Understanding GDPR Compliance in 2025

A GDPR Compliance Guide for Businesses

The General Data Protection Regulation (GDPR) came into effect in May 2018, reshaping how organisations handle personal data.

For UK businesses, especially those holding or processing customer, client, or employee information, GDPR compliance is not optional — it is a legal obligation that affects daily operations, from marketing and HR to IT and customer service.

Failure to meet GDPR requirements can result in serious consequences, including large fines, reputational damage, and loss of customer trust. Ensuring GDPR compliance is not only a matter of risk management but also a key element of responsible business practice.

What GDPR Compliance Means for Your Business

GDPR compliance requires businesses to manage personal data lawfully, transparently, and for a specific purpose. Once that purpose is fulfilled, data must be deleted or securely anonymised.

Any business — regardless of size — that collects, stores or processes personal data must meet several core requirements:

• Lawful basis for processing data
• Transparent data handling practices
• Appropriate security measures
• Respect for individuals’ data rights
• Clear procedures for data access and deletion requests

This applies not just to customer data, but also to employee, supplier, and partner data.

Key Principles of GDPR Compliance

There are seven key principles at the heart of GDPR compliance, each designed to protect individuals and hold organisations accountable for how they use personal data:

• Lawfulness, fairness, and transparency: Organisations must process personal data lawfully, fairly, and in a way that is transparent to the data subject.
• Purpose limitation: Data must be collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
• Data minimisation: Only the necessary amount of data required for the stated purpose should be collected and retained.
• Accuracy: Personal data must be kept accurate and up to date.
• Storage limitation: Data must not be kept for longer than necessary.
• Integrity and confidentiality: Personal data must be kept secure, using appropriate technical and organisational measures.
• Accountability: Organisations must take responsibility for the data they handle and demonstrate their compliance with the other six principles.

Steps to Achieve GDPR Compliance

Meeting GDPR compliance requirements involves a series of practical steps tailored to the type of data your business handles. These typically include:

• Data mapping: Identify what personal data you collect, where it comes from, how it is stored, and with whom it is shared.
• Privacy notices: Ensure your customers and staff understand how their data is being used by providing clear privacy policies.
• Consent management: If you rely on consent as a lawful basis, it must be freely given, specific, informed, and unambiguous.
• Security measures: Use appropriate cybersecurity tools, encryption, access controls, and staff training to protect data.
• Subject access processes: Be prepared to respond to data subject requests within the one-month statutory timeframe.
• Data breach response plans: Establish clear procedures for identifying, reporting, and acting on data breaches.

Working through these areas methodically will help your business build a culture of compliance and transparency.

Data Subject Rights Under GDPR Compliance

A critical part of GDPR compliance is understanding and respecting individuals’ rights concerning their personal data. These rights include:

• Right to be informed: Individuals must be told what data is collected and how it is used.
• Right of access: Individuals can request a copy of their personal data.
• Right to rectification: Individuals can have inaccurate data corrected.
• Right to erasure: Also known as the ‘right to be forgotten’, this allows individuals to request deletion of their data.
• Right to restrict processing: Individuals can request the restriction of data use in certain circumstances.
• Right to data portability: Data subjects can request their data in a format that allows it to be transferred to another controller.
• Right to object: Individuals can object to processing for certain purposes, such as direct marketing.
• Rights related to automated decision-making: Includes safeguards against decisions made without human involvement.

Businesses must ensure that processes are in place to uphold these rights effectively and within legal timeframes.

Common GDPR Compliance Mistakes

Even well-meaning organisations can fall short of GDPR compliance if they overlook key areas:

• Not updating legacy systems: older systems may lack adequate security or functionality for data protection.
• Poor record-keeping: Failure to document processing activities can undermine your ability to demonstrate compliance.
• Inadequate staff training: Employees unaware of GDPR obligations may mishandle data unknowingly.
• Misuse of email marketing: Sending marketing emails without proper consent is one of the most frequent GDPR breaches.
• Ignoring third-party risks: If you use external providers to process data, you are still responsible for ensuring their compliance.

Recognising these pitfalls can help you implement practical safeguards across your business.

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How Herries Smith Solicitors Can Help with GDPR Compliance

Achieving and maintaining GDPR compliance can be challenging, especially for small and medium-sized businesses that lack dedicated legal or IT teams. At Herries Smith Solicitors, we provide tailored legal advice and practical support to help organisations meet their data protection obligations with confidence.

Our team offers:

• Compliance audits: Review your current data protection practices and highlight areas for improvement.
• Policy development: Draft or revise privacy policies, consent forms, and data retention guidelines.
• Training and workshops: Educate staff on best practices and legal responsibilities under the GDPR.
• Breach response planning: Help you prepare for and respond to data breaches effectively.
• Ongoing support: Provide regular updates on legislation and emerging compliance issues.

Whether you are reviewing your existing processes or starting from scratch, our expert legal guidance will help you meet the highest standards of data protection.

Speak to Our Team About GDPR Compliance Today

If your business collects or handles personal data, you are subject to GDPR obligations — and non-compliance can be costly. From understanding data subject rights to drafting compliant policies, Herries Smith Solicitors can provide the practical legal advice you need.

Contact us today to discuss how we can support your business in achieving full GDPR compliance and protecting your reputation.