By Jenny Phipps, Qlic IT for Charities.
This blog was first published in November 2023, and last updated in October 2025 to reflect new guidance.
As we move into the end of 2025, data protection and cybersecurity remain some of the most critical issues for charities operating in an increasingly digital world. The General Data Protection Regulation (GDPR), first introduced in 2018, continues to shape how organisations handle personal and sensitive information.
With cyber threats growing in both sophistication and frequency, charities must ensure they have robust systems in place to protect donor, volunteer, and beneficiary data. In this updated guide, we explore how GDPR impacts the third sector, the key principles to follow, and the IT solutions that can help keep your organisation secure and compliant.
Understanding GDPR for charities
GDPR was designed to strengthen data protection and privacy standards across the EU, and it continues to apply to UK charities through the UK GDPR, enforced by the Information Commissioner’s Office (ICO).
In 2025, several key developments are shaping the data protection landscape. The UK’s new Data (Use and Access) Act 2025 introduces important updates to UK data protection law, aimed at promoting innovation while maintaining strong privacy safeguards.
The Act also clarifies how personal data can be used for research, introduces a new lawful basis for “legitimate interests,” and reduces administrative burdens for smaller organisations. The ICO has gained expanded enforcement powers, including fines of up to £17.5 million or 4% of global turnover, with changes being phased in between June 2025 and June 2026.
For charities, GDPR isn’t just about legal compliance, it’s about maintaining confidence with donors, beneficiaries, and supporters. People expect transparency about how their data is collected, stored, and used. A charity’s ability to demonstrate responsible data management directly influences its reputation and funding opportunities.
Understanding GDPR means knowing what data you collect, why you collect it, and how it’s processed, stored, and deleted. This clarity ensures your relationships with donors and volunteers are built on transparency and accountability.
The ICO continues to issue substantial fines and penalties for organisations that fail to meet GDPR standards. Enforcement actions in recent years show that no organisation, regardless of size or sector, is immune.
For charities, the consequences of non-compliance can be especially damaging, extending beyond financial loss to long-term reputational harm and erosion of donor confidence. Even a small data breach can undermine trust in your organisation’s ability to protect sensitive information.
Core GDPR principles for charities
Charities should adhere to the following key GDPR principles to ensure proper data handling:
- Lawfulness, fairness and transparency: be open and honest about how data is used.
- Purpose limitation: collect data only for a specific purpose.
- Data minimisation: only gather what’s necessary e.g, name, contact details, donation amount.
- Accuracy: keep records up to date and correct errors promptly.
- Storage limitation: don’t retain data longer than required.
- Integrity and confidentiality: secure data from unauthorised access, loss, or misuse.
- Accountability: demonstrate compliance with all relevant policies and processes.
Consent remains central. Donors must give explicit permission before their data is used, and they should know how it will be processed. Regular reviews of consent policies help maintain compliance and transparency.
How IT solutions support GDPR for charities
Modern IT solutions make GDPR compliance and data protection far easier to manage. By adopting the right tools, charities can significantly reduce risk while simplifying operations.
- Data encryption: advanced encryption protects sensitive information, even if it’s intercepted, it remains unreadable without authorisation.
- Access controls: granular access permissions ensure only authorised users can access certain data. Microsoft Intune is an excellent example of this in action.
- Multi-factor authentication (MFA): adds an extra layer of protection beyond passwords. Simple app-based authentication or one-time codes can stop most unauthorised logins.
- Data backup and recovery: regular backups safeguard data and support GDPR’s confidentiality principle. Tools like Datto Backupify ensure information can be recovered quickly after an incident.
- Threat detection and incident response: modern systems can automatically detect suspicious activity, alert your team, and contain potential breaches before they escalate.
- Staff training and awareness: human error remains a major cause of data breaches. Regular training using tools such as Proofpoint can keep teams aware of phishing risks and good data hygiene practices.
Data protection is not a one-time task, it’s an ongoing commitment to the people who trust your charity with their information. By combining good governance, regular training, and reliable IT systems, your organisation can maintain compliance and protect its mission well into the future.
Ensuring GDPR compliance doesn’t have to be overwhelming. Partnering with an experienced IT provider like Qlic IT gives charities access to proactive monitoring, secure cloud solutions, and expert advice tailored to the third sector. From Microsoft 365 security configurations to cyber security awareness training, our team helps nonprofits stay compliant, efficient, and resilient.