How to Stay GDPR-Compliant When Working Remotely
Remote and hybrid working have become the norm for many UK businesses, but with that flexibility comes responsibility, especially when it comes to data protection.
The General Data Protection Regulation (GDPR) sets strict rules on how organisations handle personal information. Whether your team is in the office or at home, you’re still responsible for keeping that data safe. Yet, when employees use home Wi-Fi, personal devices, or shared spaces, the risk of data leaks and breaches increases dramatically.
So how can your business stay compliant while supporting remote work? Let’s explore the key areas that matter most.
Understanding Your GDPR Responsibilities
Under GDPR, your organisation is considered a data controller or data processor (and sometimes both). This means you must handle personal data lawfully, securely, and transparently, no matter where your staff are based. The same rules apply outside the office: if an employee downloads client data onto a laptop at home, you’re still accountable for protecting it. GDPR compliance doesn’t stop at your firewall, it extends to every device, network, and cloud platform that touches your business data.
That’s why having clear remote working policies, the right technology, and staff awareness is essential.
Secure Devices, Secure Data
One of the biggest risks to GDPR compliance in remote environments is unsecured devices. When staff use personal laptops or mobile phones to access company data, you lose control over updates, antivirus protection, and encryption.
The safest approach is to provide company-managed devices with:
Encryption enabled by default
Automatic software and security updates
Endpoint protection such as XDR or MDR
Central management via Microsoft Intune or a similar tool
If staff must use their own devices, enforce Mobile Device Management (MDM) policies that ensure security controls and the ability to wipe data remotely if a device is lost or stolen.
Strong Access Controls
Remote working increases the number of logins, cloud systems, and collaboration tools, and therefore the risk of unauthorised access.
Multi-Factor Authentication (MFA) should be mandatory for all accounts, especially Microsoft 365, email, and VPN access. MFA ensures that even if a password is compromised, attackers can’t get in without a second verification step.
Avoid sharing accounts or credentials between staff. Each user should have a unique login with permissions limited to what they actually need, a principle known as least privilege access.
Cloud Storage and Data Sharing
Cloud platforms like Microsoft 365, OneDrive, and SharePoint make remote collaboration easy, but without proper configuration, they can also expose data.
Make sure shared folders and documents are only accessible to authorised users. Review sharing permissions regularly and restrict external sharing unless absolutely necessary. Consider using Data Loss Prevention (DLP) tools to block sensitive information (like financial or personal data) from being emailed or uploaded where it shouldn’t be.
Remember: even though cloud providers host your data, you remain responsible for GDPR compliance, including ensuring that your provider meets UK data protection standards.
Communication and Privacy
Working remotely often blurs the line between personal and professional communication. Encourage employees to use official business tools, such as Microsoft Teams or company email, rather than personal accounts or messaging apps for work-related communication.
Remind staff that GDPR applies to all personal data they handle, including names, addresses, phone numbers, and email correspondence. Simple habits like locking screens when away from desks, not printing sensitive documents at home, and avoiding work on public Wi-Fi make a huge difference.
Training and Awareness
Even the best technology can’t protect your business if employees don’t understand the risks. Regular GDPR and cybersecurity awareness training helps staff recognise potential threats such as phishing emails, social engineering, or accidental data sharing.
Training should be ongoing, not just a one-off induction exercise. Remote workers face new challenges all the time, and awareness is the first line of defence.
Backups and Data Retention
Data loss is not just an inconvenience, under GDPR, it’s a breach if personal data can’t be recovered. Ensure that all critical business data stored in Microsoft 365, email, or shared drives is backed up automatically and securely.
Define clear retention policies so that old data is deleted when it’s no longer needed. Storing unnecessary personal information increases your risk exposure and can breach GDPR’s “data minimisation” principle.
How Sunrise Technologies Can Help
At Sunrise Technologies, we help businesses stay compliant and secure, no matter where their teams work. Our proactive IT management and cybersecurity services include:
Endpoint protection and remote monitoring
Secure cloud configuration and data backup
User awareness training
Compliance reviews for Cyber Essentials and GDPR readiness
By combining technology, training, and ongoing support, we help businesses build a remote working environment that’s productive, secure, and fully GDPR-compliant.
Remote work doesn’t have to mean greater risk. With the right systems, training, and policies in place, your business can protect personal data and maintain compliance, while giving your people the flexibility they need to perform at their best.
If you’d like to assess your GDPR readiness or review your remote security setup, contact Sunrise Technologies today to book a free consultation.