12 Smart Ways to Protect Personal Data and Avoid Breaches

By Alan Parker

Losing control of someone’s personal data can cause serious problems for any business. It can lead to fines, legal trouble, bad press, and lost trust from customers. The good news is that many data breaches can be avoided by taking simple steps and encouraging good habits among your team.

This guide breaks down 12 clear and practical actions any organisation can take to better protect the personal data they hold. These steps are easy to understand and implement — and they can make a big difference when it comes to keeping information safe.

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1. Store Personal Data Safely

Personal data should always be protected — whether it’s on a computer, phone, USB stick, or written on paper. You can do this by:

• Locking paper files in cabinets when not in use.
• Using strong, hard-to-guess passwords and password managers to keep accounts secure.
• Encrypting sensitive files so they can’t be read or accessed without the right key.

It’s also a good idea to regularly review how and where your data is stored. Make sure updates are installed, antivirus software is active, and that devices like laptops and phones are protected with screen locks.

For more tips, check out the NCSC’s 10 Steps to Cyber Security.

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2. Keep Desks Tidy and Secure

Messy desks can be risky if they have papers, devices, or USB sticks with personal data lying around. It only takes a moment for someone to see something they shouldn’t.

Encourage your team to:

• Put away or lock up documents when they’re not in use.
• Lock their computer screens when stepping away.
• Shred or securely dispose of any papers they no longer need.

This is especially important in shared spaces, open-plan offices, or places where visitors or contractors might be nearby.

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3. Make Remote Work Safe

When people work from home, travel, or work from public places like cafés, it’s harder to control how data is accessed. That’s why it’s so important to:

• Use two-factor authentication (2FA) to log in to accounts.
• Connect to work systems using secure tools like VPNs.
• Avoid saving sensitive data on personal devices unless it’s encrypted and approved.
• Avoid using public Wi-Fi for work unless it’s protected by a secure connection.

Staff should know what tools are approved for use and what’s not okay. Learn more from the ICO’s remote working guide.

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4. Keep Contact Info Up to Date

One of the most common and avoidable mistakes is sending personal or sensitive information to the wrong person — usually because their contact details are outdated.

To avoid this:

• Regularly check and update contact records.
• Ask staff or customers to confirm their details once or twice a year.
• Double-check names and addresses before sending out anything sensitive, especially by email or post.

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5. Name Files Clearly and Consistently

Confusing or vague file names can lead to the wrong files being shared or lost. To avoid this:

• Set clear naming rules for files, such as “Project_Client_Date_Version”.
• Avoid generic names like “final”, “new”, or “latest”.
• Use version numbers to show which file is current.

Encourage staff to store files in the right folders and avoid clutter. Good organisation helps prevent mistakes.

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6. Redact Data Properly

Sometimes you need to share a document but hide parts of it — like someone’s name, contact info, or financial data. That’s called redacting.

To do it properly:

• Use redaction tools in Word, PDF software, or specialist apps.
• Don’t just draw black boxes — the data may still be accessible.
• Save redacted files as new versions, and always test them before sharing.

If redacted information is not fully removed, it can be easily recovered.

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7. Keep Templates Separate from Final Documents

Templates are documents that people reuse to save time. But if someone edits or sends a version that still has real data in it, it could cause a breach.

To prevent this:

• Save blank templates in a dedicated folder.
• Make templates read-only to avoid accidental changes.
• Always save new versions with a clear, unique name.

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8. Only Give Access to Those Who Need It

Not everyone needs access to every file. If too many people can view personal data, the risk of misuse increases.

Follow the “least privilege” rule:

• Give access only to the data someone needs to do their job.
• Review access rights regularly.
• Remove access when someone leaves or changes roles.

Use folder permissions and track access for sensitive information.

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9. Train Your Staff Regularly

Most data breaches happen because of simple mistakes — not hackers. Staff who understand the risks are far less likely to make costly errors.

To build awareness:

• Run short, practical training sessions.
• Teach about phishing scams, password safety, and redacting data.
• Include training in staff onboarding.
• Refresh training at least once a year.

The ICO provides free training resources to help get started.

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10. Back Up Your Data Securely

Files can be lost due to deletion, hardware failure, or cyberattacks. Backups are your safety net.

To protect your data:

• Set up automatic daily or weekly backups.
• Store backups off-site or in the cloud.
• Encrypt backup data.
• Test backups regularly by restoring sample files.

Backups should be part of your wider emergency plan.

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11. Stop Departing Staff Taking Data

When people leave a job, they sometimes take data with them — like customer lists or reports. This can happen by mistake or on purpose.

To reduce the risk:

• Include data protection rules in employment contracts.
• Follow a clear offboarding process (e.g., collect laptops and disable accounts).
• Revoke access on or before their last day.
• Monitor for unusual downloads before departure.

Involve IT and HR in managing the exit process.

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12. Watch What You Say

Talking about personal data in the wrong place can cause a breach. Even a short conversation can be overheard.

To stay safe:

• Don’t talk about personal data in public places.
• Keep discussions private unless everyone present is authorised.
• Confirm someone’s identity before sharing information by phone.

Social engineering attacks are increasing, so stay alert.

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Wrap Up

There’s no one-size-fits-all solution for data protection — but following these 12 steps can make your organisation much safer. Most breaches happen because of small errors, and many of them can be prevented through better habits, simple tools, and regular training.

By taking personal data seriously, you stay compliant with the UK GDPR and show your customers, staff, and partners that their privacy matters.

Take action today to build trust and prevent problems tomorrow. Stay alert, stay secure, and lead by example.

FAQs