GDPR Training: What You Need to Know

Updated on: 14th May 2025

Although the GDPR has been in place for a few years, most people still only have a vague understanding of what it means. International data protection law is highly specialised and technical, so GDPR training is critical.

The EU’s General Data Protection Regulation was approved in 2016 and enacted in 2018, replacing the 1995 Data Protection Directive. There are complex legal, political and historical reasons for this policy change, which are beyond the scope of this guide.

The key takeaway is that the GDPR aimed to strengthen the protection of EU citizens’ data at home and abroad. Of course, this also imposes many new responsibilities on organisations that handle this data.

With that in mind, let’s explore some key lessons you can learn from GDPR training. First, let’s have a quick history lesson.

The General Data Protection Regulation (GDPR) is a regulation in EU law on data protection and privacy in the European Union (EU) and the European Economic Area (EEA). It also addresses the transfer of personal data outside the EU and EEA areas. The GDPR’s primary aim is to give individuals control over their data and simplify the international business regulatory environment by unifying the regulation within the EU.

The GDPR is a set of rules governing how businesses collect, store, and use personal data. The regulation applies to all organisations that process the personal data of individuals in the EU, regardless of the organisation’s location.

The GDPR is based on seven key principles:

Lawfulness, fairness, and transparency
Purpose limitation
Data minimisation
Accuracy
Storage limitation
Integrity and confidentiality
Accountability

There are several benefits to complying with the GDPR, including:

Reduced risk of fines and penalties
Improved customer trust
Competitive advantage
Increased efficiency and productivity

There are several steps that organisations can take to comply with the GDPR, including:

Appointing a data protection officer (DPO)
Conducting a data protection impact assessment (DPIA)
Implementing appropriate technical and organisational measures to protect personal data
Training staff on GDPR compliance
Providing individuals with access to their data
Erasing personal data when it is no longer needed

Data Protection in the European Union

Since the mid-90s, the EU has had a common approach to data protection across all of its member states to eliminate all trade barriers within the single market.

Even pre-GDPR, these regulations managed and protected the use of personal information, including how companies can use, obtain, store, transfer, and delete it. This was primarily within the EU and was treated as a trade issue.

However, in 2009, the Lisbon Treaty made data protection a fundamental right of all EU citizens. This made it necessary to expand protections under EU law to more contexts, including protecting citizens’ data from non-EU organisations.

The European Parliament, the European Commission, and the Council of Ministers of the European Union legislate the GDPR. It aims to prevent and control information and data security breaches, and reconstruct the data privacy approach practised by organisations in the EU.

Organisations that breach the GDPR are liable for massive fines issued by the national data protection authorities in the relevant member states. These are capped at whichever is higher, out of €20 million or 4% of the company’s global annual turnover.

To date, the largest fine which has been levied under the GDPR is €1.2 billion, which was imposed on Google by the French data protection authorities:

Of course, this would be crippling for most companies. As such, fines are generally proportionate to the offending organisation and the exact nature of the breach.

Since the stakes are high, let’s examine why GDPR training is essential for organisations.

Any organisation needing “Get Data Protection Ready” should consider GDPR training.

Prompted by the EU GDPR, several courses are available, including data protection commissioners, government bodies and private companies.

These courses coax businesses to achieve goals and set plans requiring less personal data access. They are offered to all micro, small, medium or large organisations seeking to implement the regulation.

GDPR courses are suitable for all business areas that handle personal information and seek a better understanding of GDPR rules.

Accordingly, they were developed for organisations that seek to implement the GDPR procedures, understand what kind of data is considered GDPR, and understand what is expected of them concerning information security.

GDPR training is also essential in the global context, especially when handling the personal information of European Union citizens. Some training courses provide a substantial approach to international and EU data protection procedures.

This is going to become increasingly important in the coming years. The GDPR was the first international data protection law to assume jurisdiction based on the citizenship of the data subject rather than their location.

In simple terms, data processors must follow the GDPR if they handle the data of even one EU citizen, no matter where they are located. This has somewhat opened the floodgates, with other countries and international organisations taking a similar approach.

The trouble is that the requirements of these different international regimes can often differ. GDPR training is an excellent way to understand key ideas in global data protection.

