GDPR Compliance and Workplace Messaging: Everything You Need to Know (2025 Edition) 

For teams seeking secure internal workplace communication

With remote work, hybrid teams, and instant communication apps now standard in the workplace, it's never been more critical to ensure your internal communication tools meet GDPR compliance regulations.

Yet many organisations continue to rely on consumer apps like WhatsApp or Facebook Messenger — tools never designed for compliance with GDPR.

This guide unpacks what GDPR compliance really means for internal communications and offers actionable steps to ensure your organisation stays protected in 2025 and beyond.

What is GDPR Compliance and Why Does It Matter in the Workplace?

GDPR compliance refers to adhering to the rules and principles set out by the General Data Protection Regulation (GDPR). It governs how organisations collect, store, and process personal data.

But GDPR compliance isn’t just about customer data. It also applies to how you communicate with and about your employees. GDPR compliance regulations are built on the following key principles:

• Data minimisation: only collecting what's necessary
• Lawful basis for processing: such as consent or legitimate interest
• Purpose limitation: using data only for the purpose it was collected.

GDPR-compliant messaging is essential in the workplace because it ensures that personal information (whether about employees, clients, or day-to-day operations) is handled responsibly and securely. In short, it’s about creating a secure, compliant and professional communication environment.

4 Common Pitfalls of Workplace Communication

Before reviewing your internal communication tools, it’s important to understand where many organisations go wrong. Even well-intentioned setups can introduce serious GDPR risks if the right controls, tools, and policies aren't in place.

The Information Commissioner’s Office states that, “you should always ensure that you use corporate channels for official business [...] If staff repeatedly use non-corporate communication channels, this may signal that you need to review the capability, usability and limitations of your current corporate channels.” 

Below are 4 common pitfalls of workplace communication to be aware of and avoid.

1. Use of Consumer Messaging Apps

Messaging platforms like WhatsApp, Signal, and Messenger lack audit trails, data control, and consent tracking. They store information on personal devices and third-party servers, exposing organisations to significant risks and fines for non-compliance with GDPR.

2. Inadvertent Sharing of Personal Data

50% of UK businesses experienced a cyber security breach or attack in 2024, showing just how widespread data breaches are. This is in part to non-compliant communication channels being so widespread in the workplace.

Employees may accidentally share HR, health, or other sensitive information via unsecured messages. If untracked or unmanaged, this can lead to serious data breaches that could incur significant financial penalties.

3. Shadow IT and Unauthorised Tools

When staff use unapproved messaging apps or tools, it creates blind spots for IT and compliance teams. These tools often fall outside GDPR compliance requirements and official monitoring, making data governance nearly impossible.

4. Lack of Communication Governance

Even when using secure tools, the absence of proper policies around access control, data retention, and failure to communicate GDPR to employees can leave organisations exposed to compliance failures.

Reviewing your internal communication channels and processes to ensure GDPR compliance is essential to avoid hefty penalties, data breaches, and reputational damage. If you are aware of communication failings within your organisation, now is the time to take action.

What GDPR Compliant Messaging at Work Looks Like

To meet compliance with GDPR, internal workplace messaging must go beyond convenience and focus on protecting personal and company data. This means using GDPR compliant messaging apps and practices that support security, accountability, and transparency across your organisation. 

Here’s what GDPR compliant messaging looks like in the workplace.

1. Lawful Processing of Employee Data

GDPR compliant messaging platforms must have a legal basis to store and process employee data (e.g., shift patterns, availability, team feedback). All workplace messages should be encrypted in transit and at rest, and data should only be retained as needed.

Example: A shift manager shares weekly schedules via Joyned. Messages are encrypted, stored securely, and automatically deleted after 30 days, meeting GDPR data minimisation standards.

2. Auditable Conversations

In the event of a complaint, legal dispute, or inquiry, organisations must be able to retrieve and review full message histories with timestamps, user IDs, and any edit logs.

Example: An employee reports inappropriate behavior in a team chat. HR accesses the full message history on Joyned, including timestamps and edits, to support the organisation or law enforcement in their investigation.

