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Start a free trialWhen it comes to writing a data protection policy for a small business, it feels like there’s a lot you should know, and even more you can get wrong. If you’re finding the world of data protection confusing and intimidating, you’re definitely not alone.
There’s lots of advice out there, but not a lot of it is tailored to small businesses. That’s where I come in. Together, we’ll cut through the jargon and demystify the much-feared data protection policy.
Safeguarding personal, important or sensitive information from loss, corruption or harm is known as data protection. A data protection policy sets out how a business handles and protects all the information collected and processed about its people — whether that’s employees, customers, suppliers or someone else.
A legally sound data protection policy ensures that an organisation:
You may already be securing data safely, but having a written policy demonstrates to others that you’re aware of your obligations and take all the necessary steps.
Having a current, legally compliant data protection policy makes it easier to:
Data protection laws apply to all businesses, regardless of whether they’re big or small. If you’re in business, you should have a policy that explains your approach to data and how you keep it safe.
As a small business, a data protection policy will:
The GDPR is extremely complex, which is why it remains so daunting. A data protection policy breaks down the regulation so it’s more easily understood and implemented — making it feel more relevant to your business and what you do.
It’s not just the data privacy laws themselves that can be overwhelming. Small businesses often face a unique set of challenges when it comes to data protection and compliance, like:
While developing your own policy and procedures takes time, it’s worth doing so that you can better understand what’s expected of you and show that you’re compliant with your legal requirements.
You don’t have to figure this out alone. As a fellow small business, we’ve been through the process and developed a data protection policy that meets our needs.
Here’s how we break down our data protection policy at Charlie:
Outlining the policy, your legal obligations, and who the policy applies to.
This applies to all personal data processed, regardless of where it’s stored and whether it’s about past or present employees, workers, customers, suppliers, or any other data subject.
Adhering to the UK GDPR principles, which state that all personal data is:
Processing personal data fairly, transparently, and on a lawful basis.
Processing personal data with the consent of the data subject.
Note: Consent can be difficult to obtain under the UK GDPR. It must be “freely given, specific, informed and unambiguous”.
Responsibility for introducing and maintaining appropriate technical and organisational measures to ensure compliance with the data protection principles. Confirming that you are registered with information governance bodies, such as the Information Commissioner's Office (ICO), if appropriate.
Collecting personal data for explicit and legitimate purposes that are clear up front. Data that’s incompatible with these purposes will not be processed.
Processing data that’s strictly necessary and relevant, and deleting or anonymising it when it’s no longer needed.
Checking the accuracy of any personal data when it’s collected and at regular intervals, and deleting or correcting inaccurate or out-of-date personal data.
Keeping personal data in an identifiable form for no longer than necessary, and only for the stated purposes for which it was collected and processed.
Securing personal data through technical cybersecurity and organisational measures against unauthorised or unlawful processing, and against accidental loss, destruction, or damage. Sharing how this also applies to protecting special categories of personal data, such as biometric data, with adequate security measures.
Notifying the appropriate regulator, and in some cases the data subject, of a data breach — unless it’s unlikely to risk the rights and freedoms of individuals. Recording all personal data breaches.
Regarding rights that relate to the processing of personal data. For example:
Keeping full and accurate employee records of all data processing activities as required by law. Including:
Abiding by marketing rules and privacy laws. (Customers need to give their consent to be sent electronic direct marketing like emails or texts.)
Sharing personal data with third parties under specific circumstances. For example:
As a fellow small business, at Charlie we understand that talking about data protection legislation is one thing, but putting it into action is quite another. That’s why we’ve put together this free data protection policy template for UK small businesses.
It’s designed to be clear, simple to read, and easy to personalise. This means you can skip the hard steps and focus instead on adjusting the policy so it matches your unique business needs.
Whether you DIY your own policy or use our free data protection policy template, it’s important that the document reflects your business and how you operate.
Here’s our best advice on how to write, customise, and update your data protection policy — from one small business to another:
While many people focus on customer data when it comes to data protection issues, they also apply to employee data. And if you’re responsible for HR, you’re always handling personal data. This means that data security is another thing in that ever-growing list that falls under your role.
Luckily, it doesn’t have to weigh you down. With the right HR software, you can streamline all your HR operations (including managing employee data and sharing HR policies) and lighten your to-do list. Charlie can tackle all the heavy lifting with automation and clever processes, and you can take back your time to handle the tasks that call for a more personal touch.
We know what it’s like to run a small business, and we’ve designed Charlie with you in mind. And although we’re small, we also recognise the importance of information security and data compliance. That’s why we’re UK GDPR compliant, ISO 27001:2013 certified, and secure by design.
The world of data protection doesn’t have to feel intimidating. Use this guide to understand the basics of what you need to know, and put together a small business data protection policy that doesn’t feel overwhelming.
Use our free template to create your own policy, or go one step further and embrace a more effortless approach to HR with Charlie. Take a free trial today to explore how our platform can help you automate your HR tasks, so you can give your attention to where it’s needed the most.