How to protect personal data outside the office

Working remotely is part of everyday life now, but it comes with new privacy risks . The UK GDPR still applies wherever the work happens - at home, in a café, on a train, or in a co-working space. Personal data is personal data, even if it’s accessed from your kitchen table.

If you remember nothing else, remember this: when you leave the office, you take privacy with you.

1. Why remote work needs extra care

Outside the office, information is naturally more exposed. Devices are used on public networks, papers are carried in bags, and screens are visible to others. The UK GDPR’s security principle applies equally at home or on the move.

Remote work is convenient, but it often blurs the line between personal and professional life. Mixing devices, sharing Wi-Fi with family, or printing documents at home can all create privacy risks if not managed properly.

2. Securing your workspace

Start by making your home or remote space as private as possible.

• Position your screen so others can’t see it.
• •    Lock the room or desk when you leave if possible.
• Use a privacy screen filter if you work in public.
• Avoid discussing personal information where others can overhear.

A secure workspace helps prevent accidental disclosure.

3. Devices and connections

Remote work relies on portable devices and each one needs proper protection.

• Use only company-approved laptops and phones.
• Keep devices updated and antivirus software is installed.
• Connect through a Virtual Private Network (VPN) when outside the office.
• Avoid public Wi-Fi unless you are connecting through the VPN.
• Encrypt devices and enable remote-wipe features.

If a device is lost or stolen, report it immediately to your IT or privacy lead.

4. Handling data at home

When working with personal data away from the office:

• Do not print documents unless absolutely necessary.
• Store printed papers securely and shred them when done.
• Avoid saving work files to personal folders or USB drives.
• Log out of systems when not in use.
• Keep personal and work accounts separate.

Children or family members might use the same computer or network, so keep sensitive material within the work environment only.

5. Mobile work and travel

Working on trains, planes, or in cafés creates extra risk.

• Avoid discussing identifiable cases in public.
• Keep laptops and documents in sight at all times.
• Be careful with portable storage like USB sticks or external drives.
• Turn off Bluetooth and file-sharing when not needed.

If you use paper documents, carry them in a closed folder and never leave them unattended.

6. Monday morning takeaways

If you handle personal data while working remotely:

1. Set up a private and secure workspace.
2. Use only company-approved devices.
3. Connect through secure networks or VPNs.
4. Keep data off personal drives and Personal emails.
5. Report any loss or issue straight away.

If you manage a remote team:

1. Provide clear remote-working guidance.
2. Ensure staff understand security expectations.
3. Check devices meet encryption and software standards.
4. Offer training on secure home setups.

Quick summary

In plain terms

Working from home or on the move is part of modern life, but privacy responsibilities travel with you. Keep your environment secure, treat work data as confidential, and report issues quickly. A small bit of preparation protects both people’s data and your organisation’s reputation.