The Everyday GDPR Mistakes Professionals Still Make Without Realising

And how a few small habits can protect your organisation, your clients, and your credibility

Introduction

Most GDPR breaches do not happen because someone has acted carelessly or with bad intentions. They happen in the middle of a busy day, between meetings, or while trying to do something quickly. The truth is that many professionals are still making simple GDPR mistakes without realising, and these mistakes can easily put personal data at risk.

The good news is that once you know the common pitfalls, you can avoid them with confidence. At Camari Training, our practical GDPR modules help time-poor professionals understand how these everyday habits link back to the core principles of lawful processing, data subject rights, and breach prevention. In this blog, we explore two of the most frequent GDPR risks that show up in modern workplaces.

1. Saving documents in the wrong place

This mistake is incredibly common. A team member downloads a document, updates it, and saves it on their desktop because it feels quicker. Someone else stores client information in a personal drive or an old shared folder because they did not know where the official storage location was. Another person saves sensitive HR documents in a general team folder so that everyone can “just find it easily”.

It feels simple and harmless. In reality, it puts your organisation at risk.

Why it is a GDPR problem

Saving files in the wrong place often means:

• Unauthorised access

• Lack of version control

• No audit trail

• Increased risk of data loss or accidental sharing

  
  

Under GDPR, organisations must protect personal data, store it appropriately, and restrict access to those who genuinely need it. When information is scattered across desktops, personal folders, inboxes, and unofficial shared drives, those responsibilities become almost impossible to meet.

How to fix it

Start by making it clear where specific types of data should be saved. Keep personal data in approved, access-controlled systems. Avoid local storage unless absolutely necessary. Encourage staff to delete duplicate files once they have been saved in the correct place.

Module 1 of Camari Training’s GDPR pathway covers this in more depth by helping learners understand what personal data really is and why appropriate storage forms a core part of lawful and safe processing.

2. Oversharing in Teams or Slack

Modern communication tools have transformed how quickly we can work. But with speed often comes risk. Teams and Slack feel informal and convenient, which means people often forget that these platforms are still written records. Screenshots, client details, payroll questions, disciplinary updates, and even medical information are sometimes shared in chats without a second thought.

Why it is a GDPR problem

When personal data is shared too widely, even within the organisation, it becomes a breach of the data minimisation principle. GDPR requires that only the right people see the right information for the right reason. Oversharing creates unnecessary risk because:

• Messages can be forwarded

• Staff may leave group channels open

• Threads may be viewed by more people than intended

• Sensitive data may be stored permanently in chat history

  
  

A quick message sent in good faith can become a compliance issue that is difficult to track or delete later.

How to fix it

Make it a habit to pause before sharing. Ask yourself: Does this person genuinely need this information to do their job? If not, find a safer channel or remove the personal details completely.

Module 2 and Module 3 in Camari Training’s GDPR series explore data subject rights and breach prevention, helping professionals build confidence in what is safe to share, what must be protected, and how to report oversharing quickly when it happens.

Why these small mistakes matter

Individually, these mistakes feel minor. But GDPR is built on a simple truth. Small habits shape culture. A culture of convenience leads to unnecessary breaches. A culture of awareness builds trust and credibility.

By addressing these issues early, organisations protect:

• Staff confidence

• Client relationships

• Regulatory compliance

• Reputation and credibility

  
  

These are exactly the areas Camari Training’s GDPR modules, developed in partnership with CVG Solutions, support. They turn GDPR into clear, everyday habits that professionals can apply immediately.

Conclusion

Every organisation wants to avoid data breaches, but the real power lies in building confidence across the workforce. When people understand the everyday risks, they make better decisions, protect personal data, and support a culture of trust.

If you want to strengthen GDPR awareness across your team, explore Camari Training’s practical GDPR modules created by award-winning compliance experts CVG Solutions. They are designed for time-poor professionals who need clarity, confidence, and examples they can put into action straight away.