GDPR training courses are delivered in a classroom, live online, distance learning, or in-house. Here is the EU’s recommended GDPR training framework.

Company	Year	Fine	Violation
Meta Platforms Ireland Ltd.	2023	€1.2 billion	Failing to provide sufficient transparency about how it collects and uses personal data.
Amazon Europe	2021	€746 million	Failing to implement appropriate technical and organisational measures to protect personal data.
Google Ireland	2019	€60 million	Failing to provide users with clear and concise information about how their data is used.
H&M	2020	€35 million	Failing to implement appropriate security measures to protect personal data.
British Airways	2020	€22 million	A data breach that affected 400,000 customers.
Marriott International	2020	€20 million	A data breach that affected 500 million customers.
TikTok	2023	€12.7 million	Failing to provide adequate protection for children’s data.
Clearview AI	2022	€7.5 million	Scraping and storing the facial recognition data of millions of people without their consent.
Österreichische Post AG	2022	€50 million	Failing to provide users with clear and concise information about how their data is used.
Vodafone Italia	2020	€12.25 million	Failing to provide individuals with access to their data.
WhatsApp Ireland	2021	€225 million	Failing to be transparent about how it shares data with its parent company, Facebook.
Deutsche Wohnen	2019	€14.5 million	Failing to provide users with clear and concise information about how their data is being used.
Criteo	2023	€40 million	Failing to obtain valid consent from users to track their online activity.
TIM	2020	€27.8 million	Failing to implement appropriate security measures to protect personal data.
Ryanair	2025	€8.3 million	Mishandling of passenger data and insufficient data subject access procedures.
Booking.com	2024	€10.2 million	Failing to provide users with clear and concise information about how their data is used.
Alphabet Inc.	2025	€780 million	Systematic failure in consent management for cross-platform tracking and profiling.

A list of hefty company fines for GDPR

These fines underscore the importance of GDPR rules in modern data protection and privacy. They remind all organisations about the critical need for compliance with GDPR standards, illustrating that non-compliance can result in significant financial and reputational damages. As digital data grows in volume and significance, GDPR’s role in shaping responsible data management practices remains crucial.

GDPR Foundation syllabus screenshot — GDPR foundation courses cover the basic principles of data protection. EngageInLearning

This training course provides a complete introduction to the new regulation and a brief outline of the GDPR requirements. Staff responsibilities are also outlined to assist those in charge in applying the changes to their organisation.

This involves explaining the key principles of the GDPR in easy-to-follow and straightforward language, which is ideal for learners without legal or technical knowledge.

Building on the GDPR foundation training, practitioner courses equip you with the operational skills necessary to implement and qualify for GDPR compliance.

To attend the practitioner training, participants must pass the foundation course. In particular, this training was designed for:

Staff members of any department or business handling personal data and those seeking to understand their responsibilities, such as Human Resources, Data Security, Financial and Accounting, IT services, and Corporate Governance.
Individuals wishing to pursue a position in the data protection field,
Managers seeking to understand the advanced and wide-reaching requirements of the GDPR, or managers in a position that processes data security, want to understand further how to comply with the requirements.

These training programs meet the limited requirements of the regulation. Sometimes, they could be as simple as an online workshop for staff members handling personal information.

GDPR courses require learners to commit to complying with and implementing data security procedures. Still, they don’t place any demands on processors and/or controllers, just DPOS (Data Protection Officers) attesting to their compliance with the requirements.

However, this does not mean that an organisation’s DPO is personally liable for GDPR breaches. Instead, they are responsible for ensuring that the organisation complies with the law, but it remains liable when something goes wrong.

One of the most common questions businesses ask is whether GDPR training is legally required. The short answer is yes and no—the regulation doesn’t explicitly mandate training programs, but it makes them necessary through its accountability requirements.

Legal Framework for Training

While the GDPR doesn’t contain a specific clause stating “thou shalt conduct training,” Article 39(1)(b) requires the Data Protection Officer to “monitor compliance with this Regulation… including the assignment of responsibilities, awareness-raising and training of staff involved in processing operations.”

Furthermore, Article 47(2)(n) references training as part of binding corporate rules. The GDPR’s accountability principle requires organisations to demonstrate compliance—something virtually impossible without proper training.

