Staff training GDPR

23 January 2023

Updated June 2025

The General Data Protection Regulation (GDPR) isn’t new, but many small businesses are still unclear about what it means in practice, particularly when it comes to staff training. And it’s not just an IT or legal issue, it’s a whole-team responsibility. Let’s unpack what SMEs need to know about GDPR training, why it matters, and how to get it right without draining time or budgets.

Why GDPR training matters for small businesses

GDPR is about how organisations collect, store, use and protect personal data. If your team interacts with customer details, supplier records, or even colleague contact info, then GDPR applies.

The Information Commissioner’s Office (ICO) is clear: all staff handling personal data must receive appropriate data protection training. That includes frontline employees, temps, contractors and remote workers – not just your HR manager or IT support.

Failure to deliver suitable training can lead to:

• Fines or enforcement action
• Reputational damage
• Loss of customer trust
• Data breaches that could’ve been easily avoided

So if you’re asking, “Do SMEs in the UK need compliance training?” the answer’s a resounding, “Yes”.

Recommended read: Staff training legal requirements

What should GDPR training for employees include?

Good workplace GDPR training for small businesses should go beyond box-ticking. It needs to help employees understand:

• What personal data is and how it should be handled
• The legal bases for processing data
• Individual rights under GDPR
• How to recognise and report a potential data breach
• Data security best practices (such as password protection and secure sharing)
• Practical, real-world examples they can relate to

Remember, most data breaches happen due to human error – so training needs to be accessible, engaging, and directly relevant to day-to-day tasks.

Online GDPR training courses for UK employees: flexible, fast and effective

Let’s face it: SMEs rarely have the luxury of spare time or big training budgets. That’s why online GDPR training courses are a game changer.

Here’s what to look for:

• Bite-sized modules: allowing staff to fit their learning into the working day
• Mobile-friendly access: ideal for remote teams or hybrid workers
• Up-to-date content: covering the latest UK GDPR guidance post-Brexit
• Certificates of completion: to show you’re meeting your compliance requirements
• Tracking and reporting features: so HR and managers can see who’s completed what at individual, team and company level

Investing in an affordable GDPR training solution for small businesses in the UK doesn’t have to be complex or costly. Many leading platforms offer ready-to-go courses that can be rolled out to your whole team in minutes.

Who needs GDPR training in an SME?

The short answer is everyone – but the depth of training can vary.

• All staff should receive GDPR awareness training on handling personal data
• Managers need a deeper understanding of accountability and data breach reporting
• HR teams deal with highly sensitive personal information and must stay fully informed
• Customer-facing staff must understand consent, privacy notices and secure data capture

This is why many SMEs are now choosing a compliance LMS that includes GDPR training.

How often should GDPR training be refreshed?

At minimum, GDPR training should be provided to all new starters as part of their onboarding – but it shouldn’t stop there.

The ICO recommends regular refresher training – annually is a good benchmark. Also consider a top-up if there’s been a data breach, regulations have been updated, or you’re rolling out new systems or processes involving data.

Online GDPR courses make it easy to schedule reminders and reassign modules, so no one slips through the cracks.

How to deliver compliance training in a UK SME (without the stress)

You don’t need an in-house L&D team or a big budget to deliver effective GDPR compliance training. Look for a digital training platform that offers:

• Affordable compliance training for UK SMEs
• A user-friendly interface that doesn’t need IT support
• Instant access to GDPR courses, ideally certified by a recognised awarding body such as CPD
• Customisable, granular tracking and reporting, so you can get the insights you need when you need them

Many UK-based SMEs now use e-learning platforms that include GDPR certifications alongside other mandatory courses such as health and safety, anti-bribery and fire safety. This way you can make sure you cover all your bases at once.

GDPR training is a business essential, not a nice-to-have

It’s easy to think of GDPR as a technical or legal tick box. But for SMEs, it’s a trust issue. Customers expect their data to be handled responsibly. Staff need clear guidance. And regulators won’t go easy on a business just because it’s small.

The good news? GDPR training doesn’t have to be difficult, expensive or time-consuming. With the right tools, UK SMEs can meet their obligations, protect their reputation and build a more data-savvy workforce.

If you’re looking for an easy-to-use GDPR training solution tailored for UK SMEs, we’d love to hear from you. Our customisable LMS platform offers affordable compliance courses your whole team can complete online. Fast, flexible and fully certified. Why not have a look and see what we do, or book a call with one of our team today.