Michael Ogbu

In an age where data drives decisions and digital footprints grow by the second, protecting personal information is no longer a back-office function – it’s a boardroom imperative. From small businesses to sprawling public institutions, the demand for a well-trained workforce that understands privacy risks, rights, and responsibilities has never been greater.

What Is Privacy Training?

Privacy training refers to formal programs that teach employees how to collect, use, share, store, and dispose of personal information – safely and lawfully.
These programs are designed to:
Prevent breaches caused by human error
Reinforce accountability and compliance
Equip employees to recognize and respond to privacy risks

In Canada, privacy training isn’t just a best practice – it’s a compliance expectation under multiple frameworks:
PIPEDA (Personal Information Protection and Electronic Documents Act): Requires organizations to implement policies and practices to fulfill their privacy obligations, including training staff.
The Privacy Act (for federal institutions): Requires public bodies to safeguard personal data, which includes educating employees on proper handling procedures.
PHIPA (Personal Health Information Protection Act): In Ontario and other provinces, health information custodians must ensure staff are aware of and comply with applicable privacy obligations.
Bill C-27 (Digital Charter Implementation Act, 2022): While still pending, it emphasizes organizational accountability, including adequate employee training.

The Office of the Privacy Commissioner of Canada (OPC) regularly identifies education and awareness as a pillar of responsible data stewardship and provides guidance, tools, and funding to promote privacy awareness across sectors.

Why Privacy Training Matters

Minimizes Human Error
Studies show internal actors cause many privacy breaches – not out of malice, but by mistake. Misdirected emails, unencrypted files, and accidental oversharing are common examples. It equips staff with the foresight to pause before clicking “send.”
Demonstrates Accountability
Under laws like PIPEDA, it’s not enough to have a policy on paper. Organizations must show they’re living up to their obligations – and training is an auditable, tangible way to prove it.
Builds Culture and Trust
A privacy-aware culture starts with informed people. When employees understand the “why” behind privacy obligations, they take ownership of their role as guardians of personal data.

How to Build an Effective Privacy Training Program

Begin with Onboarding
Start with new hires. Introduce key concepts like consent, data minimization, and incident reporting in their first few weeks.
Refresh Regularly
Offer annual refresher courses to keep staff up to date on legal shifts, evolving risks, and internal policies.
Tailor by Role
One size doesn’t fit all. Customize training for:
Frontline staff (e.g., customer service, healthcare providers)
IT and security professionals
HR and legal teams
Executives and board members
Use Engaging Formats
Leverage interactive content to boost engagement:
Internal newsletters and monthly privacy tips
E-learning modules
Live or recorded webinars
Microlearning videos
Scenario-based exercises
Include Response Training
Ensure staff can recognize and report privacy incidents. Mock drills and tabletop exercises make protocols second nature.
Track, Evaluate, Improve
Monitor completion rates, assess understanding through quizzes or feedback, and continually refine content based on learner input.

Why It Matters – Legally and Strategically
Privacy training is more than a compliance checkbox, it’s a strategic investment in your people and your brand. Regulators like the OPC expect it. Laws like PIPEDA and PHIPA require it. And forward-thinking organizations adopt it as a cornerstone of trust.

As technology evolves, so do privacy risks. But one thing stays the same: a trained, informed workforce is your first and best line of defense.

Need help creating a privacy training roadmap or evaluating your current program?
Let’s connect. Whether you’re starting from scratch or looking to fine-tune, I’d be happy to explore how we can strengthen your approach.