GDPR - Get Data Processing Right?

(What it means for the truly small business and what it means for your data migration)

If you’ve heard of the GDPR (General Data Protection Regulation) but you’re not sure what it really means for your small business, this article is for you. Below, we’ll explore why GDPR matters, how it affects the way you handle customer information, and simple steps you can take to stay on the right side of the law.

Don't worry, I am not going to go full geek.

Why GDPR Was Introduced

GDPR was created to give individuals more control over their personal data. In essence, it’s about respecting people’s privacy and ensuring you handle their information in a responsible manner. If you’re storing client data—whether it’s a spreadsheet of emails for "marketing" or a fancy Customer Relationship Management (CRM) system—GDPR likely applies to you.

But don’t panic—the GDPR isn’t designed to stop you from running your business; it’s there to protect the rights of your clients and customers, and by extension, your rights too. Staying compliant helps build trust with your audience, showing them you take their privacy seriously.

What Counts as “Data” Under GDPR?

• Names and addresses (postal or email)
• Phone numbers
• Birthdates
• Payment details
• Browsing data (such as cookies or IP addresses)
• Any other personal information that could identify an individual

Basically, if it’s about an actual, real person—and if you’re recording or storing this data in any form—it’s considered personal data.

Practical Examples: What’s Allowed vs. What’s Not

Here are some examples to help you see what you should and shouldn’t be doing with customer data:

All this is Allowed

• Collecting emails for a newsletter if people have clearly agreed to receive it (they’ve actively ticked a box or signed up).
• Storing client information in a password-protected, securely managed database or cloud service (as long as clients know you’re doing this).
• Using data to send out a one-off special offer if you have a valid reason and permission (e.g., someone filled in a form and showed interest).

Not Allowed

• Adding people to your mailing list who haven’t agreed to it, even if they’ve bought something from you before.
• Leaving a printout of customer details (addresses, phone numbers) on your office desk for anyone to see.
• Selling personal data to a third party without the customer’s explicit permission.
• Third Party Processing Unless you have the data subjects permission to do so.

Your Checklist for Getting GDPR Right

1. Inform Your Customers: Let people know what data you collect and why you’re collecting it. A simple privacy notice on your website or a mention in your emails can do the trick.

2. Get Clear Consent: If you want to send marketing emails or store data for a non-essential purpose, ask for consent and make it easy for people to say “no thanks” or opt out later.

3. Keep Data Secure: Use passwords, encryption, or secure cloud services to store personal information. Don’t forget to lock physical documents in a safe place.

4. Delete Data You No Longer Need: Don’t keep data forever “just in case.” If it’s no longer necessary for the purpose you collected it, remove it. Regularly review your lists and archives.

5. Be Ready for Data Requests Under GDPR, individuals have the right to access or erase their data. If you get an email from a customer saying, “Please delete my details,” know where their information is stored and be ready to respond.

Best Practices for Peace of Mind

• Conduct a Mini-Audit: Write down what data you collect, where it’s stored, and how it’s protected. You’ll be surprised how much you uncover and how quickly you can spot potential issues.
• Train Your Team: Make sure anyone who handles customer data in your business knows the basics.
• Keep It Simple: If you don’t need a piece of information, don’t collect it. Less data means less risk.

How Precalculate Can Help

If this all seems a bit overwhelming, don’t worry—you’re not alone. Many small businesses struggle with organising data properly while staying on top of GDPR. At Precalculate, we specialise in helping our clients manage their data in a compliant manner.

From setting up secure systems to reviewing your existing processes, we can give you a hand so you can focus on doing what you love in your business—without breaking a sweat over data rules.

Final Thoughts

GDPR doesn’t have to be scary or complicated. By being transparent about what you do with personal information, getting clear permission where needed, and keeping data secure and up to date, you’re well on your way to staying compliant. At the end of the day, it’s all about building trust and showing your customers you respect their privacy.

Do you need help getting your data ducks in a row? Get in touch with us at Precalculate—we’ll happily walk you through the process and make your GDPR compliance as painless as possible.

Here’s to responsibly growing your business, one securely stored contact at a time!