Privacy Training for Non-Technical Staff:
Why It Matters and What to Teach
If you think privacy training is just for the IT department, think again. Non-technical staff are often the front line when it comes to handling sensitive information. They’re the ones interacting with clients, managing databases, or even just clicking on emails that could open the floodgates to a data breach. That’s why every team member needs the right training to protect sensitive data—not just to avoid legal trouble but to maintain trust and credibility.
Here’s a breakdown of what privacy training for non-technical staff covers and how you can make it stick.
Breaking Down Personal Data
Let’s start with the basics: what is personal data? It’s not just names and phone numbers. Personal data includes anything that can identify someone—like an email address, a purchase history, or even an IP address. And here’s the kicker: non-personal data can become personal data if combined with other information. That’s why it’s critical to understand how even seemingly harmless data can snowball into a privacy issue.
Make sure your staff knows:
- What qualifies as personal data and sensitive data.
- The ripple effects of data misuse.
Know the Rules of the Game
Every employee needs to be familiar with privacy laws. You don’t need to overwhelm them with legal jargon, but they should know:
- GDPR: EU data protection
- CCPA: Consumer rights in California.
- HIPAA: Healthcare-specific but equally important.
Employees should understand their role in complying with these laws—and the organization’s obligations. For example, they need to respect customer requests for data deletion or access.
Making Privacy Training Stick
Privacy training can’t be a “one-and-done” thing. It needs to be engaging, relatable, and ongoing. Here’s how:
Clear, Short, and Engaging
Privacy training doesn’t have to be complex, long, and boring. Professor Solove’s key principles for training are to keep it clear, short, and engaging. The workforce can’t learn about dozens or hundreds of different laws; it is essential they be synthesized. We recommend focusing on the key principles and concepts that underpin privacy laws and explaining the common ground that many privacy laws share and then discussing key differences when they are essential.
Regular Refreshers
Privacy threats evolve, and so should your training. Keep employees in the loop with updates on new risks and best practices.
Speak Their Language
Ditch the tech jargon. Use clear, plain language and practical examples that fit their roles. For instance, a receptionist’s training should differ from what’s provided to a sales rep.
Building a Privacy-First Culture
Privacy isn’t just a checkbox for compliance; it’s a mindset. Create an environment where every employee understands their role in protecting data. Make it clear that their actions—big or small—matter. Highlight successes, share lessons learned, and keep the conversation alive.
By empowering non-technical staff with the knowledge and tools they need, you’re not just avoiding mistakes—you’re building trust and safeguarding your reputation. Privacy is everyone’s responsibility. Start treating it that way, and the results will speak for themselves.
Since its founding by Professor Daniel J. Solove in 2010, TeachPrivacy has provided training for hundreds of organizations, boutique to Fortune 500, both nationwide and globally. A leading international expert in privacy law, Solove is a law professor at George Washington University Law School, has authored more than 10 books and more than 100 articles, as well as given lectures around the world. His LinkedIn blog has more than 1 million followers. Click here for more information about Professor Solove.