Who Needs GDPR Training?

The scope of required training varies by organisation size, sector, and data processing activities:

For All Organisations:

Data Protection Officers (DPOs): Require comprehensive training covering all aspects of GDPR
IT and security teams: Need specific technical training on data security measures
HR departments: Require focused training on employee data handling
Marketing teams: Need training on consent requirements and legitimate interests
Customer service staff: Require training on handling data subject requests
General staff: Need basic awareness training on GDPR principles and personal responsibilities

For Specific Sectors:

Healthcare: Additional training on special category data
Financial services: Focused training on data retention requirements
Education: Specific training on handling children’s data
E-commerce: Training on international data transfers and cookie compliance

Training Depth and Frequency

The depth and frequency of GDPR training should be proportionate to an organisation’s risk profile:

Incident response training: Should be practised regularly through simulations

Basic awareness: All staff should receive this annually

Role-specific training: Should be conducted upon hiring and whenever responsibilities change

Refresher training: Recommended at least annually or when regulations change

5 Years of the EU’s General Data Protection Regulation: Impact and Lessons Learned

Track, Detect, and Report Data Breaches

Under GDPR, organisations must communicate and report data breaches to their customers and their national Information Commissioner’s Office (ICO) and formulate adequate procedures to detect, report, and investigate any data breaches.

Any failure to report such breaches will result in heavy fines that could reach up to four per cent of their annual global revenue or €22 million, whichever is greater. This is in addition to a fine imposed due to the breach itself.

Hence, DPOS must report to board members and stakeholders in case of any data breach – even by accident – that might result in reputation damage, confidentiality loss, or financial loss.

Moreover, if inaccurate personal information is shared, organisations must report that inaccuracy. If they suspect inaccurate data, they document the personal data obtained, how it was received, and who it was shared with.

Individual Rights

Under GDPR, organisations must refrain from automated decision-making and profiling and demonstrate the individuals’ new rights in their data protection procedures.

Listed below are some of the rights individuals are entitled to:

Demand data corrections and deletions if necessary.
Moving personal data from one IT department to another,
Under ” Subject Access Requests, ” individuals can request access to their data free of charge, promptly, and in a comprehensible form. Such requests must be provided within a month, and if a request is refused, organisations must notify the individuals and explain why. Still, individuals are entitled to file a complaint with authorities against any request refusal.

Organisations should consider designing systems enabling individuals to access their data easily and readably.

Under GDPR, traditional means of consent will be eliminated and replaced with solid, affirmative consent forms. GDPR requires that consent be explicit and separate from any other condition or term when signing for the organisation.

In addition, GDPR strictly regards the pre-ticking of opt-in boxes as insufficient.

Data Protection for Minors

GDPR regulates laws protecting minors’ data as part of data protection reform. Organisations could comply by developing programs to check individuals’ age or acquiring guardians’ consent before processing personal data.

GDPR has promulgated 16 years as the age for minors to consent to information processing.

To conclude, several GDPR training courses ensure stronger compliance, provide systems for managing and controlling customer data, and enable adequate access to personal data.

For this reason, organisations must allocate the right budgets to conduct training courses that are most applicable to their needs. GDPR training should result in effective data security reforms and affect how businesses track, detect, and report data breaches.

The training course could be an ongoing activity for staff through quarterly training or a regular awareness campaign, rather than just a one-time training course. Inadequate training comes at a very low cost, but in case of an error, it could result in enormous fines.

For more information, check the EU GDPR information portal.

The EU’s General Data Protection Regulation (GDPR) introduced stringent data protection requirements for organisations processing EU citizens’ data. Failure to comply can result in fines of up to €20 million or 4% of global annual revenue, highlighting the critical need for comprehensive GDPR training.

According to recent research by [Forrester], over 60% of data privacy professionals say their organisations still need to improve their GDPR readiness. Staff training is highlighted as one key area for improvement. Proper training ensures personnel understand their obligations and responsibilities when handling personal data and helps mitigate compliance risks.

