Data Protection Regulation

GDPR TRAINING COURSE TOPICS

• What is GDPR
• When GDPR applies
• Where GDPR applies
• Staffing Implications
• Reporting Requirements
• Data Ownership

GDPR TRAINING ONLINE COURSE OVERVIEW

If your company collects or processes the personal data of any individual in the EU, you need to understand the European Union’s General Data Protection Regulation, or GDPR. Organizations that fail to provide GDPR awareness training for employees and comply with the GDPR data protection requirements can face significant fines and penalties.

This online GDPR training course provides a broad, non-technical overview of GDPR. EVERFI's GDPR compliance training for employees reshapes the way organizations must approach data privacy, offers data protection training, and ensures employees know how the regulations apply to them. It also covers duties of data protection officers, data breach notification requirements, and data owner rights.

GDPR TRAINING COURSE BENEFITS

• Raise your employees awareness of safe data handling in compliance with GDPR
• Reinforce the importance of compliance by providing an understanding of the fines and penalties
• Use learning best practices to simplify GDPR training and complicated regulation

HR & People Package

Workplace training

Online workplace culture training that creates a healthy work environment for employees and managers.

Request a Demo

Fill out the form below for your free demo of our GDPR training course.

An Evidence-Based Online GDPR Training Solution

Easily deploy EVERFI’s customizable and effective GDPR training course to protect your organization from hefty fines.

Innovative look and feel will spark and maintain employee interest throughout the GDPR training.

Cutting edge design using best practices to engage your workforce and build critical skills.

Administrators can add and remove company resources as policies and procedures evolve.

Tools to upskill your workforce to become better informed of their responsibilities.

Our platform empowers training teams to take advantage of flexible user assignments,monitor completion rates, and track policy acknowledgements.

Build a branded experience with several in-course opportunities to showcase company resources such as policies, handling of data, and reporting requirements.

GDPR Awareness Training Frequently Asked Questions

What is gdpr awareness training.

GDPR awareness training is a form of training designed to educate employees and stakeholders on the requirements of the General Data Protection Regulation (GDPR), which is a set of data protection rules that apply to organizations operating within the European Union (EU). The GDPR, which came into effect in May 2018, aims to protect the personal data of EU citizens and residents. This type of training typically covers a range of topics, including the principles of data protection, the rights of data subjects, the obligations of data controllers and processors, and the consequences of non-compliance. By providing this training, organizations can ensure that their employees and stakeholders understand the GDPR requirements and can comply with its provisions, reducing the risk of non-compliance, protecting personal data, and maintaining the trust of customers and other stakeholders.

Why Is GDPR Training Important?

GDPR training is crucial for both employees and organizations. For employees, training helps to ensure that they are able to carry out their job to the best of their ability and avoid any mistakes that could lead to a breach in data protection. Mishandling data breaches or requests can have catastrophic consequences for both employees and organizations. For organizations, training helps to ensure compliance with applicable data protection regulations, as well as the strict time limits for handling data breaches and data subject requests. GDPR training is an essential tool for organizations and employees alike to prevent data breaches, comply with regulations, and protect personal data.

GDPR Employee Training Requirements

The General Data Protection Regulation (GDPR) includes specific requirements for employee training. These requirements include:

• General awareness : All employees who handle personal data should receive basic training on the GDPR and their obligations under the regulation. This training should cover the principles of data protection, the rights of data subjects, and the obligations of data controllers and processors.
• Role-specific training : In addition to general awareness training, employees who handle personal data as part of their role should receive role-specific training. This training should cover the specific procedures and policies that are relevant to their role, such as how to handle data subject requests or how to report data breaches.
• Regular training : GDPR training should be provided on a regular basis, to ensure that employees are kept up-to-date with any changes to the regulation or the organization's policies and procedures.
• Record-keeping : Organizations should maintain records of the GDPR training that employees have received, to demonstrate compliance in the event of an audit or investigation.

The GDPR requires organizations to provide employees with training on data protection, covering both general awareness and role-specific training. This training should be provided regularly and records should be maintained to demonstrate compliance with the GDPR.

Related Topics

• Conduct & Culture - Prevention & Compliance Training

• Europe GDPR

Employee Training for GDPR Compliance: What You Need to Know

You are required to educate your employees on data protection, no matter which market you operate in. The world's most important data privacy laws explicitly or implicitly require you to ensure that your employees are aware of the risks associated with data security and can effectively implement data protection principles in their work. In this article, we will delve into the specific requirements for employee training in various privacy laws. For GDPR and PIPEDA, we already have specific cases with penalties that could give you a better idea of what is expected of your business.

You are required to educate your employees on data protection, no matter which market you operate in. The world's most important data privacy laws explicitly or implicitly require you to ensure that your employees are aware of the risks associated with data security and can effectively implement data protection principles in their work. These laws include the EU's General Data Protection Regulation (GDPR) , California's California Privacy Rights Act (CPRA) , Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) , Brazil's General Data Protection Law (LGPD) , and others.

Therefore, if you work in the online markets of Europe, the US, Canada, or South America, you have no choice but to educate your employees on data protection. As you will see from the penalty examples we will discuss later, data protection authorities will take into account whether you have trained your employees when evaluating your violations and penalties.

In this article, we will delve into the specific requirements for employee training in various privacy laws. For GDPR and PIPEDA, we already have specific cases with penalties that could give you a better idea of what is expected of your business.

By reading this article, you will learn:

• The GDPR requirements and how EU companies have been penalized for not training their employees on GDPR
• The UK GDPR and UK DPA requirements, as well as the recommendations of the UK ICO
• The CCPA's explicit requirements for training personnel
• The PIPEDA requirements in Canada for data security and how employee training is an integral part of it
• The LGPD requirement in Brazil to train your staff.

GDPR Employee Training Requirements

The GDPR mentions employee training only once as a task for the data protection officer (DPO). One of their main tasks is to raise awareness and train staff involved in processing operations. However, this does not mean that only businesses required to appoint a DPO should educate employees on data protection and GDPR requirements. All businesses need to train their staff.

We can draw this conclusion by referring to the EDBP Guidelines on Privacy by Design and Default principles , which are mandatory for any organization processing personal data. These principles require businesses to implement technical and organizational measures that protect the personal data of data subjects, including processing only the minimum set of data, processing data only for necessary purposes, pseudonymizing when possible, and retaining data only as long as necessary. These principles are fundamental GDPR principles.

You may think that employee training is not a requirement, but you would be mistaken. In the EDPB Guidelines on data protection by default and design, the EDPB clearly states that technical and organizational measures and necessary safeguards can be anything from advanced technical solutions to the basic training of personnel. In addition, lack of appropriate organizational measures can undermine the effectiveness of a chosen technology.

In simple words, the technical measures may not work if your employees do not know how to use them. Thus, training your employees in personal data protection is essential.

The EDPB takes the same stance in the Guidelines on Data Breach Notification Examples , stating that training and awareness on data protection issues of the staff of the controller is essential for the controllers. This training should be regularly repeated, depending on the type of processing activity and size of the controller, addressing the latest trends and alerts coming from cyberattacks or other security incidents.

Thus, even though there is no explicit requirement for employee training, businesses are expected to train their employees. If they do not know how to handle personal data properly, they may violate the GDPR, resulting in fines for the business. For example, the Romanian DPA fined a bank EUR 100,000 for unlawful disclosure of personal data and insufficient employee training. The Bulgarian Supreme Administrative Court found that a courier service did not train personnel on data protection properly and disclosed customers' personal data to unauthorized third parties.

In contrast, the Spanish DPA did not fine the Spanish football club Real Madrid for a data breach because they had implemented technical and organizational measures for data protection, including training their staff in handling personal data.

In conclusion, employee training is essential for businesses to comply with GDPR regulations and avoid potential fines.

UK GDPR and UK DPA Employee Training Requirements

If you operate in the UK market, employee training can also pay off. For example, the UK ICO fined the Cabinet Office GBP 500,000 for publishing the 2020 Honours List along with the postal addresses of Honour recipients. The ICO found that the breach was caused, among other things, by a lack of sufficient data protection training. Although some Cabinet Office employees had undergone GDPR training classes, not all had completed the training.

The UK ICO recommends that all organizations train their employees to handle personal data and provides an Accountability Framework to help ensure compliance with the laws. Training and awareness are crucial components of the framework , which includes induction and refresher training, training for specialized roles, monitoring, and awareness raising. The ICO also recommends keeping records of training.

Furthermore, the ICO clarifies that organizations have a legal responsibility to identify and handle data subject requests appropriately, and that employees who regularly interact with individuals may require specific training to recognize and handle such requests.

It is clear that the ICO expects organizations to train their employees on data protection.

CCPA/CPRA Employee Training Requirements

Section 1798.130(a)(6) of the CCPA mandates that businesses covered by the act must ensure that all individuals responsible for handling consumer inquiries about the business's privacy practices or compliance with the act are informed about the requirements outlined in Sections 1798.100, 1798.105, 1798.110, 1798.115, and 1798.125, as well as this section, which regulate consumer requests, and how to direct consumers to exercise their rights under those sections.

In simpler terms, it is mandatory to train your employees to receive and comply with CCPA consumer requests. This is not a choice but an obligation.

To date, the only CCPA fine was imposed on Sephora . Non-compliance with consumer requests was among the violations, and the settlement required Sephora to comply with several CCPA sections, including 1798.130. While the settlement text did not explicitly state that businesses need to educate their employees on how to handle personal information, it is safe to assume so.

In any case, the CCPA explicitly requires businesses to comply with these regulations.

