Do we need PCI DSS compliance if we take card payments online?

Updated

If your business accepts card payments online, you need to consider the Payment Card Industry Data Security Standard (PCI DSS). This is a set of security requirements designed to protect cardholder data and reduce the risk of fraud. Simply put, if you process, store, or transmit credit or debit card information, you must meet certain standards to keep that data safe and maintain trust with your customers.

Why PCI DSS matters for UK SMEs

Failing to comply with PCI DSS can lead to serious consequences. Beyond potential fines from card schemes or your bank, a data breach involving card data can cause significant downtime, harm your reputation, and lead to loss of customers. For small and medium-sized businesses, this can be devastating. Compliance also helps you align with broader UK data protection laws such as the Data Protection Act 2018 and UK GDPR, which expect reasonable security measures around personal data.

A typical scenario: online retailer with 50 staff

Consider a UK online retailer with around 50 employees who uses a third-party payment gateway to take card payments on their website. While the payment gateway handles the card data, the retailer's website still collects some customer details and passes card information to the gateway. Without proper PCI DSS compliance, such as secure website design, regular vulnerability scans, and strong access controls, the retailer risks a breach that could expose cardholder data.

A good IT partner would help this retailer by:

  • Confirming which parts of the payment process the retailer controls versus the payment provider
  • Ensuring the website and any connected systems meet PCI DSS requirements, like using SSL/TLS encryption and secure coding practices
  • Helping implement multi-factor authentication (MFA) for staff access to payment-related systems
  • Advising on regular security scans and penetration testing to identify vulnerabilities
  • Assisting with completing the appropriate PCI DSS Self-Assessment Questionnaire (SAQ) and preparing for any audits

Practical checklist for PCI DSS readiness

  • Ask your IT provider: Do they understand PCI DSS requirements relevant to your business model? Can they help you complete the correct SAQ?
  • Review your payment setup: Are you using a PCI DSS-compliant payment gateway or service? Who stores or processes card data?
  • Check your website security: Is your site using HTTPS with a valid SSL certificate? Are software and plugins up to date?
  • Access controls: Do you have strong password policies and MFA for all staff accessing payment systems?
  • Logging and monitoring: Are access logs enabled and regularly reviewed for suspicious activity?
  • Backups: Are backups of critical data performed regularly and stored securely, separate from live systems?
  • Supplier management: Do you have documented security requirements for your payment providers and IT suppliers?

Meeting PCI DSS can seem complex, but breaking it down into manageable steps and working with knowledgeable IT professionals helps reduce risk and maintain customer confidence. If you take card payments online, it's wise to discuss your setup with a trusted managed IT provider or IT advisor who can guide you through compliance requirements and practical security measures tailored to your business.

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.

Acronis Cyber Protect

Best for: Best for UK SMEs seeking combined backup and malware protection in one solution

Integrated backup and cybersecurity for reliable data protection

Acronis Cyber Protect combines backup, disaster recovery, and cybersecurity features in a single platform. It is commonly used by organisations that want to reduce risk with integrated malware defence alongside data protection. Many find it useful for managing backups and security from one console.

View Acronis Cyber Protect plans

Adobe Acrobat Sign

Best for: Best for UK SMEs needing robust e-signatures with strong compliance features

Streamline document signing with secure, compliant workflows

Adobe Acrobat Sign is commonly used by UK businesses to manage electronic signatures securely and efficiently. It supports compliance with UK data protection standards and integrates well with popular document workflows, helping reduce paperwork and speed up approvals.

View Adobe Acrobat Sign plans

Arctic Wolf Security Awareness

Best for: Best for UK SMEs seeking ongoing staff training to support Cyber Essentials compliance

Helps reduce human risk with tailored security awareness training

Arctic Wolf Security Awareness provides security training designed to help staff recognise cyber threats and reduce risk. It offers practical, scenario-based content that can be customised to fit typical SME workflows and compliance needs.

View Arctic Wolf Security Awareness plans

Backblaze Business Backup

Best for: Best for UK SMEs seeking simple, cost-effective cloud backup with unlimited data

Reliable cloud backup for straightforward data protection and recovery

Backblaze Business Backup is commonly used by small businesses for easy, unlimited cloud backup. It offers straightforward setup and predictable pricing, helping organisations protect data without complex management or hidden fees.

View Backblaze Business Backup plans

Box Business

Best for: Best for UK SMEs needing combined backup and team file access

Secure cloud backup with easy file sharing and collaboration

Box Business is commonly used by SMEs to back up data while enabling secure file sharing and collaboration. It offers strong integration with popular productivity tools and supports compliance with UK data protection standards.

View Box Business plans

Carbonite for Business

Best for: Best for UK SMEs needing straightforward cloud backup with easy restore

Reliable cloud backup with flexible recovery options for SMEs

Carbonite for Business is commonly used for cloud backup and disaster recovery by small and medium-sized organisations. It offers automated backups with flexible restore options, helping reduce data loss risk and maintain business continuity.