3. Encrypted, Traceable Communication

End-to-end encryption, user authentication, and traceable logs protect the integrity of internal messages and ensure GDPR compliance and accountability.

Example: During a safety incident, department leads coordinate on Joyned. All messages are encrypted and logged, creating a secure, time-stamped audit trail.

4. Controlled and Classified Messaging

Only authorised users should access certain chats. This is essential for safeguarding your employees. Sensitive topics must be clearly marked and handled with extra security.

Example: A HR advisor shares a disciplinary report with leadership. Joyned restricts access to HR and management roles and marks the conversation as “Confidential.”

5. Controlled Consent and Access

Communicating GDPR to employees is essential. Employees should be informed about how their communication data is used. Role-based permissions should restrict access to relevant chats only.

Example: New hires review Joyned’s consent and data-use notice upon onboarding. They are only added to chats relevant to their role and department.

6. Policy-Backed Platforms

Organisations must define and document approved GDPR compliance tools, which data is permitted, and how to address misuse.

Example: A company handbook lists Joyned as the sole GDPR compliant messaging app, specifies acceptable message content, and includes escalation steps for misuse.

Why Personal Messaging Apps are Not Suitable for Workplace Communications

One in three UK workers use personal messaging apps for workplace communication. Personal messaging apps are built for convenience, not GDPR compliance, security, or auditability. For internal workplace communication, they simply don’t meet GDPR communication standards. 

Here’s why:

1. GDPR and Data Privacy Violations

• Messages may be stored on personal devices or third-party servers outside the UK/EU.
  
• You can’t monitor, export, or delete messages if required. This is a major problem under GDPR.
  
• Personal information (like rota changes, sickness notes, or customer data) may be shared without legal basis.

2. Lack of Visibility and Accountability

• Managers and compliance officers can’t see what’s being said or shared.
  
• Critical business discussions can be lost, misunderstood, or miscommunicated.
  
• There’s no formal record of decisions or instructions.

3. Security Weaknesses

• Messages may be intercepted or leaked if a phone becomes lost or compromised.
  
• Employees may forward sensitive info to unauthorised contacts - intentionally or by mistake.
  
• No guarantees of encryption standards or access controls (especially within group chats).

4. Blurring of Personal and Professional Boundaries

• Staff may feel their personal time is being invaded, leading to burnout or morale issues.
  
• Inappropriate language or unprofessional behaviour can go unchecked.
  
• There’s potential for legal disputes if misconduct happens over an unofficial channel.

5. Compliance Audits and Legal Risk

• If regulators ask for evidence of internal workplace communications, you can’t provide it reliably.
  
• There are fines for non-compliance with GDPR, as well as legal investigations and reputational damage.
  
• Consumer tools typically lack the audit logs, retention policies, and admin access needed for regulated environments.

4 Hidden Ways Your Organisation May Be Falling Short of GDPR Compliance Regulations

Many organisations assume that basic data policies or secure HR platforms are enough to satisfy GDPR compliance. But in practice, internal workplace communication habits are often where compliance quietly unravels, especially when staff rely on personal messaging apps or informal channels.

Here are the most common, often-overlooked GDPR compliance risks to be aware of:

1. Use of Consumer Messaging Apps (e.g. WhatsApp, Messenger)

Personal messaging apps are commonly used for communication in professional settings. Research shows, for example, that NHS staff frequently use WhatsApp to share confidential patient information due to inefficient official systems. However, while popular apps like WhatsApp or Facebook Messenger may feel convenient, but they are not built for regulated business environments:

• You cannot track or export a reliable log of communications, making audits and compliance checks impossible.
  
• Messages are stored on personal devices or external servers, far outside your organisation’s governance.
  
• These apps can’t document when or how consent was given for processing personal data - a clear GDPR obligation.
  

2. Inadvertent Sharing of Personal Data

Even small oversights can lead to serious compliance issues:

• Platforms without strong encryption expose sensitive data to potential interception.
  
• Sending personal details (e.g., about sickness, shift changes, or HR matters) to the wrong group, or too broadly, can be classed as a reportable data breach.
  