LGPD Employee Training Requirements

The Brazil LGPD includes employee training in a similar manner to the EU GDPR. Section 41 lists the tasks of the Data Protection Officer (DPO), and it specifies that the DPO's responsibilities include "guiding the entity's employees and contractors on practices to be adopted in relation to personal data protection."

The Brazil National Data Protection Authority (ANPD) is preparing to enforce the LGPD more strictly. Although no companies have been fined yet, it is important to remember the requirements outlined in the law.

Canada PIPEDA Employee Training Requirements

In Canada, PIPEDA relies on 10 fundamental principles , with safeguarding personal data being one of them. To effectively safeguard personal data, it is necessary to train employees to do so on a daily basis.

Section 4.1.4 of PIPEDA Schedule 1 explicitly states that organizations must "implement policies and practices to give effect to the principles, including...training staff and communicating to staff information about the organization's policies and practices..."

Section 4.7.4 further states that "organizations shall make their employees aware of the importance of maintaining the confidentiality of personal information."

According to the Privacy Commissioner website , organizations are required to communicate their safeguard procedures to their employees and provide them with training to ensure that these procedures are correctly implemented.

The Privacy Commissioner has also listed some investigations and findings related to insufficient employee training on PIPEDA. For example, an insurance company was directed to introduce safeguards, including employee training, due to unauthorized sharing of data , and Google was recommended to re-examine the privacy training of employees to increase awareness of Canadian data privacy laws.

It is clear that employee training on data protection is essential in Canada.

Final Thoughts

Employee training on data protection is not just a luxury, it is a necessity. When you handle personal data, your users trust you to take the matter seriously and act responsibly. Your employees are the backbone of your business, so it's crucial to ensure that they are aligned with your vision of data protection responsibility.

Remember, your business is only as strong as its weakest link. To avoid penalty risks and protect your reputation, you must ensure that your weakest link is knowledgeable about data protection requirements and capable of upholding them effectively.

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GDPR Training for Employees

Written on 05 April 2022 .

GDPR training is a vital component in the quest to protect data. Done right, it can make for an engaging, informative experience that helps to protect people’s data and keep your company or organisation GDPR compliant.

Everyone who handles personal data at your organisation has a responsibility to the protection of that data and is expected to play their part in supporting compliance with the legislation.

Employers need to take GDPR seriously and consider the implications of falling foul of GDPR. In particular, they need to be able to demonstrate they’ve taken steps to train their staff to an acceptable level for their role. However, what is that level? Who needs training? Can you do training in-house?

In this article we’ll take you through the ins and outs of GDPR training for employees and get you clued up on what to look out for when getting your staff trained in GDPR.

What is GDPR Awareness Training?

Since 2018, companies and organisations have had to comply with The General Data Protection Regulation (GDPR), a European data privacy regulation and EU law that was made to give individuals more control over how their data is collected, used, and safeguarded online. Failure to comply with this EU law can result in hefty fines. GDPR training has become very important for companies looking to learn what rules it needs to follow and what actions it needs to take to avoid violating the regulations.

GDPR training is exactly what it sounds like; it is training for employees of companies and organisations, teaching them what to look out for and the best practices when it comes to data protection, so as to not risk staff, and therefore the organisation, breaking the rules unknowingly. After all, it’s up to the employer to ensure staff are aware of the best practices and rules of the General Data Protection Regulation.

As we explore below, every employee who comes into contact with personal data should ideally receive some form of GDPR training, and a  beginner-level training course should be a part of their induction.

Do All Employees Require GDPR training?

You may think that only those employees who regularly work in this area, such as IT Specialists or Data Protection Officers, require training to comply with the General Data Protection Regulations. However, any employee in the organisation could be at risk of causing a data breach, with this risk obviously increased if they’re unaware of key facts, such as what constitutes a data breach, or what best practices are when protecting data.

To be GDPR compliant, it is a requirement that companies and organisations show they are acting in accordance with the law throughout the organisation. Article 25   states that companies must have adequate controls to ensure compliance . This is further broken down into two areas:

• Technical - for example, the systems and processes that are used to store, transmit or process the data
• Organisational - for example, the people who interact with the data

Whilst there is no law which states GDPR training, specifically, must be given to be compliant with Article 25, it is recommended that staff be trained in GDPR and have some knowledge of how to avoid data breaches, as this helps to show compliance with the need to provide “adequate controls”.

There’s a very good reason why all employees should have some form of training to comply with the legislation. A recent study found that  85% of data breaches involve the human element ; employees are a major reason for data security concerns. As the ICO, the organisation responsible for implementing the GDPR in the UK, says , “Data protection is everyone’s responsibility, so you’ll need to provide training to everyone who works for you, including temporary staff and volunteers”.

How Do You Train Your Staff On The GDPR?

So, you know your staff need some form of GDPR training, but how do you do it?

There are a number of options, including:

• Those in charge of GDPR and data protection at your organisation could create and deliver bespoke in-house training suited to the data protection needs of your organisation depending on the level and regularity of data handling.
• An expert partner (such as Databasix) could create and deliver bespoke in-house (in-person or online) training suited to the data protection needs of your organisation depending on the level and regularity of data handling. An advantage of this live training is that staff can ask specific questions to those leading the training.
• Your staff could attend a public (i.e. non-company or organisation specific) training course . These normally take the form of off-site events at a physical location with people from other companies (which can be great for local networking), or online (remote) courses which can help keep the time required to a minimum. Again, an advantage of live training is that staff can ask specific questions to those leading the course.
• Employees could learn from pre-packaged training materials, or ”on-demand” pre-recorded sessions.

How Do You Choose the Right Training Course, and the Right Training Provider?

So let's assume for a moment that you've decided to save yourself the time, stress and headaches of providing the GDPR training in-house, and have opted outsource to an external training provider. Given that there are so many different data protection and GDPR related courses available, how exactly do you know which course is best for you or your team? How do you know if the quality of the training is going to add value? How do you know if your team are going to learn exactly what they need to learn, as opposed to leaving with more questions than they started with?

Well, thankfully you're in luck. We know it can be such a mine-field that we created a dedicate article to runs you through  9 Things to Consider When Choosing a GDPR Training Course for Employees . We highly recommend you check it out once you've finished reading this article!

What Should GDPR Training for Staff Include?

The ICO  says , “Training must be relevant, accurate and up to date”.

Firstly, ‘relevant’ can apply to your specific industry or role. The training required for one industry will no doubt be different to what’s required for another, as different levels or personal data will inevitably be handled. Similarly, while most staff need some form of GDPR training, some employees’ roles in a organisation may require more in-depth training than others, again due to the level and amount of data they may be handling. Furthermore, more in-depth training around specific areas of GDPR such as  Data Subject Access Requests (DSARs) and  Data Protection Impact Assessments (DPIAs)   may be required to ensure your employees have the most relevant knowledge required for their role.

Thankfully, some training providers, including Databasix, make it easier to demonstrate compliance by offering bespoke and custom coaching, courses and consulting.

Secondly, ‘accurate’ relates to the quality and specificity of the training provided. A vague and broad level of training may not be good enough to ensure staff meet all of the requirements of the GDPR, risking fines. A quality course will provide explanations of the main aspects of data protection such as what constitutes a data breach, as well as be provided by an experienced instructor who knows what they’re talking about.

Thirdly, ‘up to date’. The world of data protection is constantly changing, as new avenues of data breaches open up, and new safeguarding techniques are created. You therefore want your training to be up to date with these developments to ensure your employees are better equipped to meet the GDPR requirements.

Unfortunately, the ICO can’t say exactly what GDPR training needs to include,  saying , “Data protection law uses a set of key principles for how personal data should be used and protected rather than a list of what can and can’t be done. This makes sense, as it would be impossible to define all the different ways businesses should be handling data” . However, these three principles are a good starting point when choosing a quality GDPR training provider.

Do You Need To Provide GDPR Refresher Training?

As the ICO says, GDPR training must be “ up to date ”. GDPR training isn’t just something to learn about once and think you know it all - the world of data protection is constantly changing and evolving, so your staff’s training should be too.

Those in charge of GDPR and data protection at an organisation should regularly stay up to date with these changes, and filter down important information to other staff who need it, but most, if not all, staff will eventually require a more thorough update.

This is where refresher training comes in. Depending on your industry, your staff may require a GDPR refresher as frequently as once a year, or when a major change occurs such as UK government proposals to change data protection law.

Explore our  GDPR refresher training to ensure your staff are up to date with GDPR and therefore your organisation remains compliant.

Book Online or Contact Us Today!

Don’t lose sleep over how to get your staff up to scratch on their data protection and GDPR compliance. Databasix offers a wide range of  engaging online, in-person, and on demand GDPR Data Protection courses to help you and your team stay GDPR compliant, so book online today or  contact us for a friendly, no obligation chat.

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Written on Tuesday, 19 September 2023

Data leaks are a serious problem for organisations and individuals. In this day and age, individuals freely provide personal information to organisations, therefore a data leak can have a significant impact on both the company and the person. They often involve the exposure of personal data (such as name, address and financial details), with additional damage to the company or organisation in terms of potential financial loss and reputational damage.

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GDPR and Employee Data: Balancing Privacy Rights and HR Practices

The General Data Protection Regulation (GDPR) has brought significant changes to how organisations handle personal data, including the sensitive area of employee data. As HR practices involve collecting, processing, and storing employee data, it is essential for organisations to strike a balance between privacy rights and HR practices while ensuring GDPR compliance. This requires understanding the key principles and requirements of the GDPR, as well as implementing appropriate measures to protect employee data. This article explores the challenges and considerations in navigating employee data privacy under the GDPR, aiming to provide guidance on maintaining compliance while effectively managing HR processes. By striking this balance, organisations can foster trust, respect privacy rights, and enhance the overall well-being of their employees in the digital age.

