How Should UK Charities Prepare for Changing Data Protection Requirements?

Data protection has always been important for charities, but recent changes to UK data protection law mean it’s a good time to review how your organisation collects, stores and uses personal information.

If your charity holds details about donors, beneficiaries, volunteers or employees, data protection isn’t just a legal requirement—it’s essential to maintaining trust.

The good news is that most charities don’t need to start from scratch. Instead, this is an opportunity to review existing processes, close any gaps and ensure your organisation is prepared for the future.

Why this matters now

Charities rely on data every day. Whether you’re processing Gift Aid claims, communicating with supporters or delivering services, personal information is at the heart of your organisation.

At the same time, many charities are introducing new digital tools, cloud platforms and AI-powered applications to improve efficiency. While these technologies offer significant benefits, they also increase the importance of knowing exactly where your data is stored, who can access it and how it’s protected.

For CEOs and CFOs, data protection has become a governance issue as much as a compliance requirement.

The risks of doing nothing

Many charities assume they are compliant because they’ve had a privacy policy in place for years.

However, technology changes quickly, and so do the ways staff work.

Common issues we see include:

• Former employees or volunteers still having access to systems.

• Personal data stored across multiple locations.

• Staff using AI tools without clear guidance.

• Outdated privacy notices and retention policies.

• No regular review of who has access to sensitive information.

None of these problems are usually intentional, but they can increase the risk of a data breach or make it difficult to demonstrate compliance if questions arise.

Five practical steps every charity should take!

1. Know what data you hold

Create a simple inventory of the personal information your charity collects, where it’s stored and why it’s needed. This includes donor records, beneficiary information, employee files and volunteer data.

2. Review who has access

Only people who genuinely need access to personal information should have it. Regularly review user accounts, especially after staff or volunteers leave the organisation.

3. Update your policies

Your privacy notices, data retention schedules and internal procedures should reflect how your organisation works today, including the use of cloud services and AI tools where appropriate.

4. Train your team

Most data breaches happen because of human error rather than technology failures. Regular training helps staff recognise phishing emails, handle personal information correctly and understand their responsibilities.

5. Make data protection part of board discussions

Trustees, CEOs and CFOs should receive regular updates on cyber security, data protection and compliance. Having clear oversight helps demonstrate good governance and ensures risks are identified before they become serious problems.

Good data protection builds confidence

Strong data protection isn’t about creating more paperwork. It’s about giving donors confidence that their information is secure, reassuring beneficiaries that their privacy is respected and helping your staff work safely and efficiently.

Organisations that treat data protection as part of good governance are often better prepared to adopt new technologies such as AI because they already understand what information they hold and how it should be managed.

How Bunker can help

If your charity has staff, volunteers or trustees accessing Microsoft 365 from different locations, now is the time to make sure your security controls are keeping pace.

Bunker’s Microsoft 365 Security Framework for Charities is designed specifically for organisations like yours. We assess your Microsoft 365 environment against security best practices, identify gaps that could expose your organisation to unnecessary risk, and provide a clear, prioritised roadmap to improve your security without disrupting day-to-day operations.

Whether you’re concerned about unauthorised access, protecting sensitive donor and beneficiary data, or giving trustees greater confidence in your cyber resilience, our framework provides practical recommendations tailored to the charity sector.

Book a Microsoft 365 Security Framework Assessment and discover how you can build a more secure, resilient and compliant Microsoft 365 environment that supports your mission.