Do we need managed backup services to meet UK GDPR requirements?

Updated

Backing up your business data is a key part of protecting personal information and meeting your UK GDPR obligations. While the regulation does not explicitly say you must use managed backup services, it does require that you keep personal data secure and available, and be able to restore it if lost. Managed backup services are a practical way to help meet these requirements by ensuring your data is regularly copied, safely stored, and recoverable in case of accidental deletion, hardware failure, or cyberattack.

Why reliable backups matter for UK SMEs

Data loss can cause serious disruption to your business operations. Imagine your customer records, employee details, or financial data suddenly becoming inaccessible. This can lead to downtime, lost productivity, and damage to your reputation. From a compliance perspective, UK GDPR expects you to protect personal data against accidental loss or destruction. If you cannot restore data promptly after an incident, you risk breaching data protection principles and facing investigations or fines from the ICO.

For example, a typical SME with 50 staff might store customer data across multiple systems without a consistent backup strategy. If ransomware encrypts their files, and they have no recent backups, they could lose months of data and face costly recovery efforts. A managed backup service would regularly copy critical data to secure offsite locations, enabling quick restoration and reducing business impact.

How a managed IT partner can help

A good IT partner will assess your data protection needs and implement a backup solution tailored to your business size and risk profile. They will automate backups, monitor their success, and test recovery procedures. This reduces the chance of human error and ensures backups are complete and usable. They can also help with encryption, access controls, and retention policies aligned with UK GDPR and Cyber Essentials good practice.

Practical checklist for your business

  • Ask your IT provider: How often are backups taken? Where are backups stored? Are backups encrypted and access-controlled?
  • Check your backup scope: Does it cover all critical data, including emails, databases, and file shares?
  • Verify recovery testing: How often do you test restoring data from backups to ensure they work?
  • Review retention policies: How long are backups kept? Are they compliant with your data retention requirements?
  • Confirm compliance alignment: Does the backup process support your UK GDPR obligations, including breach response?
  • Internal checks: Review who has access to backups and ensure multi-factor authentication (MFA) is enabled on backup systems.

Next steps

While managed backup services are not a legal requirement by themselves, they are a practical and effective way to support your UK GDPR compliance and protect your business data. Speak with a trusted managed IT provider or IT advisor who understands UK SME needs. They can help you design and implement a backup strategy that fits your budget and risk profile, giving you greater confidence in your data security and business continuity.

Tools & software for this topic

Not ready to change IT providers yet? These buying guides walk through tools your team can use to improve things on your own.

We may earn a small commission if you sign up with any of these tools and services, at no extra cost to you. We only feature tools that are appropriate for British businesses like yours.

Tools you can try right away

These tools line up with the topics in this guide and are commonly used by small and mid-sized businesses.

AnyDesk

Best for: Best for UK SMEs needing fast, reliable remote support with low latency

Secure remote access and support for flexible SME working

AnyDesk is commonly used for remote desktop access and support, offering smooth connections even on low bandwidth. It is often chosen by SMEs for its ease of use and quick setup, helping reduce downtime and support delays.

ConnectWise ScreenConnect

Best for: Best for UK SMEs needing detailed session control and customisation in remote support

Secure remote access and support for UK SMEs with flexible control

ConnectWise ScreenConnect is commonly used for remote support and secure access to devices. It offers detailed session management and customisation options, helping UK SMEs maintain control while supporting remote or hybrid teams efficiently.

GoTo Resolve (GoToAssist)

Best for: Best for UK SMEs needing combined remote support and secure VPN in one platform

Reliable remote support and VPN access for UK SMEs

GoTo Resolve (GoToAssist) is commonly used for remote IT support and secure VPN connections. It offers straightforward tools for troubleshooting and remote access, helping reduce downtime and support costs. Many organisations use it to maintain secure connections while assisting remote or hybrid teams.