Table of Contents

Introduction

Complying with the GDPR in handling employee data is crucial for organisations. It demonstrates a commitment to protecting employee privacy, enhances data security measures, and builds trust with employees. Non-compliance can result in penalties and reputational damage.

Balancing privacy rights and HR practices presents challenges. Collecting and processing employee data lawfully , managing employee rights, employee monitoring, and cross-border data transfers require careful consideration to ensure compliance while fulfilling HR functions. Finding the right balance involves clear policies, education, and ongoing compliance monitoring.

Understanding GDPR Regulations for Employee Data

Understanding these key principles, data categories, and legal bases helps organisations ensure that the processing of employee data aligns with GDPR requirements, providing a solid foundation for compliant HR practices.

Key principles and requirements of GDPR applicable to employee data

The GDPR establishes key principles and requirements that organisations must adhere to when handling employee data:

• Lawfulness, fairness, and transparency : Employee data processing must be based on lawful grounds, conducted fairly, and transparently communicated to employees.
• Purpose limitation : Employee data should be collected for specific, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes.
• Data minimization : Organisations should collect and process only the necessary employee data that is relevant and proportionate to the stated purposes.
• Accuracy : Employee data must be accurate and kept up to date. Appropriate measures should be in place to rectify or erase inaccurate or incomplete data.
• Storage limitation : Employee data should be stored for no longer than necessary for the purposes for which it was collected.
• Integrity and confidentiality : Organisations are responsible for implementing appropriate technical and organisational measures to ensure the security and confidentiality of employee data.

Categories of employee data covered under GDPR

The GDPR covers various categories of employee data, including:

• Personal data : Any information that identifies or can identify an employee directly or indirectly, such as name, address, contact details, identification numbers, and employment history.
• Sensitive data : Special categories of personal data , including information related to an employee’s racial or ethnic origin, health data, biometric data, religious or philosophical beliefs, political opinions, or trade union membership.
• Employee monitoring data : Data collected through monitoring activities, such as internet usage, email communications, CCTV footage, or GPS tracking, which may fall under personal data or sensitive data categories.

Legal bases for processing employee data under GDPR

The GDPR provides several legal bases for processing employee data:

• Contractual necessity : Processing employee data that is necessary for the performance of an employment contract, such as payroll processing or providing employment benefits.
• Compliance with legal obligations : Processing employee data to comply with legal requirements, such as tax obligations, social security contributions, or health and safety regulations.
• Legitimate interests : Processing employee data based on legitimate interests pursued by the organisation, provided it does not outweigh the rights and freedoms of the employees. This may include internal administration, security, or preventing fraud.
• Consent : In certain situations, organisations may rely on employee consent for processing their data. However, consent should be freely given, specific, informed, and unambiguous, and employees have the right to withdraw their consent at any time.

Collecting and Processing Employee Data

By adhering to the principles of consent, legal grounds, transparency, data minimization , and purpose limitation, organisations can collect and process employee data in a GDPR-compliant manner. This helps establish trust with employees, safeguards their privacy rights, and ensures responsible handling of their personal information within HR practices.

Consent and legal grounds for processing employee data

When collecting and processing employee data, organisations must establish a legal basis for processing under the GDPR. Consent is one of the legal grounds, but it is not always the most appropriate or necessary option for processing employee data. Other legal grounds include the necessity of processing for the performance of an employment contract, compliance with legal obligations, or legitimate interests pursued by the organisation.

While consent can be relied upon in certain situations, it should be freely given, specific, informed, and unambiguous. Organisations should ensure that employees understand the purposes and extent of data processing when seeking their consent. It is crucial to provide employees with the option to withdraw their consent at any time.

Transparency and informing employees about data processing activities

Transparency is a fundamental principle of the GDPR, requiring organisations to provide clear and accessible information to employees regarding the processing of their data. This includes informing employees about the purposes of data processing, the types of data collected, the recipients of the data, the retention period, and their rights as data subjects .

Organisations should establish privacy notices or policies that are easily accessible to employees, explaining how their data is handled within the employment context. Regular communication and updates regarding any changes to data processing practices are also important to maintain transparency and keep employees informed.

Data minimization and purpose limitation in HR practices

Data minimization and purpose limitation are essential principles to consider in HR practices. Organisations should only collect and process employee data that is necessary, relevant, and proportionate to fulfill the intended purpose. Unnecessary or excessive collection of employee data should be avoided.

HR departments should review their data collection practices, ensuring that only the minimum amount of employee data required for the specified purpose is obtained. This includes assessing the relevance and necessity of each data element and considering alternative ways to achieve the same HR objectives without collecting additional personal data.

Employee Rights and GDPR Compliance

By respecting employee rights and establishing efficient procedures to handle requests for access, rectification, erasure, data portability, and restriction of processing, organisations can demonstrate their commitment to GDPR compliance and empower employees to exercise control over their personal data. This fosters transparency, trust, and a positive relationship between employers and employees.

Overview of employee rights regarding their personal data

Under the GDPR, employees have various rights concerning their personal data. It is crucial for organisations to understand and respect these rights. The key employee rights include:

• Right to information : Employees have the right to be informed about the processing of their personal data, including the purposes, categories of data, recipients, and retention periods.
• Right of access : Employees have the right to request and obtain access to their personal data held by the organisation. This allows employees to verify the lawfulness and fairness of the data processing.
• Right to rectification : If employees find that their personal data is inaccurate or incomplete, they have the right to request its correction or completion.
• Right to erasure : Also known as the “right to be forgotten,” employees can request the deletion of their personal data under certain circumstances, such as when the data is no longer necessary or when consent is withdrawn.
• Right to restriction of processing : Employees can request the limitation of the processing of their personal data in specific situations, such as when the accuracy of the data is contested or when processing is unlawful.
• Right to data portability : Employees have the right to receive their personal data in a structured, commonly used, and machine-readable format and, if technically feasible, to transmit it to another organisation.

Providing access, rectification, and erasure of employee data

Organisations must establish processes and procedures to facilitate employee rights regarding their personal data. This includes providing mechanisms for employees to exercise their rights easily and effectively. When an employee requests access to their personal data, the organisation should respond promptly, providing a copy of the requested data and any relevant supplementary information.

Similarly, if an employee identifies inaccuracies or incompleteness in their data, the organisation should promptly rectify or complete the data upon request. In cases where an employee exercises their right to erasure, the organisation should ensure the data is securely and permanently deleted, unless there are legitimate grounds for retaining it.

Handling employee requests for data portability and restriction of processing

If an employee requests the portability of their personal data, organisations should provide the data in a structured and commonly used format. This allows employees to transmit the data to another organisation if they choose to do so. It is essential for organisations to have the necessary technical capabilities to facilitate such requests.

When an employee requests the restriction of processing, organisations must carefully assess the grounds for the request and determine if the conditions for restriction are met. If applicable, the organisation should limit the processing of the employee’s data while ensuring it is securely stored and not further processed, except in certain circumstances (e.g., with the employee’s consent or for legal claims).

Employee Data and HR Practices

By aligning recruitment and selection processes, employee monitoring practices, and performance evaluation, training, and development activities with GDPR principles, organisations can protect employee data, respect their privacy rights, and foster a culture of transparency and compliance within HR practices.

Recruitment and selection processes involve the collection and processing of personal data from job applicants. To ensure GDPR compliance, organisations should consider the following:

• Lawful basis for processing : Organisations must identify a lawful basis for processing applicant data, such as the necessity for the performance of a contract, compliance with legal obligations, or legitimate interests. Consent may also be relied upon if other legal bases are not applicable.
• Data minimization and purpose limitation : Only collect and process applicant data that is relevant, necessary, and proportionate for the recruitment process. Clearly communicate the purposes for which the data will be used to applicants.
• Transparent information and consent : Provide applicants with clear information about the data processing activities, including the retention period, and obtain their informed and unambiguous consent when necessary.
• Security measures : Implement appropriate technical and organisational measures to safeguard applicant data against unauthorised access, disclosure, or loss.

Employee monitoring and data protection considerations

Employee monitoring practices, such as CCTV surveillance, email monitoring, or internet usage tracking, should be carried out in compliance with GDPR principles:

• Legitimate interests and necessity : Ensure that employee monitoring activities are justified by legitimate interests pursued by the organisation, such as ensuring compliance with company policies, protecting assets, or maintaining security.
• Transparency and notice : Clearly inform employees about the monitoring activities, including the purpose, extent, and duration of monitoring. Provide notice through policies or employee handbooks.
• Proportionality and data minimization : Limit monitoring to what is necessary and proportionate to achieve the intended purposes. Avoid excessive or indiscriminate monitoring.
• Employee rights : Respect employee rights, such as privacy, dignity, and freedom of expression. Balance monitoring practices with the need for trust and open communication in the workplace.

Performance evaluation, training, and development in compliance with GDPR

Performance evaluation, training, and development activities involve the collection and processing of employee data. To ensure GDPR compliance, organisations should consider the following:

• Lawful basis for processing : Identify a lawful basis for processing employee data, such as contractual necessity or legitimate interests, and ensure that the processing is necessary and proportionate to achieve the intended purposes.
• Data accuracy and transparency : Ensure that performance evaluation processes are fair, accurate, and transparent. Clearly communicate the criteria, methods, and outcomes of evaluations to employees.
• Training and development data : Obtain employee consent or rely on other legal bases for processing employee data related to training and development activities. Inform employees about the purpose, duration, and potential recipients of their data.
• Data retention : Define clear retention periods for performance evaluation data and training records. Retain data for no longer than necessary for the intended purposes.

