How secure is your training management software? What to look for and why it matters

Training providers are responsible for handling a huge amount of sensitive data every day. From learner records and personal details to payment information and compliance documentation, the information stored in your systems is both valuable and vulnerable.

The reality is that cyberattacks and data breaches are on the rise, and training companies are not immune. A single incident can damage your reputation, disrupt operations and lead to significant financial penalties. Which raises the question: how secure is your training management software?

In this article, we’ll cover:

Why security matters for training providers

Security isn’t just a box-ticking exercise. The data you store includes:

  • Learner personal information (names, addresses, contact details)

  • Training records, certificates and compliance data

  • Financial transactions and payment information

  • Employer or client details

If this information is exposed, the consequences can be serious. Beyond fines for breaching GDPR, training providers risk losing the trust of learners and clients. Reputational damage can take years to repair, and in the meantime, operations are disrupted and resources are spent dealing with the fallout.

With more learners expecting online booking and training records to be accessible in one place, robust security in your training management software is no longer optional.

What to look for in secure training management software

Not all training software is created equal. Here are the features and standards you should expect from any provider:

Data encryption

All personal and financial information should be encrypted both at rest (when stored in databases) and in transit (when moving between systems). This ensures that even if data is intercepted, it cannot be read.

User access controls

Role-based permissions are essential. Administrators, trainers and learners should only have access to the data relevant to them. Strong user authentication also reduces the risk of unauthorised access.

Backups and disaster recovery

Accidents happen. A secure training management system will have automatic backups and a clear disaster recovery plan so that your data can be restored quickly if needed.

Compliance with GDPR and international standards

Training software should help you meet GDPR requirements, from data minimisation to the right to be forgotten. International certifications such as ISO 27001 demonstrate that a provider takes information security seriously.

Ongoing monitoring and testing

Security isn’t a one-off project. Look for a provider that carries out regular penetration testing, continuous monitoring, and updates to keep pace with evolving threats.

The hidden costs of poor security

Cutting corners on data security can be expensive:

  • Financial penalties: GDPR fines can reach up to 4% of global turnover.

  • Loss of trust: once a client questions your ability to protect their learners’ data, it’s difficult to rebuild confidence.

  • Operational disruption: from downtime to system rebuilds, recovering from a breach takes valuable time away from training delivery.

How accessplanit protects your data

At accessplanit, we know that choosing training management software isn’t just about functionality. It’s also about trust. That’s why we’ve built security into the core of our platform and processes, giving training providers confidence that sensitive data is protected at every stage.

ISO 27001 certified

We’re independently certified to ISO 27001, the international gold standard for information security. This certification covers everything from how we manage risk, to the way we train our staff, to the controls we put in place across our systems. It means our security isn’t just a promise - it’s verified by external auditors on an ongoing basis.

Cyber Essentials Plus

In addition to ISO 27001, we hold Cyber Essentials Plus, a UK government-backed certification that demonstrates our defences against the most common types of cyberattacks. This includes technical testing by independent assessors to confirm our protections are effective in practice, not just on paper. We're the only training management software with Cyber Essentials Plus.

GDPR compliance built-in

Our software and processes are designed to support your GDPR obligations. From data minimisation to the right to be forgotten, accessplanit helps you respect learner privacy and maintain compliance without adding unnecessary admin. You stay in control of your data, while we provide the tools to manage it securely.

Robust data encryption

We use strong encryption to protect data both in transit (when it’s moving between systems or devices) and at rest (when stored in our databases). This means that even if data were intercepted, it would be unreadable to unauthorised parties.

Regular testing and monitoring

We don’t take a “set it and forget it” approach to security. Our systems are continuously monitored for potential threats, and we carry out regular penetration testing and vulnerability scans with external experts. Any issues identified are addressed immediately to maintain the highest level of protection.

Secure cloud hosting and recovery

All customer data is hosted securely in the cloud, with multiple layers of redundancy. Automatic backups and disaster recovery processes mean your data is safe even in the event of an unexpected incident. If the worst happens, we can restore your system quickly to minimise disruption.

A culture of security

Technology is only part of the story. Every member of the accessplanit team is trained in security best practice, from recognising phishing attempts to handling data responsibly. Security awareness is part of our culture, so you can be confident that your data is in safe hands.

Questions to ask your software provider

If you’re reviewing training management software, don’t be afraid to ask tough questions:

  1. Do you hold ISO 27001 certification?

  2. How do you encrypt and store data?

  3. What is your backup and disaster recovery plan?

  4. How often do you carry out penetration testing?

  5. How do you help clients stay GDPR compliant?

The answers will quickly reveal whether a provider takes security seriously.

Final thoughts

Your training management software is the backbone of your operation. It stores your most valuable data, and keeping that data safe should be non-negotiable.

At accessplanit, we’re committed to providing not just powerful training management functionality, but also the peace of mind that comes with knowing your system is secure.

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