LogMeIn Pro

Best for: Best for UK SMEs needing reliable remote support with straightforward user access

Secure remote access and support for flexible UK SME working

LogMeIn Pro is commonly used for remote desktop access and support, helping UK SMEs maintain productivity across locations. It offers strong security features and easy connection management, suitable for teams with mixed technical skills and outsourced IT support.

Parallels Access

Best for: Best for small teams needing quick, app-focused remote desktop access

Access work desktops remotely with simple app-based control

Parallels Access is commonly used to remotely control office computers via mobile or desktop apps. It offers straightforward access to files and applications, making it suitable for SMEs that require occasional remote work without complex VPN setups.

RemotePC by IDrive

Best for: Best for UK SMEs needing straightforward remote support with affordable pricing

Secure remote access and support for flexible SME working

RemotePC by IDrive is commonly used for remote desktop access and support, helping SMEs enable flexible working and IT troubleshooting. It offers easy setup and cross-platform compatibility, making it suitable for small teams and outsourced IT providers.

Need hands-on help?

If you’d rather have a provider handle this for you, here are firms that work on Managed IT Services in United Kingdom.

Top firms for Managed IT Services
Regent's Place
London, England

Overview

Regent's Place is a managed IT services provider based in London, England. This IT support company focuses on delivering reliable solutions to a variety of clients, including small and medium-sized enterprises (SMEs) and charitable organisations. They aim to enhance clients' operational efficiency by providing tailored support and technology management.

This MSP works to ensure secure and effective IT infrastructure, helping clients navigate the complexities of technology. By prioritising communication and client needs, they strive to deliver services that safeguard data and support daily operations in an increasingly digital landscape.

What clients say about this company

Feedback from clients highlights the professionalism and respect shown by the staff at Regent's Place. Visitors have noted the positive experiences they have had, appreciating both the helpfulness and the welcoming atmosphere of the location.

This managed IT services provider is recognised for its well-maintained environment, which further contributes to the overall positive impression clients receive. Such attributes reflect their commitment to providing excellent client service in a professional setting.

4.3★
OrderWork Limited
Dunstable, England

Overview

OrderWork Limited is a managed IT services provider based in Dunstable, England. This company focuses on delivering reliable IT solutions to a range of clients, including small and medium-sized enterprises (SMEs) and charities. Their services are designed to improve the efficiency and security of IT infrastructures, ensuring that clients can focus on their core operations.

This IT support company is known for its commitment to excellent customer service. They prioritise clear communication and deliver prompt responses to client needs. With services such as WiFi installation and technical support, they help clients navigate the complexities of technology while maintaining high standards of professionalism and efficiency.

What clients say about this company

Clients appreciate the responsiveness of this managed IT services provider. Many have noted the prompt arrival of engineers, friendly staff, and the thoroughness of service. They often express gratitude for the company's dedication to addressing all questions and ensuring that the installation process runs smoothly.

The feedback highlights the company's emphasis on transparency and organisation. Customers find the onboarding process streamlined and informative, with regular updates via text and email. This efficiency, combined with knowledgeable staff, has led to high levels of client satisfaction and repeat business.

4.4★
Novatech
Portsmouth, England

Overview

Novatech is a managed IT services provider based in Portsmouth, England. This IT support company focuses on delivering practical solutions for small and medium-sized enterprises, charities, and education sectors across the UK. They specialise in computer building and IT support, aiming to enhance the operational efficiency of their clients.

This MSP helps clients by simplifying complex processes and offering clear guidance in selecting technology tailored to their needs. With a commitment to professionalism and organisation, Novatech ensures reliable service delivery, timely product availability, and customisable options without unnecessary software bloat. They adhere to UK GDPR and other relevant security standards to maintain data protection and privacy.

What clients say about this company

Clients appreciate Novatech for their clear communication and efficient processes. Customers have found it easy to understand their offerings, and they often receive products ahead of schedule, along with helpful support from knowledgeable staff during the purchasing process.