Securing and Retaining Employee Data

By implementing robust security measures, securely storing and retaining employee data, and complying with GDPR requirements for international data transfers , organisations can effectively protect employee data and maintain the privacy and confidentiality of personal information throughout its lifecycle.

Implementing technical and organisational measures for data security

Securing employee data requires the implementation of robust technical and organisational measures to protect against unauthorised access, loss, or misuse. Organisations should consider the following:

• Access controls : Implement strict access controls to ensure that only authorised personnel can access employee data. This includes user authentication mechanisms, role-based access controls, and the principle of least privilege.
• Encryption : Utilise encryption techniques to protect sensitive employee data both in transit and at rest. Encryption helps safeguard data from unauthorised interception or access.
• Secure infrastructure : Ensure that the IT infrastructure used to store and process employee data is secure. This includes regularly patching and updating systems, employing firewalls and intrusion detection systems, and utilising secure protocols for data transmission.
• Employee awareness and training : Educate employees on data security best practices, such as the importance of strong passwords, proper handling of sensitive information, and recognising and reporting potential security threats.

Secure storage and retention of employee data

Organisations must establish appropriate measures for the secure storage and retention of employee data throughout its lifecycle. Key considerations include:

• Data classification and categorisation : Classify employee data based on its sensitivity and establish appropriate storage and access controls accordingly. Categorise data as per legal requirements and organisational policies.
• Secure data storage : Utilise secure data storage solutions, such as encrypted databases or secure cloud storage, with access controls and robust backup and recovery mechanisms.
• Retention periods : Determine and document retention periods for different types of employee data, considering legal requirements and business needs. Regularly review and update retention policies to ensure compliance.
• Disposal of data : Implement secure data disposal procedures to ensure that employee data is permanently and securely erased when it is no longer required or when the retention period has expired.

Safeguarding employee data during international transfers

If employee data is transferred outside the European Economic Area (EEA), organisations must comply with GDPR requirements for international data transfers . Consider the following:

• Adequate safeguards : Ensure that appropriate safeguards are in place to protect employee data, such as utilising standard contractual clauses, binding corporate rules, or obtaining an adequacy decision from the European Commission.
• Data transfer agreements : Establish data processing agreements or contracts with third parties or service providers involved in the international transfer of employee data. These agreements should include specific provisions to safeguard the data and ensure compliance with GDPR requirements.
• Data subject rights : Inform employees about the international transfer of their data and any potential risks associated with it. Ensure that employees’ rights under the GDPR, such as access, rectification, and erasure, can still be effectively exercised.
• Monitoring and due diligence : Regularly monitor the compliance of third parties involved in international data transfers . Conduct due diligence to assess their data protection practices and ensure they meet the necessary GDPR requirements.

Employee Consent and Consent Management

By obtaining valid consent, effectively managing and documenting employee consent, and being responsive to consent renewals or withdrawals, organisations can ensure that their HR practices align with GDPR requirements and respect the privacy rights of employees.

Obtaining valid consent for processing employee data

When processing employee data, organisations must ensure that they have a valid legal basis for processing, which may include obtaining the employee’s consent. Consider the following when obtaining consent:

• Freely given : Consent should be freely given, meaning that employees have a genuine choice and are not subjected to negative consequences or pressure if they refuse to give consent.
• Informed and specific : Employees should be provided with clear and specific information about the purposes of the data processing, the types of data involved, and any potential third-party recipients of the data.
• Unambiguous and affirmative : Consent should be expressed through a clear and affirmative action, such as signing a consent form, ticking a box, or providing a verbal statement.
• Withdrawal of consent : Employees should be informed that they have the right to withdraw their consent at any time, and the process for withdrawing consent should be clearly communicated.

Managing and documenting employee consent in HR processes

Managing and documenting employee consent is essential for GDPR compliance and transparency in HR processes. Consider the following practices:

• Consent records : Maintain a record of each employee’s consent, including the date, the purpose of processing, and the method used to obtain consent. This record should be easily accessible and regularly updated.
• Consent management systems : Implement digital or manual systems to manage and track employee consent. These systems should facilitate easy retrieval of consent records and allow for efficient management of consent renewal or withdrawal.
• Employee privacy notices : Provide employees with clear and comprehensive privacy notices that outline the types of data processing activities undertaken, the legal basis for processing, and their rights as data subjects.
• Regular review and renewal : Regularly review and renew employee consent to ensure that it remains valid and up to date. Seek renewed consent if there are material changes to the processing activities or if the original consent becomes outdated.

Renewing or withdrawing employee consent as per GDPR requirements

Under the GDPR, employees have the right to withdraw their consent at any time. Organisations should be prepared to handle consent renewals and withdrawals effectively:

• Renewing consent : Regularly review the need for ongoing processing of employee data and seek renewed consent if the original consent expires or becomes outdated. Inform employees about the need to renew consent and provide them with the opportunity to do so.
• Withdrawal of consent : Establish clear and accessible procedures for employees to withdraw their consent. Inform employees of their right to withdraw consent and provide them with easy-to-use mechanisms, such as an online form or dedicated email address.
• Impact on HR processes : Assess the potential impact of consent withdrawals on HR processes and take necessary steps to accommodate such requests. Ensure that the withdrawal of consent does not result in adverse treatment or negative consequences for employees.
• Documentation : Maintain accurate records of consent renewals and withdrawals to demonstrate compliance with GDPR requirements. This documentation will be valuable in the event of a data protection audit or investigation.

Data Breaches and Incident Response in Employee Data

By taking proactive measures to prevent and detect data breaches, establishing robust incident response procedures, and effectively communicating with affected employees, organisations can demonstrate their commitment to protecting employee data and complying with GDPR requirements.

Preventing and detecting data breaches involving employee data

Preventing and detecting data breaches involving employee data is crucial for GDPR compliance and protecting employee privacy. Consider the following measures:

• Robust security measures : Implement comprehensive security measures, including firewalls, encryption, access controls, and intrusion detection systems, to protect employee data from unauthorised access or breaches.
• Employee awareness and training : Educate employees on data security best practices, such as creating strong passwords, avoiding phishing emails, and using secure networks. Promote a culture of data protection and vigilance among employees.
• Regular vulnerability assessments and penetration testing : Conduct regular assessments to identify vulnerabilities in systems and networks. Perform penetration testing to simulate potential attacks and address any weaknesses promptly.
• Monitoring and auditing : Monitor systems and networks for suspicious activities and unauthorised access attempts. Implement logging mechanisms and conduct regular audits to detect and address security breaches proactively.

Incident response procedures and notifying supervisory authorities

Having effective incident response procedures in place enables organisations to respond promptly and appropriately to data breaches involving employee data. Consider the following steps:

• Incident response plan : Develop a comprehensive incident response plan that outlines the roles, responsibilities, and procedures to be followed in the event of a data breach . Assign a designated incident response team to handle and coordinate the response.
• Incident identification and assessment : Establish mechanisms for promptly identifying and assessing data breaches involving employee data. Implement monitoring systems and conduct regular security assessments to detect breaches as early as possible.
• Containment and mitigation : Take immediate steps to contain the breach and minimise its impact. This may include isolating affected systems, removing unauthorised access, and applying patches or updates to prevent further exploitation.
• Notifying supervisory authorities : If the breach poses a risk to the rights and freedoms of individuals, including employees, notify the relevant supervisory authorities within the designated timeframe specified by the GDPR. Provide comprehensive information about the nature of the breach, the affected individuals, and the measures taken to address the breach.

Communicating data breaches to affected employees

When a data breach involves employee data, organisations must communicate the breach to affected employees in a transparent and timely manner. Consider the following communication practices:

• Prompt communication : Notify affected employees as soon as reasonably possible after the data breach is discovered. Timely communication allows employees to take appropriate measures to protect their personal information.
• Clear and concise information : Provide clear and concise information about the nature of the breach, the types of data affected, and the potential risks or consequences. Use plain language that employees can easily understand.
• Guidance and support : Offer guidance to affected employees on steps they can take to protect themselves, such as changing passwords or monitoring their financial accounts. Provide contact information for support or assistance.
• Ongoing updates : Keep affected employees informed about the progress of the incident response and any additional measures being taken to address the breach. Maintain open lines of communication and address any concerns or questions raised by employees.

Employee Data Retention and Disposal

By establishing clear retention periods, implementing secure disposal practices, and maintaining comprehensive data retention policies, organisations can ensure GDPR compliance in the handling of employee data. These practices contribute to protecting employee privacy rights and promoting responsible data management within the organisation.

Retention periods for employee data under GDPR

Under the GDPR, organisations should establish clear retention periods for employee data. Consider the following factors when determining retention periods:

• Legal requirements : Take into account any legal obligations that dictate specific retention periods for certain types of employee data. These may vary depending on the jurisdiction and the nature of the data.
• Purpose of data processing : Assess the purposes for which employee data is collected and processed. Determine how long the data needs to be retained to fulfill those purposes.
• Employment relationship : Consider the duration of the employment relationship and any potential post-employment requirements or obligations that may influence the retention period.
• Industry practices and standards : Research industry-specific practices and standards regarding data retention periods for employee data. This can provide guidance in establishing reasonable and appropriate retention periods.

Secure disposal of employee data after the retention period

Once the retention period for employee data has expired, organisations should ensure secure disposal to prevent unauthorised access or misuse. Consider the following practices:

• Data anonymization or pseudonymization : Before disposal, consider anonymizing or pseudonymizing the employee data to remove personally identifiable information. This can help protect the privacy of individuals while still allowing for certain data analysis or research purposes.
• Secure deletion or destruction : Implement secure deletion methods or physical destruction techniques to ensure complete removal of employee data. This may include overwriting data, shredding physical documents, or utilising professional data destruction services.
• Disposal policies and procedures : Develop clear policies and procedures for the secure disposal of employee data. Ensure that employees responsible for data disposal are trained on these procedures and follow them consistently.
• Documenting disposal activities : Maintain records of the disposal process, including dates, methods used, and individuals involved. This documentation demonstrates compliance with GDPR requirements and can be valuable in the event of an audit or investigation.