• Without visibility or controls, you're unlikely to meet GDPR’s 72-hour breach notification requirement.
  

3. Shadow IT and Unauthorised Tools

When staff use apps that haven’t been vetted or approved by IT or compliance, it’s called Shadow IT and it is a growing risk:

• You can't know where personal data lives or who has access to it.
  
• Personal apps often lack multi-factor authentication, admin controls, or secure backups.
  
• If a data subject requests access or erasure, your organisation may not even know where that data is stored.

4. Lack of Workplace Communication Governance

Even if you're using a secure tool, GDPR compliant messaging at work also depends on people, policies, and practices:

• No access logs or traceability
  
• No data retention policy
  
• No documented comms policy
  
• No staff training

The Risks of Non-Compliance

Failing to meet GDPR compliance regulations, even unintentionally, can result in heavy financial, legal, and reputational consequences. Here’s what’s at stake:

Fines for Non-Compliance with GDPR

GDPR enforcement carries real financial risk. Organisations can be fined up to £17.5 million or 4% of the total annual turnover (whichever is higher) for serious violations. Even minor breaches, such as failing to obtain proper consent or not reporting a data incident in time, can lead to significant penalties.

Investigations and Liability

Non-compliance with GDPR can trigger regulatory investigations and potential lawsuits. If your organisation is found to be using unsecure messaging apps or is lacking clear audit trails, it may face scrutiny from data protection authorities or legal claims from affected individuals.

Loss of Trust

When communication tools in the workplace fall short on compliance, staff and external partners start to ask questions. News of a data privacy issue or breach of communication policies can damage your reputation with employees, clients, and regulators alike. Trust is fragile and once broken, it is hard to rebuild.

Disruption and Downtime

If a workplace communication platform is found to be non-compliant, your organisation may be forced to suspend or remove it. This kind of disruption can have significant consequences such as: delayed updates, lost messages, miscommunication during shifts, and a scramble to find replacements. 

Ensuring that internal communication tools comply with GDPR regulations is critical for protecting personal data and avoiding regulatory risks.

How to Achieve GDPR Compliant Messaging in the Workplace

Organizations should take a structured, proactive approach to GDPR compliant messaging by following these key steps:

1. Audit All Workplace Messaging Apps

Begin by taking inventory of all workplace messaging apps, both official and unofficial. This includes email, chat tools (e.g., Slack, Microsoft Teams), and any personal apps (e.g., WhatsApp, Telegram) used by employees.

• Determine who uses each tool, for what purpose, and what types of data are shared.
  
• Assess whether these tools offer enterprise-grade features like encryption, access control, and audit logs.
  
• Include mobile and remote access methods in your audit, as these often introduce compliance blind spots.

2. Identify GDPR Compliance Gaps

After the audit, check GDPR compliance for each tool against the regulations. Common gaps include:

• Use of consumer apps like WhatsApp, which lack proper logging and data control mechanisms.
  
• Absence of consent management, especially where personal data is shared.
  
• Lack of audit trails, making it difficult to demonstrate accountability.
  
• No data retention or deletion policies, which can result in non-compliant data storage.
  

3. Replace Risky Tools with a GDPR Compliant Messaging App

Once gaps are identified, move to secure alternatives. Choose messaging platforms that are built with GDPR compliance in mind. Look for features such as:

• End-to-end encryption and secure hosting within the EU (or equivalent jurisdictions).
  
• Detailed admin controls, including the ability to manage users, permissions, and message histories.
  
• Real-time logging and downloadable audit trails to support incident response and compliance reporting,
  

4. Set Up Clear Internal Communication Policies and Employee Training

To reduce risk and embed a culture of privacy, employees need to understand why compliance matters and how to apply it in everyday communication. As a result, communicating GDPR to employees is essential. Here’s how to address that knowledge gap:

• Clearly define which tools are approved in the workplace and why.
  
• Specify what kinds of data can and cannot be shared through internal messaging.
  
• Outline the procedures for reporting a data breach or misuse.
  

Accompany this with regular employee training to reinforce awareness, especially for remote or hybrid workers who are more likely to fall back on personal apps. Communicating GDPR to employees and keeping them up to date on any regulatory changes is vital to improve workplace communication and ensure continued compliance.

