Your organisation’s reputation takes years to build, but only moments to destroy. From one small mistake, like sending an email to the wrong client or leaving a laptop unlocked in a shared space, the trust you’ve worked so hard to gain can be undone in an instant.
The reality is, the risk to your organisation’s reputation is bigger than ever. With the rise of emerging technologies like AI and cloud platforms, data is being processed wider and faster than ever before. At the same time, cyberthreats are becoming more sophisticated, and people are becoming increasingly aware of how their data is handled. This means even a small mistake can quickly escalate into a serious breach of trust.
The Information Commissioner’s Office (ICO) has a very simple stance on this: every organisation, no matter how big or small, must ensure that their staff are sufficiently trained in data protection.
If you’re an SME, this matters even more. With smaller teams and tighter resources, one person often wears many hats. That flexibility, albeit great for business, can be dangerous when it comes to handling personal data. If your staff are not trained in line with their specific role, those overlapping responsibilities can easily lead to mistakes – and the fallout from this can be severe, with loss of customer trust and reputational damage taking years to rebuild.
The good news? You can act now – but it’s important to get it right.
How has the ICO updated their guidance?
In truth, the ICO has always been clear on its expectations: organisations must show that their staff are trained and capable of protecting the personal information they handle. This is not a new demand, but the regulator has become more explicit in setting out what “good” looks like.
Through its Training and Awareness Toolkit, the ICO emphasises that training must be:
Tailored to each specific role
Regularly tested and analysed
Kept up to date with laws and regulations
Outsourced if lacking in-house capabilities
It’s simply not enough to just hand over a policy document or run a single induction session. Instead, organisations must demonstrate that training is meaningful, ongoing, and produces real improvements in how people handle data.
Staff are the ones handling personal data every day, from answering phones and sending invoices, to managing customer databases and marketing campaigns. If your staff don’t understand what they are doing, and why, your policies become ineffective.
It is more important than ever to understand that data protection goes beyond simple box-ticking. It’s about making sure your organisation is actually protecting your people’s data. This is the only way you can truly protect your organisation’s reputation and retain the trust of your customers.
What training should staff have when they first join?
Induction training is the first opportunity to embed a culture of accountability. When a new member of staff joins, they should leave their induction with a clear sense of how data protection affects them personally. They must understand how to handle information responsibly, what risks to look out for, and where to turn if they are ever unsure.
This doesn’t mean overwhelming new starters with complex legal jargon, it means giving them practical guidance that connects to their daily tasks and responsibilities. For example, a receptionist might need to know about securing visitor logs and handling contact details appropriately, whereas a junior administrator may need to understand how long they are permitted to hold onto records. Induction training is supposed to set the tone, showing starters from the outset that data protection is a shared responsibility across the whole organisation.
How often should staff have refresher training?
Despite the common misconception, data protection and information security training is certainly not something you can just tick off once and forget about. In fact, one of the most common failings the ICO sees is organisation’s treating training as a ”one and done” exercise, where staff may receive a course on day one, but never revisit this again. The ICO makes it clear that this approach will not suffice.
Refresher training is essential, and it should be carried out at regular intervals. Although the ICO does not specify an exact timescale for every organisation, it does expect businesses to demonstrate that training is being reviewed, updated and reinforced consistently.
The question every organisation should be asking is: are our staff confident handling data? Do they know what to do if a breach occurs? Are common mistakes being reduced? Refresher training provides the opportunity to test this knowledge, correct misunderstandings, and highlight new risks.
Why is specialised data protection training so important?
Perhaps the most significant element of the ICO’s guidance is the emphasis on role-specific training. The way they see it, a standardised GDPR e-learning course is not enough. Different roles expose staff to different risks, and training must reflect that.
Think of it this way: a finance officer dealing with payroll data faces entirely different risks to a marketing executive working with consent-based email campaigns. Similarly, IT teams must understand technical vulnerabilities and system security, while HR managers must be confident in handling sensitive employee records. Without specialised training, the nuances of these responsibilities are easily missed, and the potential for costly mistakes grows.
As mentioned, this can be particularly challenging for SMEs, whereby staff members often have multiple responsibilities. For instance, your HR manager may also assume responsibility for redacting Subject Access Requests (SARs), but without specific training on how to handle SARs, how can we expect them to undertake this complex process? This flexibility may keep the business moving, but it also multiplies the risk.
The ICO’s message is clear regarding this, and it states that every member of staff has a part to play in protecting data, but the knowledge they need depends on their role. Tailored training not only reduces the chance of breaches, but also shows regulators and customers alike that your organisation takes accountability seriously.
When to outsource data protection training?
The ICO recognises that not every organisation has the time, resources or expertise to run ongoing, tailored training programmes in-house. That’s why outsourcing is an acceptable, and often sensible option.
By bringing in external specialists, businesses can access regularly updated training materials, expert delivery, and measurable outcomes. Certificates, reports, and progress trackers provide tangible evidence that training has taken place and is effective. For many SMEs, this approach is also more cost-effective than attempting to design bespoke training programmes internally. This way, you can be sure that your data is in the hands of professionals, allowing you to focus on running your business with peace of mind that your staff are properly equipped.
At the end of the day, what matters most to the ICO is not who delivers the training, but whether staff genuinely understand their responsibilities and can demonstrate that knowledge in practice.
Why refresh your data protection training now?
Organisations cannot rely on policies, that no one reads, to be compliant. Regulators look for proof that staff actually understand what’s expected of them and apply it in their daily tasks. On another note, it is not just regulators that are looking out for this, customers are also becoming more data-conscious. People want to trust that their personal information is in safe hands, and if that isn’t apparent in your business operations, they’ll simply take their business elsewhere.
The ICO’s Accountability Framework is a practical tool that can help organisations measure their progress. It encourages businesses to ask: where are we strong, and where do we need to improve? Training is one of the clearest indicators of accountability, because it touches every employee, every role, and every process.
The bottom line for organisations
The bottom line is, acting quickly and thoroughly on training is the only solution to protecting your reputation and earning the trust that allows your business to grow and prosper. The ICO’s expectations are clear: training must be ongoing, tailored to the role, and regularly reviewed for effectiveness. If you can’t manage this in-house, you must find external support. Anything less leaves your organisation’s reputation at risk.
Put it this way, one mistake could undo years of hard work. A single data breach could lead to headlines, investigations, and customers walking away. Ultimately, the value of training is priceless when set against the astronomical costs of repairing a damaged reputation.
So don’t wait. Don’t take the risk. Review your training today. Map out who needs what; use the ICO’s toolkits to measure your progress; and seek expert help if you need it. The majority of data breaches are caused by human error, therefore your staff are your first line of defense. Their knowledge could be the difference between protecting your reputation or losing it overnight, so equip them with the confidence to protect data, uphold compliance, and safeguard the business.
Your organisation’s future is on the line. It’s time to act.
How can DPAS help?
At DPAS, we deliver training that goes beyond box-ticking. Our courses are practical, bespoke, and regularly updated to reflect the ICO’s latest expectations.
Whether you need induction training for new starters, refresher courses to reinforce best practice, or specialised role-specific sessions, we can equip your team with the skills and confidence to handle data responsibly…and the evidence to prove it.
If you lack the time or expertise to run effective training in-house, we’ll take care of it for you. That way, you can focus on growing your business, knowing your compliance is in safe hands; your customers’ trust is protected; and your reputation is secure.
Don’t wait for a breach to test your defences. Contact DPAS today to equip your staff, and safeguard your business together.