Documenting and maintaining data retention policies

To ensure GDPR compliance and effective management of employee data, organisations should establish and maintain data retention policies. Consider the following practices:

• Policy development : Develop a comprehensive data retention policy that outlines the specific retention periods for different types of employee data. Include clear guidelines on the criteria used to determine retention periods.
• Review and updates : Regularly review and update data retention policies to align with changes in legal requirements, industry practices, and organisational needs. Ensure that policies reflect the most current understanding of data protection regulations.
• Documentation and dissemination : Document the data retention policy and make it easily accessible to employees and relevant stakeholders. Ensure that employees are aware of the policy and their responsibilities in adhering to it.
• Compliance monitoring : Establish processes for monitoring and auditing compliance with data retention policies. Conduct regular assessments to ensure that employee data is retained and disposed of in accordance with the established policies.

Training and Awareness for HR Personnel

By providing GDPR training to HR personnel, leveraging the expertise of DPOs, and fostering a culture of privacy and data protection, organisations can ensure that HR practices align with GDPR requirements. This approach promotes ethical data handling, safeguards employee privacy, and minimises the risk of GDPR violations within HR departments.

Importance of GDPR training for HR personnel

GDPR training for HR personnel is crucial to ensure compliance with data protection regulations and to protect the privacy rights of employees. Consider the following reasons why GDPR training is important:

• Understanding legal obligations : GDPR training equips HR personnel with knowledge of their legal obligations regarding the handling of employee data. It helps them understand the principles, requirements, and limitations imposed by the GDPR when collecting, processing, and storing employee data.
• Minimising compliance risks : GDPR violations can lead to significant financial penalties and reputational damage for organisations. By providing GDPR training to HR personnel, organisations can minimise the risk of non-compliance and avoid potential fines or legal consequences.
• Safeguarding employee privacy : GDPR training helps HR personnel understand the importance of protecting employee privacy rights. It emphasises the need for lawful, fair, and transparent processing of employee data, fostering a culture of respect for privacy within the HR department.
• Data breach prevention : HR personnel play a critical role in safeguarding employee data from data breaches. GDPR training raises awareness about best practices for data security, such as the importance of strong passwords, secure data storage, and regular data backups.

Role of data protection officers (DPOs) in HR departments

Data protection officers (DPOs) have a vital role in ensuring GDPR compliance within HR departments. Consider the following aspects of their role:

• Expertise and guidance : DPOs possess specialised knowledge of data protection laws and regulations. They provide guidance and support to HR personnel, helping them navigate the complexities of GDPR compliance in their day-to-day activities.
• Internal oversight and monitoring : DPOs oversee HR data processing activities, ensuring they comply with GDPR requirements. They monitor data flows, conduct privacy impact assessments , and assess the effectiveness of data protection measures implemented by the HR department.
• Liaison with supervisory authorities : DPOs serve as a point of contact between the HR department and supervisory authorities. They facilitate communication, respond to inquiries, and ensure timely reporting of any data breaches or incidents involving employee data.
• Training and awareness : DPOs play a crucial role in providing GDPR training and raising awareness among HR personnel. They educate HR staff about their responsibilities, rights, and obligations under the GDPR, promoting a culture of compliance and data protection.

Promoting a culture of privacy and data protection in HR practices

Creating a culture of privacy and data protection within HR practices is essential to ensure GDPR compliance and protect employee rights. Consider the following strategies to promote such a culture:

• Policy development : Develop clear and comprehensive data protection policies specifically tailored to HR practices. These policies should outline the organisation’s commitment to privacy, data protection principles, and guidelines for handling employee data.
• Training and awareness programs : Provide regular training sessions and awareness programs for HR personnel on GDPR compliance and best practices for data protection. These programs should highlight the importance of respecting employee privacy and the consequences of non-compliance.
• Clear communication : Ensure clear and transparent communication with employees regarding data processing activities. Inform employees about the purposes, legal bases, and retention periods for their personal data, empowering them to exercise their rights effectively.
• Privacy by design : Integrate privacy considerations into HR practices from the outset. Implement privacy-enhancing measures, such as data minimization, pseudonymization, and regular privacy impact assessments, to embed privacy and data protection into HR processes.
• Regular assessments and audits : Conduct regular assessments and audits of HR data processing activities to identify any gaps or areas for improvement in GDPR compliance. Use the findings to enhance data protection practices and address any compliance issues.

In conclusion, GDPR compliance in the context of employee data is of utmost importance for organisations to balance privacy rights and HR practices effectively. Understanding the key principles and requirements of GDPR, collecting and processing employee data lawfully, respecting employee rights, and implementing appropriate security measures are essential steps for compliance. Training HR personnel, engaging data protection officers , and promoting a culture of privacy and data protection contribute to ensuring GDPR compliance in handling employee data. By striking a balance between privacy rights and HR practices, organisations can establish a strong foundation for ethical data management and cultivate trust among their employees.

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GDPR Training for Employees

GDPR Training for Employees is important in order to help employees understand the new regulations surrounding data protection and how they must protect personal data both in the workplace and outside of it.

Many businesses are now required to provide GDPR training for their employees in order to help them understand the new data protection regulations and how they must protect personal data both at work and outside of it. This training is an essential part of ensuring that employees are aware of the new rules and know how to properly handle sensitive information.

Employees need to be in the know

Employees need to be ‘in the know’ about the GDPR regulations so that they can protect personal data both in the workplace and outside of it. Training is an essential part of ensuring that employees are aware of the new rules and know how to properly handle sensitive information.

Businesses should provide GDPR training for their employees to equip them with the knowledge and skills needed to keep personal data safe. This training will help employees understand the importance of protecting sensitive information. By educating employees about these new regulations, businesses can better protect themselves from data breaches and potential fines or penalties.

Employee errors lead to privacy breaches

In a recent study, it was found that employee errors were the leading cause of privacy breaches in organizations. This is not surprising, as employees are often not aware of the importance of protecting personal data. In order to help employees protect personal data, businesses need to provide GDPR training for their employees.

This training will help employees understand the importance of protecting sensitive information and will provide them with the knowledge and skills needed to keep personal data safe. By educating employees about these new regulations, businesses can better protect themselves from data breaches and potential fines or penalties.

Data protection is important for everyone

Data protection is important for everyone, not just businesses. Employees need to be aware of the importance of protecting personal data, as they are often the ones who handle this information on a regular basis. That is why it is so important for businesses to provide GDPR training for their employees – in order to help protect sensitive data from potential security breaches or privacy violations.

Employee GDPR and Cyber Security Training is essential

Employees in the European Union and the UK must now undergo GDPR training as part of their work duties. The General Data Protection Regulation is designed to protect user data and privacy. Companies that don’t provide adequate training may face fines due to Data Breaches caused by staff mistakes and a lack of understanding of their responsibilities regarding Data Protection.

GDPR training for employees will typically include some fundamental concepts of data protection. For example, employees should understand that they cannot share personal information about users without their consent and that all data should be stored securely. Additionally, companies must make sure that their policies around user privacy are specific and clear so that employees know what to do in order to comply with the law.

The benefits of staff training in GDPR data compliance

There are several benefits to staff training in GDPR data compliance:

Demonstrate Compliance

Businesses that provide GDPR training for their employees can demonstrate their commitment to data protection and compliance with the GDPR regulations. By educating employees about how to handle personal data, businesses can show that they take data security seriously.

Empower Your Staff

Empower your staff with the necessary tools and information they need to protect personal data. GDPR training will help employees understand the importance of data security and how to properly handle sensitive information.

Avoid Large Fine

One of the main reasons for providing GDPR training for employees is to help businesses avoid potential fines or penalties. Failing to provide adequate training could lead to a fine of up to 4% of a company’s global annual revenue or 20 million euros, whichever is greater.

Reinforce Awareness

It is important to continually reinforce awareness of the importance of protecting personal data. Employees should be reminded of the basics of data protection and how to handle personal information in a responsible manner. This can be done through regular training sessions.

Strengthen Your Defences

There are many things businesses can do to strengthen their defences against potential data breaches and privacy violations. By ensuring GDPR compliance organisations can help protect themselves from potential fines or penalties.

What does a compliant company look like?

A compliant company typically has a data privacy policy that is easy to understand, and that specifies how user data will be protected. The company will also implement appropriate security measures to protect user data.

Employees will be trained in how to comply with the data privacy policy and ways of maintaining cyber security in the workplace and will be aware of the consequences of violating it. Finally, the company will have processes in place to handle user data requests, such as the right to access or delete information.

How we can help train your staff in data protection compliance

At GDPR Advisor, we understand the importance of data protection compliance and are here to help train your staff to ensure that your business complies with GDPR. Our training courses are specifically designed to meet the requirements of GDPR, and they are delivered by expert instructors.

GDPR training is not optional!

Complying with GDPR can be a daunting task, but it’s important to remember that training your employees is not optional! By failing to provide GDPR training for your employees, you are putting your business at risk of fines and penalties due to Data Breaches.

At GDPR Advisor, we understand the importance of data protection compliance, and we are here to help train your staff in order to ensure that your business is compliant with GDPR. Our training courses are specifically designed to meet the requirements of GDPR, and they are delivered by expert instructors.

