How to protect personal data through everyday digital habits

Security is one of the seven principles of the UK GDPR. It requires that personal data be kept safe from unauthorised access, loss, or damage. For most people, that protection starts with the way they handle their devices and accounts.

If you remember nothing else, remember this: your laptop, phone, and email account are the first line of defence for personal data.

1. Why device security matters

Modern work depends on digital tools. Laptops, phones, and cloud systems hold or access huge amounts of personal data. If one of those devices is compromised, the results can be serious.

Losing a work phone, falling for a phishing email, or using weak passwords can all open the door to data loss. Even something as simple as leaving a laptop unlocked in a café can lead to unauthorised access.

The UK GDPR calls this the principle of integrity and confidentiality. In plain terms, it means keeping data safe and only available to those who need it.

2. Passwords and authentication

Passwords are still the most common security tool, but they are also the weakest link when misused.

• Use a passphrase that mixes words, numbers, and special characters.
• Never reuse passwords across accounts.
• Do not share your password with colleagues.
• Turn on multi-factor authentication (MFA) wherever possible.

MFA adds a second step, such as a code from your phone, which makes it much harder for attackers to get in.

If your system supports password managers, use one. They reduce the temptation to reuse simple passwords.

3. Keeping software and devices up to date

Updates exist for a reason. They fix security flaws that could otherwise be exploited, acting as patches to the gaps (which is they’re called Security Patches usually).

• Install operating system and app updates as soon as they appear.
• Use only approved or licensed software and avoid the crack/pirated versions.
• Avoid browser extensions or plug-ins you do not trust.

Old or unpatched software can create a gap in your defences.

4. Working safely with files and data

Personal data should never be stored or shared carelessly.

• Use encrypted drives or approved cloud systems rather than USB sticks.
• Avoid emailing sensitive files unless absolutely necessary.
• Store work files on the company network, not personal devices.
• Delete temporary copies when finished.

If you must transfer data, check who you are sending it to and use secure channels.

5. Handling lost or stolen devices

Accidents happen. What matters is how quickly you respond.

• Report the loss immediately to IT or your privacy lead.
• Do not wait to see if it turns up.
• If the device had access to personal data, it may need to be wiped remotely.

Fast reporting can prevent a data breach from turning into a major incident. The UK GDPR requires organisations to report some breaches to the ICO within 72 hours, so speed is crucial.

6. Building secure habits

Good security is mostly about daily behaviour.

• Lock your screen when stepping away, even for a minute.
• Keep work and personal devices separate.
• Be alert for phishing emails or fake login pages.
• Use company-approved VPNs when working remotely.
• Shut devices down properly at the end of the day.

The goal is not to operate in paranoia but in consistency with the requirements.

7. Monday morning takeaways

If you handle personal data:

1. Treat your login as your digital key, never lend it out.
2. Enable MFA on all accounts.
3. Keep software and browsers up to date.
4. Use company-approved tools only.
5. Report any security issue straight away.

If you manage a team:

1. Provide clear security guidelines.
2. Check that staff devices meet minimum standards.
3. Run refresher training regularly.
4. Encourage openness about mistakes or suspicious emails.

Quick summary

In plain terms

Keeping devices and accounts secure is about care, not complexity. Simple steps like locking screens, using strong passwords, and reporting quickly prevent most privacy incidents. Security is everyone’s job, and good habits are what make GDPR compliance work in practice.