Conducting a Training Needs Analysis

The first step in implementing an effective GDPR training program is conducting a training needs analysis. This involves:

Identifying roles that involve personal data processing and, therefore, require GDPR training. This includes HR, marketing, IT/security, customer service, and other customer/employee-facing roles.
Assessing current staff knowledge levels through surveys, quizzes or interviews to gauge gaps.
Mapping out required training by role, using GDPR job matrices.
Training needs are prioritised based on impact and likelihood of non-compliance. Frontline staff handling large volumes of customer data typically take precedence.

GDPR training programs should utilise multiple methods to deliver engaging, relevant and practical training to all personnel. Methods include:

eLearning Modules: Scalable online training provides flexibility. Refreshers can ensure knowledge remains current.
In-Person Workshops: Classroom sessions allow for Q&A, activities and peer learning.
Team Meetings: Integrating short GDPR training segments into team meetings reinforces continual learning.
Posters/Visual Aids: Displays with key messages, FAQs or checklists serve as ongoing reminders.
Regular Refreshers: Annual or bi-annual refreshers update staff on evolving guidance.

Making Training Effective

GDPR training should focus on building understanding, not just completing modules. Tips include:

Relate concepts to the day-to-day handling of personal data
Use quizzes, group discussions and activities to engage learners
Welcome discussions and feedback to clear up misconceptions
Highlight enforcement examples to underscore the importance.
Audit training comprehension through assessments
Offer incentives for completing training (gift cards, days off, etc.)

Ongoing training is essential as guidance evolves and staff come and go. Utilising multiple methods ensures all personnel remain cognizant of GDPR requirements.

GDPR training can help businesses to:

Reduce the risk of data breaches
Improve customer trust
Avoid costly fines
Demonstrate compliance with the GDPR
Gain a competitive advantage

To implement GDPR training in your organisation, you can follow these steps:

Choose a training provider. Make sure to choose a provider with experience delivering GDPR training and offering a curriculum that covers all relevant topics.
Develop a training plan. Determine who will receive training, what topics will be covered, and how the training will be delivered.
Deliver the training. You can deliver the training in-house, online, or through both methods.
Measure the effectiveness of the training. Use surveys or quizzes to assess what employees have learned from the training.

While core GDPR principles remain constant, training should be customised to reflect your specific digital business context:

Digital Channel Considerations

Different digital channels face unique data protection challenges:

Website and app development: Focus on cookie consent, form security, and privacy by design
Content marketing: Address lead magnets, newsletter consent, and content personalisation
Social media marketing: Cover audience targeting, testimonial usage, and cross-platform data sharing
Video production: Emphasise consent for appearing in videos, analytics collection, and hosting platform compliance
SEO and analytics: Address tracking technologies, anonymisation techniques, and compliant reporting
AI implementation: Cover training data collection, algorithm transparency, and automated decision making

Digital Transformation Context

For businesses undergoing digital transformation, GDPR training should address emerging technologies:

Cloud migration: Cover responsibilities when moving to cloud services
AI and machine learning: Address algorithm transparency and data minimisation
Remote working platforms: Include secure access and communication practices
Marketing automation: Cover profiling rules and marketing consent
Customer relationship management: Address data integration and access controls

“At ProfileTree, we’ve helped numerous clients integrate GDPR compliance into their digital transformation journeys,” notes Ciaran Connolly. “The most successful approach combines technical solutions like compliant web design and privacy-conscious content with comprehensive staff training. This isn’t just about avoiding fines—it’s about building digital trust that converts to customer loyalty and business growth.”

At ProfileTree, we understand that GDPR compliance isn’t just a legal requirement—it’s an opportunity to build trust and enhance your digital presence. Our comprehensive suite of digital services is designed to ensure your business not only meets compliance standards but leverages them for competitive advantage:

GDPR-Compliant Web Design & Development

Our web development experts create websites with privacy built into their foundation:

Privacy-by-design architecture: We develop websites with data protection principles embedded from the ground up
Compliant cookie management: Custom-designed consent mechanisms that balance legal requirements with user experience
Secure data collection: Forms and checkout processes built with encryption and data minimisation in mind
Accessible privacy controls: User-friendly interfaces for data subject rights management
Mobile-responsive privacy features: Ensuring compliance across all devices and screen sizes

“When we design websites at ProfileTree, GDPR compliance isn’t an afterthought—it’s integrated into our development process from day one,” explains Ciaran Connolly, Director. “This approach not only protects businesses legally but creates better user experiences that build trust and drive conversions.”