Learn more about GDPR and Cyber Security online training and testing for employees

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GDPR Compliance Training Presentation

This practice note may be used to prepare a presentation to train personnel about the General Data Protection Regulation, Regulation (EU) 2016/679 (EU GDPR) and how to comply with it. The training materials provide an overview of the EU GDPR at supranational level. The EU GDPR provides for various national derogations and exemptions. Local law advice should be taken on the application of the EU GDPR in any particular EU/EEA jurisdiction and the approaches taken by relevant national courts and supervisory authorities (which may differ).

• GDPR Thought Leadership

GDPR training requirements – Your how-to guide to data protection training

• 6th May 2019

GDPR has been law across Europe since 25 May, 2018. It represented a sea-change in how companies must treat data. For any complex regulation, training is one of the best ways to mitigate the risk of things going wrong, and support staff to do it right. Online training is particularly effective when it comes to GDPR training because data protection is about the practical, every-day requirements of keeping data safe and secure.

Does GDPR require employee training?

All staff who are involved in the processing and storing of data must be familiar with their organisation’s data protection policy and follow it. Training is one of the key measures a company can take to help their staff understand and follow their organisation’s data protection procedures and comply with the regulation. But a one-off generic course is not enough. Training should be relevant and speak to each user’s unique role and responsibilities.

Is GDPR training mandatory?

While GDPR training may or may not be mandatory, depending on your jurisdiction and the type of organisation, the bottom line is that GDPR compliance is mandatory. Training that is relevant to each user’s specific role and responsibilities and that includes realistic scenarios and the option to customise can go a long way in ensuring that staff understand and have the tools they need to comply with the regulation.

Benefits of GDPR Training

An ongoing programme of effective GDPR training has many benefits, including:

• Increased job satisfaction amongst employees who know they are following best practice across the board
• Improved processes and procedures inside the organisation
• Reduced maintenance costs
• Improved consumer confidence and trustworthiness
• Better data security and reduced risk of a data breach
• Potential to enhance the reputation of the company as being at the forefront of data protection

GDPR Staff Training Requirements

EU GDPR does not include much mention of training, but does say that in companies with a DPO, one of the DPO’s responsibilities is to ensure that staff is aware of and trained in GDPR. Regarding GDPR in the UK, twhich is under the ICO’s authority, organisations must demonstrate that they are taking necessary steps to comply with the regulation.

European GDPR training requirements

GDPR might be heavy in regulations, but it’s rather light in training requirements. Only three out of 99 articles in GDPR even mention training.

Article 39 of GDPR specifies the tasks of the data protection officer. Not every organisation must appoint a DPO, but for those that do, the DPO must have at least the responsibility:

to monitor compliance with this Regulation, with other Union or Member State data protection provisions and with the policies of the controller or processor in relation to the protection of personal data, including the assignment of responsibilities, awareness-raising and training of staff involved in processing operations, and the related audits;

Article 47 of GDPR expands on the tasks of the data protection officer in reference to binding corporate rules which allow for data transfers between a group of companies and states:

the tasks of any data protection officer designated in accordance with Article 37 or any other person or entity in charge of the monitoring compliance with the binding corporate rules within the group of undertakings, or group of enterprises engaged in a joint economic activity, as well as monitoring training and complaint-handling;

The only other mention of training in GDPR is Article 70 which discusses the tasks of the European Data Protection Board, a body of the EU similar to the European Commission and responsible for the application and upkeep of GDPR. One of the tasks of the board is to:

promote common training programmes and facilitate personnel exchanges between the supervisory authorities and, where appropriate, with the supervisory authorities of third countries or with international organisations;

However, this is in reference to training programmes between supervisory authorities – the national bodies in each country responsible for data protection law – in the UK this is the ICO. GDPR only specifies training of individual staff members of a company in relation to the tasks of a DPO.

This does not mean, however, that a company can avoid training their staff if they decide not to appoint a DPO. It only means GDPR is a high-level explanation of European data protection law, and outwith the specified tasks of a data protection officer, it does not lay down how the regulation must be applied on a business level, because the next step down from GDPR is how each country interprets the Regulation.

UK GDPR training requirements

The Information Commissioner’s Office is the supervisory authority in the United Kingdom. This means it is the national data protection body tasked under EU and UK law with applying data protection law and setting regulations and standards.

The ICO discusses training in a number of places, and essentially makes staff training mandatory.

The ICO requires that an organisation be GDPR compliant. In addition, all organisations must ensure and be able to demonstrate that they are taking the necessary measures to comply with the law. One of the ways to do so is implementing staff training. At the very least, this would mean some kind of awareness training of staff to ensure they are aware of the rules.

In the ICO’s guide to GDPR for organisations, it further specifies when training is required.

Dealing with data protection rights, that is the right of access, erasure, to restrict processing, data portability and also to object to processing is required by data protection law. The ICO states: you have a legal responsibility to identify that an individual has made a request to you and handle it accordingly. Therefore you may need to consider which of your staff who regularly interact with individuals may need specific training to identify a request.

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6 Tips to Train your Employees in GDPR

General Data Protection Regulation (GDPR) has now totally changed how companies collect and process their data. GDPR employees training gives awareness to your employees to know all about privacy laws and their importance.

Indubitably, GDPR outlines the due regulations for data processing, but it is essential to have thorough knowledge to ensure compliance.

This knowledge can come from GDPR training and lectures. It is of chief importance for companies to have GDPR awareness training for their employees to confirm compliance.

In this article,  Seers  will tell you about the reason, tips and benefits of GDPR training. And also how you can get GDPR training for your employees. But first, why GDPR is necessary.

Why Is GDPR Training For Employees Necessary?

Under both GDPR-UK and GDPR EU, GDPR training for employees is mandated. As the Information Commissioner states

“you have a legal responsibility to identify that an individual has made a request to you and handle it accordingly. Therefore you may need to consider which of your staff who regularly interact with individuals may need specific  training  to identify a request.”

So it is mandated under ICO’s regulations to arrange GDPR training for employees in the UK. Also, in GDPR-EU the Articles 70, 39, and 47 highlight the need for GDPR training for employees.

To escape fines and litigations, proper GDPR training for employees is also necessary as non-compliance can result in a fine of 18 million pounds or 4% global turnover. Why risk your image and profits when you can train your staff online with Seers GDPR staff training. Sign up and start for  free .

GDPR AWARENESS TRAINING FOR EMPLOYEES:

Compliance with General Data Protection Regulation (GDPR) requires that your employees understand risks, rules, and rights related to data as non-compliance can result in a heavy fine of  £ 18 million.

Why lose your revenue to GDPR fines? Get your employees certified GDPR training online. Sign up and start for  free

The topics primarily involved in GDPR awareness training for employees are:

• Classification of Data
• Rights of Data Subjects
• Instant Response in case of Data Breach
• Consent 

Benefits Of GDPR Training:

The benefits of GDPR training are :

Documentation:

It is now a legal requirement to show that your staff is GDPR trained. With proper GDPR training, you cannot only learn but have a certificate that can be accounted as proper documentation, which you can show to relevant authorities to build and trust and prove your efficiency.

Get UK’s no 1 GDPR training for employees. Sign in and start for  free

Data Subject Access Rights:

Data Subject Access Rights is the essential aspect of GDPR defined in Article 15. 

These rights usually are first met by the staff on the customer end. So proper GDPR awareness training will make them able to understand data subject requests.

Manage your Data Subject Access Request with Seers, which has more than 5000+ requests managed and responded to. Sign up and Start for  free .

Reduced Human Errors:

Research has found that 90% of cyber insurance claims could be because of human errors ( Willis Towers Watson). These stats reflect that there is a high chance of human error, especially if employees are untrained.

A programme of GDPR Awareness training for employees can significantly aid in reducing human error. 

General Awareness:

GDPR training for employees can help create general awareness about the requirements of GDPR, rights, obligations, punishments and fines in case of non-compliance.

Don’t risk fines. Train your staff online with Seers online GDPR training.

Tips For Employees GDPR TRAINING:

Seers  have prepared a list of tips that you can consider for your GDPR training of employees.

Consider Your Requirements:

Here it is crucial for you as an employer to first assess your requirements. Furthermore, you can tailor your GDPR training program based on the size of your organisation.

Small organisations will have to arrange GDPR training based on their resources as they cannot afford dozen or more employees out on training at the same time. 

Seers is offering GDPR online training for employees whether you are a small or big organisation. So why risk it. Sign up and start for  free .

Set Your Goals:

 You need measurable goals; otherwise, your GDPR training is of no use.

It is good if you set short-term goals. For example, you can take a look at what sort of threats you face and plan accordingly.

For instance, knowing that your employees cannot respond appropriately to data subject requests can help you define your goal for training drills.

Continuous Process:

GDPR training of employees is a detailed and ongoing process. 

This means they should always be equipped to embrace new changes in every field, from data security to handling, to stay compliant with GDPR.

Worried about your GDPR compliance. Get your GDPR audit today with Seers. Sign up and start for  free .

Engagement:

The engagement of your staff in this process of GDPR training is very important.

It is essential for the effectiveness of the GDPR training that you engage your staff in various ways.

For instance, visual aids and videos can be of great use.However, online training is considered best because of interactivity like Seers GDPR training, where in just 45 minutes you can train your employees. Sign up and start for  free.

Practicality:

Instead of focusing on theory, move toward practicality.

For instance, give your employees a dummy task of email marketing and see how they handle it under the rules of GDPR.

Patience Is The Key:

Yes, patience is the key, which means you should not expect drastic changes overnight.

 Continuous training will bring improvement gradually with time. Because here you are talking about changing your employee’s habits. 

SEERS Online GDPR Training For Employees:

Seer offers UK’s Number 1 GDPR compliance training online. Seers have divided its training into  4 modules.

