GDPR Explained for Business Owners
The UK GDPR is the data protection law that governs how your business collects, stores and uses information about people. It sits alongside the Data Protection Act 2018 and is regulated by the Information Commissioner's Office (ICO).
This article is a plain-English overview to help you understand your responsibilities. It is general guidance rather than legal advice, so treat it as a starting point for a conversation with your team or a specialist.
What the Law Actually Asks of You
At its heart the law expects you to be fair, transparent and careful with people's data. You should only collect what you genuinely need and keep it no longer than necessary.
- Have a clear, lawful reason for using personal data.
- Tell people what you do with their information.
- Keep that information accurate and secure.
- Respect the rights people have over their own data.
Who It Applies To
If you handle information about identifiable individuals — customers, staff, suppliers or website visitors — the law applies to you, whatever your size. A sole trader with a mailing list has obligations, just as a large company does.
Getting Started Sensibly
- Write down what personal data you hold and why.
- Check you have a lawful basis for each use.
- Publish a clear, honest privacy policy.
- Make sure data is stored securely and access is limited.
- Register with the ICO and pay the data protection fee if required.
Frequently Asked Questions
Does GDPR still apply now the UK has left the EU?
Yes. The UK has its own version, the UK GDPR, which keeps the same core principles. If you also serve EU customers, the EU GDPR may apply to that activity too.
Do I have to pay anything to the ICO?
Most organisations that process personal data must pay an annual data protection fee unless they qualify for an exemption.
If you need a hand with any of this, your Progressive Robot delivery team is ready to help. Raise a ticket from the Support area of your client portal or speak to your account manager and we will guide you through the next steps.