Protecting Client Data and Staying Compliant in Finance

Financial organisations in London face growing pressure to protect client data while keeping pace with evolving FCA, GDPR and PCI DSS requirements. For hedge funds, insurance firms and specialist finance teams, the challenge is balancing tight regulatory demands with smooth day-to-day operations. Strong governance is no longer a nice-to-have. It’s essential for trust, regulatory confidence and long-term growth.

Below is a practical breakdown of the key compliance areas and what firms can do to strengthen their defences.

Core Compliance Pressures Finance Teams Must Manage

GDPR breach reporting within 72 hours

Under GDPR, any data breach that may impact individuals must be reported within 72 hours. This means firms need clear incident handling processes, real-time monitoring and a reliable escalation path. Even small delays can expose you to fines or additional scrutiny.
Guidance: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/

Data retention and deletion rules

Regulators expect firms to keep data only for as long as it’s required. This makes it important to define retention schedules for email, customer records, financial documents and internal files. Policies should be documented, reviewed, and embedded into everyday workflows.

Encryption across devices, email and storage

Client data should be encrypted at rest and in transit. Lost laptops, misdirected emails or exposed file shares are common causes of avoidable incidents. A centralised encryption policy reduces the risk of human error and protects sensitive information from theft or misuse.

PCI DSS 4.0 updates for payment data

If your firm handles any cardholder information, PCI DSS 4.0 brings tighter rules around encryption, continuous monitoring and documented security controls. Compliance is ongoing, not a once-a-year exercise.
Guidance: https://www.pcisecuritystandards.org/

Practical Steps for Finance, Insurance and Hedge Fund Teams

• Automate as much as possible, especially backups, encryption and patching. Automation reduces risk and gives compliance teams clearer audit trails.

• Review access permissions regularly. Over-privileged accounts are one of the most common weak points in finance.

• Keep detailed records of all incidents, including investigations and remediation steps. Regulators expect complete transparency.

• Carry out routine penetration tests and vulnerability scans to stay ahead of new threats.

• Train staff often. Even small awareness gaps can lead to costly errors.

How Maple Supports Compliance-Focused Firms in London

Maple provides managed IT support designed specifically for finance and insurance organisations. We help firms put the right controls in place without slowing down trading desks, underwriting teams or operations.

Our services include:

• End-to-end encryption across devices, email and cloud systems

• Data retention planning aligned with FCA and GDPR requirements

• Monitoring, alerting and incident response processes

• Secure backup and disaster recovery solutions

• Policy documentation, audits and compliance support

Staying compliant is an ongoing responsibility. With the right IT partner, your firm can protect client information, meet regulator expectations and stay efficient and secure.

If you’d like to review your current data protection measures, Maple can help.