Also, there are different types of GDPR training materials for employees, like ultimate GDPR training guides to   GDPR for schools and GDPR for accountants  etc.So train your employees in 45 minutes with UK’s no 1 GDPR online training. Sign up and start for  free .

Undoubtedly, your employees are your biggest asset, and giving your staff GDPR training is the best investment you can make because GDPR trained employees can save you from a heavy fine of  £ 18 million and public shame.

And when you can start for  free  with Seers, then why are you risking fines. 

Seers Online GDPR Training Course

Our GDPR Staff eTraining solution is an online, interactive, modular-based training course that enables organisations to train their staff under the GDPR and get certified. 

Seers Online GDPR Training will teach your employees about personal and sensitive data, why they need to be protected, and how to comply with the EU’s General Data Protection Regulation (GDPR). 

Our GDPR training comprises four basic modules. These modules are:

What’s covered in the GDPR training?

This GDPR employee training course covers the most current data protection standards, including: 

• Introduction to data protection and the GDPR. 
• Introduction of personal data, identifying personal data, and highlighting the increased risk attached to the specific category of personal data. 
• Examples of personal data and best practices for securing it. 
• How to identify and report a personal data breach.
• Details on some of the GDPR’s most critical regulatory requirements.

Why choose Seers online GDPR Staff e-Training? 

Seers’ approach assists businesses in meeting the legal, regulatory, and ethical requirements for protecting personal data with modern technology. This strategy enables organisations to adopt appropriate security controls and respect individuals’ right to data privacy. 

The online GDPR training by Seers provides an introduction to the GDPR privacy requirements, enhancing an organisation’s capacity to comply with various worldwide privacy requirements reliably and efficiently. It is efficient in the following ways: 

• Train your staff on GDPR – over 500 organisations have used our platform to train their employees. We’ve trained over 5000+ professionals and saved 50,000+ organisations from hefty fines. 
• Industry specialists create our staff GDPR training, so you can rest assured that the material is accurate and up to date. 
• Guaranteed results – track progress and generate audit reports upon completion. 
• Payment flexibility with number of members. 
• Fast and efficient, approximate duration: 45 minutes
• On completion, the certificate is provided on the same day. 

Aim of the Seers GDPR Training 

• Learn the purpose of the UK and EU GDPR.
• Explain what information is governed by the GDPR.
• Possess the expertise essential to implement GDPR-compliant processes.
• Learn what is expected of businesses in terms of data security.
• Understand the rights of Data Subjects under the GDPR. 

The online evaluation is conducted after completing the GDPR training content. There will be multiple-choice questions with 80% passing marks. The answers are graded automatically, so you will know immediately if you passed or failed. On successful completion of the course, you will receive the certificate. If you fail, don’t worry! You can retake the test as often as necessary at no additional cost.

Criteria For Staff Assessment

Conduct GDPR Training For your Employees (and avoid headaches or hefty fines)

Research indicates that 85% of data security incidents include employees, so GDPR is more than a box-checking exercise; training your staff’s data protection responsibilities could be crucial to achieving compliance. 

GDPR training is sometimes at the bottom of the to-do list, but when the penalties for non-compliance are so severe, it is essential to make the required efforts to ensure that all of your employees understand their obligations. 

The GDPR Staff eTraining solution is an online, interactive, modular-based training course that enables companies to train their staff on GDPR compliance. 

Undoubtedly, The GDPR’s legal obligations have made this training necessary for all organizations. This 45-minute solution allows you to easily teach your workers remotely and includes a test and certification.

What could be the consequence of not conducting proper GDPR Staff eTraining?

Two critical issues are associated with a lack of GDPR training for employees.

• Firstly, There is a risk that personal data will not be processed according to the requirements of GDPR. If employees do not receive adequate training in line with their position within the organization, this could result in litigation, fines, and more issues. The training is a requirement of the national data protection legislation, and failing to comply can result in regulatory action and reputational harm to the organization.
• Secondly, many organizations forget that their employees are their duty. If legal carelessness or employee negligence, the organization’s liability will be shared and cannot be put or transferred to employees. As a result, it is crucial that the firm takes care of its employees and ensures that they can perform their roles and responsibilities under the law.

How to conduct a GDPR Training for my staff? 

Digital learning is the most effective method for managing this. Digital learning solutions are:

• Firstly, A no-brainer for reducing administrative costs.
• Secondly, Enabling self-paced learning for information-heavy topics.
• Thirdly, Conveniently deploying and tracking continuing introduction and refresher training. 

To train your staff with Seers online GDPR training course , simply: 

• Sign in to your account.

2. Select the GDPR Staff Training solution to begin. 

3. Select the ‘train your staff’ option.

4. Click on the Add New button to invite your staff for training and click Save .

5. You can check the invited user’s status, score, and certificates here. You can also resent the invitation by clicking on the Resend button.

6. An invitation will be sent to the person invited. Click on the provided URL in the email.

7. Then your employee needs to provide the required details to start the training.

After the registration your staff member can start his/her training.

Wrapping Up

In a nutshell, under the GDPR law, every member of your organization’s personnel who handles personal data must receive comprehensive data privacy and protection training. Also, you must demonstrate that your employees have been trained and understand the fundamentals of Data Protection and GDPR.

Thus, you can train your employees online. It only takes 45 minutes to demonstrate that your personnel are aware of their responsibilities and that your firm is compliant. The GDPR training certificate marks the completion of the course. Consequently, ensure that your organisation is compliant immediately by utilising the GDPR Staff eTraining Solution .

Who should take GDPR Training? 

This GDPR course is appropriate for anyone responsible for ensuring GDPR compliance inside their organization. GDPR training is for all services inside and outside the UK and EU that use or store personal data.

So, this training focuses exclusively on GDPR requirements. Our Data Protection course may be a perfect choice if you’re seeking a more comprehensive grasp of the Data Protection Act, including the GDPR. 

Why is GDPR training for staff important?

• Shows Your business is GDPR compliant

According to the GDPR, you must be able to demonstrate your compliance with the law. Employee GDPR training is the most convenient way to demonstrate compliance.

•  Avoid hefty fines and penalties

Also, Online GDPR training informs users on the consequences of a data breach and motivates employees to protect the personal data they handle.

• Build up and strengthen your defences

Moreover, Investing in expensive technology won’t help if your employees aren’t processing data appropriately. 

• Empower your staff

Also, employees should receive data protection training to learn about their duties, apply best practices, and actively comply with the regulation. 

• Instil awareness 

Additionally, with this annual license, refresh staff understanding as part of a continuous staff awareness program. 

• Demonstrate your employee’s knowledge

Lastly, with online GDPR training, your staff can demonstrate their GDPR and data protection knowledge.

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Free GDPR training course

A 100% free introduction to GDPR and data protection principles. 

In this short course we’ll cover some of the key concepts and principles of UK GDPR. We’ll look briefly at some examples of how it applies in practice and you’ll get an understanding of how GDPR fits into the array of other data protection and communications laws which affect how all of us are allowed to process personal data (within a commercial context).

At the end of the course you’ll have the opportunity to complete a mini assessment and gain a certificate to prove your knowledge and understanding.

You can put this certificate on your CV or LinkedIn profile.

Note: For employee data privacy training we recommend our more comprehensive  GDPR Essentials Course  which will help you meet your responsibilities under the accountability principle of UK GDPR. It covers the topics in more detail and contains more practical examples.

Why is it free?

We get it – data privacy laws are complex. At Measured Collective we are committed to improving people’s understanding of data privacy laws so that they can learn how to use data more effectively and rescue their risk of financial penalties or criminal prosecution. Making this basic course free means that more people can access this knowledge. 

1 hour // 100% online UK GDPR – DPA18 (🇬🇧) ∘ EU GDPR (🇪🇺)

Article: Why we updated our free platform.

Preview the course

Data privacy isn’t everyones’ favourite topic, so we get to the point. Each module is designed to keep you engaged and uses examples to bring difficult concepts to life.

Free certificate

Complete the end of course assessment and you’ll get a certificate which you can add to your CV or LinkedIn profile. Want to be able to track your progress? We recommend our GDPR Essentials course instead.

Looking for more?

Unlimited Premium Course Access

GDPR Essentials, GDPR Refresher & PECR for Marketers

20 Seats from just £236

Learn more about Measured Collective Plus

Course content

Learning outcomes

• Understand the key principles, data subject rights of the UK General Data Protection Regulation.
• Understand how UK GDPR is enforced and how it fits into the data privacy law landscape: Data Protection Act, PECR, EU GDPR etc.
• Be aware of some of your legal responsibilities under UK GDPR as an employee or owner of an organisation/company that processes personal data.

GDPR Training Recommendations

• All employees should receive at least basic GDPR awareness training before they start processing personal data.
• Employees who process significant volumes of data or who perform high risk data processing activities such as sales and marketing staff should receive additional training.
• All employees should receive regular refresher training once to twice a year to ensure that they still understand how to apply GDPR and that they understand the legal impact of any recent changes.

Recommended for:

• Gaining a basic understanding of GDPR and data protection concepts. For employee training we recommend our more thorough GDPR Essentials Course which will help you meet your responsibilities under the accountability principle of UK GDPR. If you already have knowledge of GDPR and have not completed further training within the last year we recommend that you try our GDPR Refresher Course .

Prerequisites

There is no prerequisite for this GDPR training.

What do I need for this course?

This course is 100% online. You will need a computer and a stable internet connection to access the video lessons and interactive assessments.