View Carbonite for Business plans

Need hands-on help?

If you’d rather have a provider handle this for you, here are firms that work on Compliance & Risk in United Kingdom.

Top firms for Compliance & Risk
RoundWorks IT
Nottingham, England

Overview

RoundWorks IT is a managed IT services provider based in Nottingham, England. This IT support company focuses on delivering reliable and effective IT solutions to various clients, including small and medium-sized enterprises (SMEs), charities, and educational organisations. Their experience ensures that they can help businesses streamline operations and improve their IT systems.

This MSP offers a wide range of services, including IT support, compliance assistance, and infrastructure improvement. They assist clients in adapting to modern technologies, such as Office 365 and collaborative tools like Microsoft Teams. RoundWorks IT is dedicated to helping clients achieve their goals through proactive support and personalised service.

Committed to security and compliance, this managed IT services provider adheres to essential standards such as UK GDPR and Cyber Essentials. They aim to enhance their clients' digital security while ensuring smooth and efficient IT operations. By prioritising excellent communication and reliable support, RoundWorks IT builds strong relationships with their clients.

What clients say about this company

Clients frequently commend RoundWorks IT for their responsiveness and helpfulness in handling IT-related inquiries. Many appreciate the fast response times, which often exceed expectations. The team's dedication to resolving issues efficiently is noted as a significant advantage for businesses relying on their services.

Numerous testimonials highlight the proactive support provided by this IT support company. Clients feel that the team goes above and beyond to solve problems and implement effective solutions swiftly. This approach has contributed to improved system performance and increased client satisfaction.

Feedback also emphasises the professionalism displayed during project delivery. Clients have praised the efficiency of data migration and infrastructure improvement efforts. Overall, clients view RoundWorks IT as a trustworthy partner in managing their IT needs.

5.0★
Acronyms - Plymouth England
Plymouth, England

Overview

Acronyms is a managed IT services provider based in Plymouth, England. This IT support company focuses on delivering comprehensive IT solutions that cater primarily to small and medium-sized enterprises (SMEs), charities, and various professional services. Their aim is to assist clients in managing their IT resources effectively while ensuring a strong emphasis on security and reliability.

This MSP offers a wide range of services, including IT support, phone systems, remote access solutions, and VoIP services. They work closely with their clients to understand specific needs and provide tailored support to enhance operational efficiency. By prioritising communication and responsiveness, Acronyms ensures that clients can rely on expert help whenever required.

Acronyms adheres to established guidelines and standards in the industry, including alignment with UK GDPR and Cyber Essentials principles. This helps to ensure that their clients' data is managed with the utmost care and in compliance with regulatory requirements. With their specialised knowledge, this IT support company builds long-lasting relationships with its clients, providing consistent guidance and support.

What clients say about this company

Clients have expressed positive experiences with Acronyms, highlighting their thoroughness and attention to detail. Many have appreciated the team's responsiveness in resolving IT issues promptly, making clients feel valued and supported. The rapport built by the staff, including specific mentions of individual team members, enhances the overall client experience.

Feedback also emphasizes the empathic support provided by Acronyms. Clients feel reassured knowing that their technical queries are handled with care and understanding, reducing stress associated with IT challenges. This supportive environment empowers clients to approach the team with confidence, knowing their needs will be addressed competently.

The expertise and knowledge of the team at Acronyms are frequently acknowledged by clients, especially regarding complex IT setups and ongoing support. Customers have reported feeling secure in their decision to partner with this IT support company, due to the high level of service received over time. The positive feedback consistently reflects a strong sense of trust in the capabilities of this managed IT services provider.

5.0★
Netflo
London, England

Overview

Netflo is a managed IT services provider based in London, England. This IT support company focuses on delivering comprehensive solutions to clients in various sectors, including small and medium-sized enterprises, charities, and professional services. Their primary objective is to ensure robust IT infrastructure, maintaining seamless operations while upholding security and compliance standards.

Netflo offers a wide range of services, including IT support, IT infrastructure management, and network support. This MSP prioritises proactive maintenance and quick response times, ensuring clients can rely on their expertise to resolve technical issues swiftly. Their dedication to reliability fosters strong partnerships with clients, contributing to long-term business growth.

In the context of UK regulations, Netflo aligns its practices with UK GDPR and Cyber Essentials guidelines. This commitment to compliance and security makes them a trusted partner for organisations navigating complex technological landscapes. Their team's extensive experience helps clients manage their IT needs efficiently and effectively.

What clients say about this company

Clients appreciate the clarity and professionalism that Netflo brings to their services. Many have reported exceptional satisfaction over long-term partnerships, highlighting the team's technical expertise and commitment to customer support. This IT support company is often credited with helping clients achieve smoother operations and greater efficiency.

