How to train employees in data protection?

Data protection is a fundamental requirement for every organization. In Poland, the number of data security breaches continues to rise. According to a report by the Polish Data Protection Authority (UODO), more than 3,500 personal data breach incidents were reported in a single year. Without proper training, employees may expose their organization to significant financial penalties, reputational damage, and even irreversible business losses.

What Topics Should Be Covered in Training?

Every data protection training program should address key GDPR-related topics, including:

• Information security – creating strong passwords, recognizing threats, and securing mobile devices;
• Data minimization – limiting the collection and processing of personal data to what is strictly necessary;
• Data retention policies – understanding how long data should be stored and when it should be deleted.

"Data protection training should be regularly updated so that employees remain aware of legal changes and new techniques used by cybercriminals." – Maciej Kaczmarski, President of the Management Board, ODO 24.

Common Mistakes Made by Employees

According to a 2023 PwC report, as many as 88% of data breaches result from employee errors. Training should pay particular attention to the following risks:

• Using unauthorized devices – working on personal laptops or devices without appropriate security measures;
• Poor password practices – using weak passwords or reusing the same password across multiple accounts;
• Failure to report incidents – ignoring seemingly minor issues that can develop into serious security breaches.

If your goal is to improve employee awareness and streamline data protection processes, consider outsourcing the DPO function to a specialized provider such as ODO 24.

Remember!

Entrusting personal data protection responsibilities to a specialized outsourcing company allows organizations to focus on their core business activities while benefiting from professional support in information security and regulatory compliance.

When and How Often Should Training Be Conducted?

Recommended training frequency:

• Quarterly – to keep employees informed about emerging threats and regulatory updates;
• After every incident – as a learning opportunity to prevent similar mistakes in the future;
• During onboarding – especially important for new employees, who should understand data protection standards from their first day of work.

Training Tools and Methods

Using a variety of training methods can make learning more effective and engaging. Consider the following approaches:

• Online training – available 24/7, allowing employees to learn at their own pace and schedule;
• Knowledge assessments – regular quizzes or tests (for example, monthly) to verify understanding and reinforce key concepts;
• Live workshops – particularly effective for departments that handle customer data daily, such as sales teams, customer service teams, and human resources departments.

GDPR Implementation and Company Security

The GDPR implementation process can serve as an excellent starting point for building a strong data protection framework within an organization. Well-designed training programs help integrate data protection procedures across all departments and business functions.

"Educating employees about data protection is the first step toward building resilience against security threats." – Tomasz Ochocki, Vice President of the Management Board, ODO 24.

Why Invest in Ongoing GDPR Support?

Ongoing GDPR support through an external specialist partner can help organizations:

• protect sensitive data more effectively;
• reduce the financial risks associated with data breaches;
• maintain compliance with changing regulations;
• gain access to expert guidance and best practices.

Summary

Data protection is not a one-time project—it is an ongoing process. Regular, practical, and understandable employee training can help prevent costly mistakes and strengthen an organization's security culture. Investing in employee education, updating procedures, and obtaining expert support is an investment that delivers long-term value and reduces compliance risks.