• When does GDPR apply?
• UK GDPR and EU GDPR
• Fines and enforcement
• High profile fines
• Lawfulness, fairness and transparency
• Purpose limitation
• Data minimisation
• Storage limitation
• Integrity and confidentiality (security)
• Accountability
• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling
• Assessment – certificate on passing (score 75%+)

What you’ll learn…

In this course we cover many of the most important concepts of GDPR and related data privacy laws. You’ll finish the course with a firm understanding of what personal data is and what situations are covered by GDPR.

You’ll also have a basic awareness of each of the principles of GDPR and the rights of individuals (data subjects).

What people who have taken the course say

“Well explained”

“Easy to follow and understand”

“Simple and easy to understand, in layman’s terms.”

“Quick, simple to use, clear”

“Thank you for this opportunity”

“Very informative and interactive”

Basic course (free)

Dive straight into the first lesson.

Looking for GDPR training for employees?

Explore our more comprehensive GDPR Essentials course . Contains more examples and covers all of the biggest compliance risks.

How do I get the certificate?

At the end of the course there is a mini-assessment. Score 75%+ and you will have the option to “claim certificate”. Click on this link and enter your name into the pop-up. Your certificate will then be generated.

Can I put the certificate on my CV or LinkedIn profile?

Yes, of course!

I lost my certificate or need to update my name

If you lost your certificate, need to fix a mistake or did not claim it after completing the end of course assessment you will need to repeat the end of course assessment. Sorry! – But don’t worry, with your newfound GDPR knowledge it should be a piece of cake. If you are a customer of our paid courses – please note that you can download your certificate at any time by logging back into the paid courses platform (assuming your account is active).

More data privacy courses

GDPR Essentials Online Course

UK GDPR – EU GDPR

The GDPR awareness course that will give everyone the knowledge they need to know about UK GDPR and EU GDPR.

GDPR Refresher Training Course

A short interactive online GDPR refresher course that will keep your knowledge of GDPR sharp and help you reduce your risk of financial penalties.

Financial Decks

Visualize your results with ease

4.6 out of / 5

Usage example

Description, how to edit.

PowerPoint template graphics of explaining Data Privacy and GDPR regulation.

With this template you can prepare visual presentation or training materials about What is GDPR, Who is affected, Who is involved and what actions should be done.

• 15 editable diagram charts of GDPR definition, stakeholders, affected countries map, Stakeholders, Personal data and Sensitive data list, list of rights for access, rectification, erasure, portability...
• template diagrams you can use to present processes and steps data controller companies should take, types of collected data. There is a GDPR subjects relations chart you can modify to fit your case. We added also template of privacy policies documents requirements - Terms, Privacy and Cookie using policy
• 50 outline icons representing various data protection items such as consent, rights, data transparency, monitoring and roles of data controller, data processor, supervising authority
• Format: fully editable vector shapes (modify colors of diagrams and icons, resize without quality loss

Content description

• Data privacy definition and goals (intended to visualize the essence of the determination and two main benefits of using this regulation)
• Modern world map
• Personal and private data slides (includes types of personal and sensitive data: name, address, phone, bank, email, IP address, cookies, online identifiers; biometric data, genetic data, health data)
• GDPR penalties and fines (for creating a strong message that you definitely have to protect the data in order to avoid fines )
• Individual user’s rights slide template (points that must be shown in two ways: colorful list and visual graphics with text boxes)
• Company data controller slide (helps to explain what a company should do and remember about in the context of new regulation)
• Steps for an Online Business for GDPR Compliancy (procedures a company should do illustrated with a colorful list with icons and text description)
• Data protection stakeholders templates (the GDPR stakeholders list, scheme for showing the relations between them illustrated with diagrams and icons)
• GDPR tools and applications (colorful list template with a description for main GDPR related tools: mailing, data processor, privacy policies, cookie control banner)
• GDPR terms and requirements slide (template with place for explaining GDPR terms, privacy policy, cookie files policy and consent)

Why to use GPDR graphics for explaining Data Privacy topics?

You can only modify existing diagrams, saving you time creating the presentation slides from scratch

Colors of this diagram shapes and icons are fully editable (all graphics is a vector format). So you quickly make it look consistent with your branded materials. Just add a logo, adapt some key colors.

How you can use the Data Privacy GDPR Template?

• For training your employees about new data protection laws
• Make quickly informational materials - one-pagers or leaflets informing your clients about impact of GDPR on them.
• Create promotional materials if you offer a solutions for data privacy
• Design explanation infographics to put in documents where you ask clients and leads for various marketing data processing consent.
• Educating your online audience about their rights under new EU GDPR rules.
• changing color of the icon filling and its outline
• adding shadows
• changing shape and size, rotating, flipping the object
• putting shapes behind or on top of text
• infoDiagram's designer
• Contact: here

Slides included in this PowerPoint Presentation:

• Agenda for general data protection regulation presentation
• GDPR definition slide
• Goals of EU’s General Data Protection Regulation
• World map template that shows who is affected by GDPR
• Example of the personal and private data slide
• Personal and private data slide illustrated with colorful icons
• Breaking GDPR penalties and fines
• Individual user point of view illustrated with colorful bullet points
• GDRP individuals rights illustrated with colorful textholders with icons
• GRPR controller point of view slide illustrated with colorful list
• Steps for an online business for GDPR compliance
• List template for illustrating GDPR stakeholders
• GDPR subjects illustrated with relations diagram
• Online tools and applications related to GDPR
• GDPR requirements illustrated with text placeholders
• Icons set intended to show GDPR
• Data types icons
• GDPR roles data symbols
• GDPR user rights outline icons
• Example of the GDPR users right symbols
• Data action outline symbols
• Handdrawn markers and diagram highlighting
• Data protection PowerPoint shapes

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Data Privacy GDPR Training Template (PPT Diagrams)

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Tips for Improving Your Workplace Safety Training

There’s more than one way to teach workers how to stay safe on the job. Use these employee safety training tips to find the right approach for your crew.

Teaching employees how to stay safe in the workplace is a responsibility not to be taken lightly. Simply running through all the required information with the crew may only prevent accidents and injuries if the workforce understands the how and why behind the rules. Managers and employers should explain various topics and protocols based on how their workers prefer to absorb new information to ensure everyone knows how to do the job safely.

Federal safety regulations may stay the same, but how this information is distributed will vary from one team to the next. Use these workplace safety training tips to provide your workers with critical safety information.

Know Your Audience

Employees come from all different backgrounds, so the structure of the training process should reflect their specific needs. Some individuals may have trouble comprehending text on a screen, while others prefer to learn using their hands.

There’s more than one way to train workers on this information. Companies can use multimedia presentations to add visual elements, online learning platforms to train workers remotely, and practical hands-on exercises to build muscle memory. The experience can be virtual or physical.

Some learning styles are better suited to certain types of information. For example, workers may have trouble grasping emergency preparedness information if they’ve never witnessed a natural disaster. On the other hand, teaching someone how to use a particular piece of equipment is usually best done in person using the equipment itself.

Employers can blend different learning styles and materials together based on the situation and how quickly the workers retain the information.

Plan for the Unexpected

Effective training should prepare workers for any number of possibilities in the field. The company should identify all potential hazards in the training materials along with directions telling workers what to do in these situations. Managers must take unexpected events and accidents into account so workers aren’t at a loss when things don’t work out as planned. For example, there should be protocols in place in case someone’s equipment malfunctions, the supervisor isn’t available, or the weather takes a turn for the worse.

Focus on Mitigation

Identifying the hazard is only the start. Companies must mitigate the presence of these dangers as much as possible to limit employee exposure. Removing the hazard is always safer than teaching workers how to work around it. Employees must recognize potential warning signs and know what to do once a hazard has been detected.

Break It Up

Workers can only absorb so much material in a day. Around 50 percent of all new information is forgotten within an hour of learning it . After 24 hours, nearly 70 percent of the data is lost. That means the crew will likely need to hear the information more than once to absorb it. Posting reminders throughout the workplace and regularly revisiting crucial concepts can help jog their memory after a training session.

The company can also extend the training window while shortening the length of each lesson to break up the information into a series of digestible bits. Limiting each session to one or two important concepts helps the team retain more of the lesson. Packing a career’s worth of information into a couple of days of training can leave workers feeling overwhelmed and potentially unprepared.

Explain the Why

Most workers want to understand the why behind the information instead of just being told what to do. Simply listing instructions can alienate the staff by making them feel more like equipment than human beings. Safety training should empower them to look out for themselves and each other on the job. The staff will be more inclined to follow directions if they understand why this information is important and why they’re being asked to learn it. The guidelines should expand beyond the dos and don’ts to keep workers engaged in the learning process.

Test Their Knowledge

There’s no way to know if the crew has retained the information without testing them on what they’ve learned. The test can be written, oral, or physical based on what’s most effective for the topic. The manager can have workers demonstrate a particular task or process to see if they are doing it correctly. Acting out a procedure builds muscle memory, making the person less likely to forget the information. This also allows the safety officer to fix any issues and share last-minute tips before sending the crew into the field.

Testing the workers isn’t about shaming them into compliance. If someone or several workers are having trouble retaining the concept, there could be an issue with how the information is being presented.

Evaluate Your Progress

The program’s success depends on the workforce’s health and safety. Every incident, including physical accidents, injuries, close calls, and near misses, should be reviewed in the system. The number of incidents should steadily decrease as the program goes into effect.

The crew should never stop learning because they will need to utilize this information every day they are on the job. The work environment and related hazards can also change over time, which means adding new materials to the training guidelines and adapting. Companies should continue analyzing the success of their safety programs while looking for possible ways to improve.

Everyone deserves to earn a living without putting themselves in harm’s way. What works for one person or company may not work for another. Companies should incorporate these training tips into their curriculum to ensure everyone has the information they need to do their jobs safely.

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