Feedback from clients underscores the proactive support that Netflo consistently provides. Their ability to quickly address concerns and provide reliable solutions has instilled trust among clients. Long-time partners often mention that Netflo's involvement has been crucial to their growth and success.

Reliability and responsiveness are common themes in client reviews. Clients frequently express gratitude for Netflo's prompt assistance and ability to maintain their IT infrastructure effectively. This commitment to service excellence has cemented Netflo's position as a reputable IT partner in the UK market.

5.0★
One2Call Ltd
Sheffield, England

Overview

One2Call Ltd is a managed IT services provider based in Sheffield, England. They focus on delivering a range of IT solutions primarily to small and medium enterprises (SMEs), charities, and professional services across the UK. This IT support company emphasises reliability, communication, and the delivery of tailored IT services to meet client needs.

With a solid commitment to professionalism, One2Call Ltd offers services such as WiFi installations, phone systems, and IT support among others. They also assist clients with compliance needs, including guidance on Cyber Essentials accreditation. This MSP has built a reputation for providing clear communication and efficient service throughout project delivery.

By understanding the specific requirements of their clients, this managed IT services provider helps organisations improve their IT infrastructure and security. They ensure that clients receive prompt support and effective solutions, contributing to smoother operational processes. Their approach aligns with UK GDPR and other relevant standards, reinforcing their commitment to data protection and compliance.

What clients say about this company

Feedback from clients highlights the clarity and professionalism of the team's communication. Customers appreciate that engineers, like Jordan and Luke, explain technical details in straightforward terms, which makes it easier for clients to understand the services provided. This focus on clear communication supports a positive customer experience.

Many clients commend One2Call Ltd for their exceptional project delivery and organisation. They consistently meet agreed timelines while maintaining high standards of service. This efficiency builds trust and satisfaction among clients who rely on the company for various IT needs.

Additionally, clients value the respectful and pleasant manner of the staff during installations and support. The minimal disruption and professionalism noted during projects enhance their overall experience. This commitment to quality service leads to strong recommendations from satisfied customers.

5.0★
MCS Group
Liverpool, England

Overview

MCS Group is a managed IT services provider located in Liverpool, England. They focus on delivering reliable IT support and compliance services to a range of clients, including small and medium-sized enterprises, charities, and educational institutions. This IT support company operates with a clear commitment to security, efficiency, and effective communication.

This MSP helps clients navigate complex IT challenges and improve their operational efficiency. MCS Group guides businesses through compliance processes like Cyber Essentials, ensuring they meet regulatory standards. Their support includes onboarding services, troubleshooting issues, and general IT maintenance, making the technology experience straightforward for their clients.

What clients say about this company

Many clients express satisfaction with the clarity and professionalism offered by MCS Group. Feedback highlights their ability to simplify complicated processes, such as handling compliance applications, which reduces stress for business owners and employees alike.

Customers also appreciate the responsiveness and efficiency of the support team. Clients report positive experiences with troubleshooting and hardware replacements, noting the attentiveness and friendliness of staff members as key strengths of this managed IT services provider.

4.9★
Rejuvenate IT
Bournemouth, England

Overview

Rejuvenate IT is a managed IT services provider based in Bournemouth, England. They focus on delivering reliable IT support, cybersecurity, compliance, and data backup services to a range of clients, including small and medium-sized enterprises, charities, and educational institutions. This MSP takes pride in helping organisations improve their IT systems and ensure their data is secure and compliant with relevant regulations.

This IT support company understands the challenges that businesses face when dealing with technology. They offer tailored solutions that simplify IT processes, making them easier for clients with varying levels of technical expertise. Their emphasis on clear communication ensures that clients can easily follow the steps needed to resolve any IT issues.

Rejuvenate IT is committed to operating within UK data protection guidelines and has measures in place to support clients' cybersecurity needs. Their services are designed to provide peace of mind, allowing clients to focus on their core activities while knowing their IT is in capable hands.

What clients say about this company

Many clients appreciate the thoroughness and attention to detail provided by this managed IT services provider. Feedback indicates that Rejuvenate IT staff are supportive and understanding, which helps clients navigate their technology challenges with confidence. Their ability to deliver consistent follow-up and effective solutions has earned them a strong reputation.

Clients have highlighted the value of the onboarding process, noting that the team takes the time to explain technical concepts in simple terms. This approach has made a significant difference for clients who initially felt overwhelmed by their IT problems. Many have expressed gratitude for the patience and clarity demonstrated by the staff.

Overall, feedback suggests that this IT support company has become a trusted partner for numerous businesses as they address their IT needs. Customers report a high level of satisfaction with the services provided and appreciate the proactive stance taken by the team in managing their IT infrastructures and security.

5.0★
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