Why Public Sector Organisations Must Assess Their Data Protection Training Maturity
Public sector organisations handle vast amounts of sensitive personal data, making data protection training for public sector organisations a crucial aspect of compliance and risk management. Without the right level of competency, these organisations risk data breaches and embarrassing public reprimands.
However, perhaps that most detrimental impact is the stress and overwhelm of those responsible for ensuring data protection is effectively managed.
This article explores:
- Key factors influencing organisational competency in data protection
- Handling Data Subject Access Requests (DSARs) effectively
- How different team structures impact compliance
- The role of the Data Protection Training Maturity Benchmark in assessment
Key Factors Influencing Organisational Competency in Data Protection
Public sector organisations face different challenges depending on their data volume, sensitivity, and processing activities. Here’s what impacts competency levels:
Public Sector Data Sensitivity
Public sector entities manage highly sensitive information, including:
- Health records
- Social services data
- Criminal justice information
The more sensitive the data, the stricter the protection measures required.
Volume of Data and Requests
Higher volumes of data processing and information requests require:
- Advanced systems for secure data storage and management
- Well-trained staff to handle frequent Data Subject Access Requests (DSARs)
- Types of Processing Activities
Certain processing activities, such as automated decision-making and data sharing between agencies, require additional safeguards to comply with data protection laws.
Handling DSARs: Guidelines and Compliance Timelines
Under the UK GDPR, individuals have the right to access their personal data through Data Subject Access Requests (DSARs). Public sector organisations must ensure the efficient, lawful handling of these requests.
General DSAR Handling Guidelines
Recognition & Logging – DSARs must be identified and recorded as soon as possible after receipt.
Verification – The identity of the requester should be confirmed where required before processing.
Assessment – Identify relevant data to include in the response.
Response – Provide the requested data in a clear, structured format.
DSAR Timelines and Deadlines
Response time: Within one month of receiving a request.
Extension: An additional two months can be granted for complex cases.
Notification: If an extension is needed, the individual must be informed within one month.
Structuring Data Protection Teams: Small, Medium & Large Organisations
The structure of a data protection team varies based on the organisation’s size and resources. Here are common team structures:
Small Organisations
- Data Protection Officer (DPO) – Often a part-time role or an additional responsibility assigned to an existing employee. This role may also be outsourced.
- Support Staff – Limited personnel, with data protection duties integrated into administrative roles.
Example: A small local council assigns the DPO role to the Head of Administration, who also manages compliance.
Medium Organisations
- Dedicated DPO – A full-time role managing compliance strategies.
- Data Protection Team – A small team overseeing audits, training, and DSAR handling.
Example: A regional health authority employs a full-time DPO and two compliance officers who oversee training and policy updates.
Large Organisations
- Chief Privacy Officer (CPO) – A senior executive role overseeing organisation-wide compliance.
- DPO & Compliance Officers – A structured compliance team supporting the CPO.
- Specialist Teams – Focused on training, risk management, and policy enforcement.
Example: A government department has a CPO leading a dedicated compliance division, with separate teams handling staff training, audits, and regulatory reporting.
Download the Data Protection Training Maturity Benchmark for free!
How the Data Protection Training Maturity Benchmark Can Help
Tkm’s Data Protection Training Maturity Benchmark provides a structured way to assess data protection competency across an organisation.
It evaluates seven key areas:
- Essential All-Staff Training (EAST) – Ensuring all employees receive fundamental data protection training.
- Induction Training (INDT) – Providing immediate, role-specific training for new hires.
- Refresher Training (REFT) – Regularly updating staff on compliance policies.
- Specialised Roles (SPRO) – Delivering advanced training for employees handling high-risk data.
- Training Monitoring (TRMO) – Assessing and improving training effectiveness.
- Leadership Commitment (LDCM) – Ensuring senior leadership actively supports compliance.
- Resource Allocation (RSAL) – Allocating sufficient resources to maintain robust data protection measures.
Using the Benchmark for Organisational Improvement
We created this benchmark to help public sector organisations get clarity on the strengths and weaknesses of their internal training operation.
- Evaluate current training programmes and identify gaps.
- Monitor the effectiveness of training initiatives.
- Develop a strategy to improve staff competency and compliance culture.
To strengthen your organisation’s data protection maturity, download the Data Protection Training Maturity Benchmark PDF today.
This framework will help:
- Identify training and competency weaknesses
- Improve compliance and reduce risk
- Ensure you have the appropriate level of competency for the data you process
