How Often Should GDPR Training Be Done?

The EU’s General Data Protection Regulation (GDPR) expanded data rights for individuals and imposed new obligations on organisations that process EU residents’ personal data.

GDPR violations can trigger fines of up to £17.5 million or 4% of global annual revenue, whichever is higher. But financial penalties are only one consequence. Mishandling data can devastate consumer trust and damage brand reputation.

To avoid problems, organisations must train staff on GDPR roles, responsibilities, and requirements. Proper training minimises mistakes that lead to data breaches.

But one-time GDPR training is not enough. Data practices and software tools change frequently. Employees forget protocols. Risks evolve.

That’s why regular refresher training is essential. Refresher training reinforces key concepts, shares new developments, and helps sustain compliance.

This guide examines training best practices to help answer the question: how often should GDPR training be done?

Why Regular Training Matters

Refresher training is critical for several reasons:

• New hires need training. New staff must learn GDPR policies and procedures. Onboarding training ensures they handle data properly from day one.
• Employees forget protocols. Research shows people forget 50% of learned material within one hour. Refresher training counters fading recall and strengthening bad habits.
• Policies and processes change. When companies alter data practices, staff need updated training. Refresher training ensures employees implement new procedures correctly.
• Risks evolve. Data breaches and misuse scandals reveal new vulnerabilities. Training must address emerging threats like phishing and social engineering.
• Regulators mandate training. UK and EU regulators stress training should be regular and role-based. Training evidence can help avoid fines if incidents occur.

In short, one-time training is inadequate in today’s complex, changing data environment. Regular refreshers are vital for reducing risk and sustaining compliance.

GDPR Training Frequency Best Practices

How often is enough when it comes to GDPR training?

We recommend a multi-tiered approach that combines:

• Initial onboarding training
• Annual refresher training
• Ongoing intermittent training

This training mix reinforces concepts, shares updates, and reminds staff about key protocols and responsibilities throughout the year.

Onboarding Training

Every new employee should receive onboarding training when they join the organisation. Onboarding training covers:

• GDPR basics like key principles and individual rights
• Company data policies and procedures
• Data security protocols like password policies
• Breach reporting procedures
• Any role-specific data handling procedures

Onboarding training can be delivered via:

• In-person workshops: Facilitator-led training with chances for Q&A
• Online courses: Interactive, self-paced elearning modules
• Quick reference guides: Simple takeaway materials that summarise key points

Proper onboarding training ensures new hires handle data appropriately right away before bad habits form.

Annual Refresher Training

All employees should take comprehensive GDPR refresher training on an annual basis.

Annual training reinforces previous learning and shares new developments. Training should cover:

• GDPR basics recap
• Review of all company data policies and procedures
• Updated protocols and breach response plans
• Recent data breaches and lessons learned
• Role-specific refresher on proper data handling

Annual training is best delivered through comprehensive interactive elearning courses that reinforce concepts through assessments. Short in-person seminars can supplement elearning.

Intermittent Ongoing Training

In addition to annual training, organisations should provide intermittent ongoing training such as:

• Monthly data protection tips: Short monthly refreshers like emails, newsletters, or lunch and learns
• Topic-specific training: Additional training on high-risk areas like phishing, social media use, etc.
• Training for policy/procedure changes: Quick training when data practices are altered
• Post-breach training: Refresher after incidents to prevent recurrence

This intermittent training reminds staff about key issues and responsibilities throughout the year.

Tailor Training to Employee Roles

All staff need a baseline of GDPR knowledge. However additional role-specific training is essential for those in high-risk roles like:

• Leadership
• IT/cybersecurity
• HR
• Sales/Marketing
• Finance
• Customer service

For example, marketing needs training on GDPR consent requirements for email, telemarketing, etc. while finance needs training on data sharing with vendors.

Document and Track Training

Thorough training records are critical, including:

• Which employees received what training and when
• Training topics covered
• Training delivery method (elearning, workshop, etc.)

Documenting training helps prove due diligence if regulators investigate an incident.

Conclusion

GDPR training cannot be a one-time event. To sustain compliance and reduce risk, organisations should:

• Deliver onboarding training to new hires
• Require annual refresher training for all employees
• Provide intermittent ongoing training as needed
• Tailor training to staff roles
• Document and track all training
• Partner with experts to develop and deliver training

Following these best practices ensures your team understands the latest regulations, protocols, and threats.

Regular, robust GDPR training is a critical component of data protection. Use this guide’s recommendations to determine the optimal frequency for your organisation.

Frequently Asked Questions

References/Sources:

• UK Information Commissioner’s Office (ICO) Guide to GDPR
• UK GDPR Official Text
• GDPR Compliance Audit
• GDPR Training Overview
• EU GDPR Compliance Training Guidelines