Feedback highlights the professionalism and expertise of the team at Novatech. Customers have noted the staff's ability to provide tailored recommendations and their efficiency in resolving issues, fostering a trustworthy relationship that encourages long-term partnerships.

4.2★
Cloud10 IT & Cloud Services
Manchester, England

Overview

Cloud10 IT & Cloud Services is a managed IT services provider based in Manchester, England. They specialise in delivering reliable IT support tailored for small and medium-sized enterprises (SMEs), charities, and professional services. With a focus on fostering secure communication and efficient issue resolution, this IT support company plays a vital role in enhancing the operational integrity of their clients.

This MSP is dedicated to providing consistent and effective support that simplifies the IT experience for its clients. They ensure that technical issues are resolved swiftly and that there is ongoing communication throughout the process. By offering a range of services, Cloud10 helps organisations streamline their operations while maintaining compliance with regulations such as the UK GDPR and Cyber Essentials.

What clients say about this company

Feedback from clients highlights the exceptional level of support they receive from Cloud10. Many appreciate the ease of raising issues and the prompt response times that facilitate smooth resolutions. Clients often remark on how well the team communicates during troubleshooting, which builds trust and reassurance.

5.0★
Geeks On Wheels
London, England

Overview

Geeks On Wheels is a managed IT services provider based in London, England. They specialise in offering a range of IT solutions to clients across various sectors, focusing particularly on small to medium-sized enterprises, charities, and educational institutions. This IT support company prides itself on dependable service that combines technical expertise with clear communication.

This MSP helps clients address common IT challenges, including connectivity issues, malware concerns, and remote access needs. Their technicians take the time to explain processes and provide tailored support to ensure clients fully understand their systems. With services informed by UK GDPR compliance and Cyber Essentials standards, they deliver solutions that prioritise security and reliability.

Geeks On Wheels also places an emphasis on user training and onboarding, helping clients optimise their technology. They aim to simplify complex tech issues for users, offering hands-on support whether in person or remotely. By focusing on customer satisfaction, this company builds lasting relationships with clients, ensuring their ongoing IT needs are consistently met.

What clients say about this company

Clients have expressed satisfaction with the service provided by Geeks On Wheels, noting their clear communication and effective problem-solving. Many appreciate the straightforward explanations given by technicians during in-home visits. This approach helps demystify technology for users, making IT services feel accessible and manageable.

Feedback highlights the thoroughness of the team, particularly when addressing issues such as malware and connectivity problems. Clients have reported that technicians are responsive and diligent, taking the time to ensure problems are fully resolved. This attention to detail reassures customers that their IT infrastructure is in capable hands.

The honesty and transparency of Geeks On Wheels have also been commended, as they provide clients with realistic assessments of their issues. Customers have noted that the team prioritises ethical service, often recommending cost-effective solutions rather than unnecessary add-ons. This trustworthy approach has fostered a strong sense of loyalty among clients.

4.8★
Solid Rock IT UK
London, England

Overview

Solid Rock IT UK is a managed IT services provider based in London, England. They focus on delivering reliable IT support and tailored solutions for a range of clients, including small and medium-sized enterprises, charities, and educational institutions. With a commitment to security, this IT support company helps clients navigate their IT challenges efficiently.

This MSP specialises in various areas, including cybersecurity, network cabling, and WiFi solutions. They aim to ensure that clients maintain robust IT systems while offering clear communication and thorough follow-up for all services. Solid Rock IT UK places a strong emphasis on delivering personalised support to meet the unique needs of each customer.

What clients say about this company

Clients appreciate the consistent follow-up and clear communication provided by this company. Many have noted the professionalism of their engineers, who demonstrate expertise when addressing issues related to hardware upgrades and system setups at clients' locations.

The company's dedication to thoroughness and transparency has also garnered positive feedback. Clients feel reassured by Solid Rock IT UK's honest approach and their ability to resolve IT issues promptly, helping them achieve necessary cybersecurity certifications and improve their network setups.

4.9★

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