5. Implement Retention, Access, and Consent Controls

GDPR compliance regulations mandate that personal data should not be kept longer than necessary and should only be accessible to those who need it. Key controls include:

• Automatically delete or archive old messages based on data classification.
  
• Use role-based permissions to ensure only authorised employees can access sensitive threads.
  
• When collecting or sharing personal data internally (e.g., HR or customer support), ensure consent is documented and reviewable.
  

6. Appoint or Consult with Your Data Protection Officer

If your organisation is legally required to have a Data Protection Officer (DPO), involve them early in the process. If not, consult with a qualified data protection expert. Their guidance can help ensure:

• DPIAs are properly conducted.
  
• Policies align with the latest regulatory guidance and GDPR compliance regulations.
  
• Your communication infrastructure is prepared for audits or subject access requests.
  

Secure GDPR Compliant Messaging in the Workplace Today

Achieving GDPR compliance in workplace messaging requires a full review of your communication habits, technologies, and policies. By following the guidance we’ve provided and carrying out regular internal communication reviews, you can stay aligned with evolving regulations and protect both employee and customer data.

7 Ways Joyned Secures Internal Workplace Communication

‍Moving Your Internal Comms Off Consumer Messaging Apps

When it comes to internal workplace communication, security and data privacy aren’t optional — they’re legal obligations. Joyned is designed to meet the demands of GDPR from day one, helping organisations stay aligned with regulatory standards without sacrificing usability.

Here’s how Joyned supports GDPR-compliant communication across every touchpoint:

1. End-to-End Encryption

Every message sent through Joyned is encrypted in transit and at rest. This ensures that only authorised users can access communication, thereby reducing the risk of data interception, loss, or leakage.

2. Full Audit Logs & Retention Control

Joyned keeps a secure, timestamped record of internal communications. Admins can access these logs when needed, and set retention policies to control how long data is stored for. This supports GDPR compliance regulations around accountability, right to access, and right to erasure.

3. Admin Visibility & Role-Based Permissions

Granular permissions allow organisations to define who can see what, whether by role, team, or location. Admins maintain oversight without needing to monitor every message manually. This reduces data exposure and helps prevent unauthorised access to sensitive information.‍

4. Built for Mobile Teams With Compliance in Mind

Whether your staff are on the floor, in the field, or in-between shifts, Joyned offers a mobile-first experience that keeps teams connected without compromising security. Crucially, all communications are kept within the internal communication app.

5. No Crossover with Personal Apps

Joyned completely separates internal workplace communication from personal apps. There are no blurred boundaries, no use of private contact lists, and no GDPR risks caused by mixing professional data with personal devices or accounts.

6. UK & EU Data Hosting

Joyned supports local data hosting to help organisations meet data residency and sovereignty requirements. Your communications stay within GDPR-compliant jurisdictions, and Joyned’s infrastructure is aligned with the expectations of UK and EU regulators.

7. Designed for Privacy by Default

Privacy is built into Joyned — not bolted on. From day one, Joyned supports:

• Data minimisation and purpose limitation.
  
• Easy access to data subject requests (DSRs).
  
• Secure offboarding and joiner-leaver controls.
  
• Customisable compliance settings to match your internal policies.

Whether you're preparing for a GDPR audit, facing a privacy impact assessment, or simply aiming to reduce organisational risk, Joyned gives you the control, traceability, and confidence that you need.

Start Now: Protect Your Teams and Your Business with Joyned

Moving away from consumer messaging apps isn't just about compliance, it's a signal to your team that privacy and professionalism matter. It’s about connecting people in the right way and ensuring your employees feel secure and supported at work.

With the right internal communication tools, clear policies, and ongoing training, GDPR compliance in the workplace becomes second nature, not simply a checkbox exercise.

Joyned is the leading workplace communication app, ensuring your internal comms stay GDPR-compliant and secure. Bring people together, support safer communication, and protect your teams with Joyned. Talk to our team.

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This guide is for general informational purposes and does not constitute legal advice.