GDPR-Ready Content Marketing & Production

Our content creation services ensure all your digital assets maintain compliance while engaging your audience:

Compliant video production: Privacy-conscious filming, editing and hosting practices
GDPR-aware copywriting: Content that accurately reflects your data practices
Transparent lead magnets: Downloadable resources with clear consent mechanisms
Privacy-focused UX writing: Clear language around data collection points
Compliant email marketing content: Content strategies that respect opt-in requirements

SEO & GDPR: The Perfect Partnership

Our SEO specialists combine privacy compliance with search performance:

Analytics implementation: Privacy-first tracking that maintains valuable insights without compromising compliance
Compliant schema markup: Structured data that improves search visibility while respecting privacy
Cookie-conscious SEO: Strategies that work effectively in environments with limited tracking
Local SEO with privacy focus: Location-based optimisation that respects territorial data protection requirements
Privacy policy optimisation: Ensuring compliance documentation is both searchable and user-friendly

AI Implementation with Data Protection Built In

Our AI solutions are developed with GDPR compliance at their core:

Compliant AI training: Using properly consented data sources
Privacy-preserving algorithms: Implementing anonymisation and pseudonymisation techniques
Explainable AI practices: Ensuring transparency in automated decision-making
Data minimisation in AI: Using only essential information for accurate results
Ethical AI development: Building responsible systems that respect user rights

Comprehensive GDPR Digital Training

Our training services empower your team to maintain compliance across all digital activities:

Role-based digital compliance training: Customised for marketers, developers, content creators and executives
Practical workshops: Hands-on sessions for implementing GDPR in daily digital operations
Video-based learning modules: Engaging training content for remote and in-office teams
Ongoing compliance support: Regular updates as regulations and best practices evolve
Digital compliance audits: Assessments of your current practices with actionable recommendations

By integrating GDPR compliance across all our digital services, ProfileTree doesn’t just help you avoid penalties—we transform compliance into a competitive advantage that builds customer trust, streamlines operations, and enhances your digital presence in a privacy-conscious world.

Conclusion: Building a Privacy-Aware Culture

Practical GDPR training goes beyond ticking compliance boxes—it creates a privacy-aware organisational culture where respecting personal data becomes automatic. Such a culture:

Anticipates privacy issues before they become problems
Encourages privacy-enhancing innovation
Builds customer confidence through transparent practices
Reduces the risk of breaches and regulatory penalties
Creates a competitive advantage in privacy-conscious markets

By investing in comprehensive GDPR training, organisations don’t just meet legal requirements—they position themselves for sustainable success in an increasingly privacy-focused digital landscape.

FAQs

Is GDPR training legally mandatory?

While the GDPR doesn’t explicitly mandate training, Article 39 references it as a DPO’s responsibility, and the accountability principle makes demonstrating compliance (which includes staff awareness) a requirement. Practically speaking, it’s impossible to comply without some form of training.

How often should GDPR training be conducted?

Basic awareness training should be conducted annually, with additional training when roles change, after significant incidents, or when regulations are updated. High-risk roles may require more frequent refresher courses.

Who in my organisation needs GDPR training?

Everyone who handles personal data should receive appropriate training. This includes prominent roles like HR, marketing, IT, customer service, reception staff, managers, and even temporary workers if they access personal information.

Can we conduct GDPR training in-house, or should we use external providers?

Either approach can work depending on your internal expertise. In-house training benefits from the organisational context but may lack specialist knowledge. External providers offer expertise and independence but might not fully understand your operations. Many organisations use a combination of external experts for development and key roles, and internal delivery for general awareness.

How do I measure GDPR training effectiveness?

Effectiveness can be measured through knowledge assessments, reduced incidents/breaches, successful handling of data subject requests, audit results, and behavioural changes in how staff handle data. A combination of metrics provides the most complete picture.

What’s the difference between EU GDPR and UK GDPR training?

While the core principles remain identical, UK GDPR training should address UK-specific regulatory bodies (ICO), enforcement approaches, and any divergence in implementation. Organisations operating across both jurisdictions should have training that covers both frameworks.