Whether you launched last week or you've been trading for ten years — read this one with a cuppa and a to-do list.
Let's be honest. When you start a business, nobody gets excited about policies.
You're thinking about your logo, your first customers, maybe a new laptop or your first batch of stock. Insurance, data protection and contracts? They sound expensive, complicated and frankly a bit terrifying.
But here's the good news. Most of the essentials are cheaper than you think, quicker than you think, and far less scary than you think.
This week on the podcast I sat down with Gemma Gooch, VA, data protection fan and the brilliant leader of our WIN Woodbridge and Felixstowe events. Gemma is the person I go to when I'm not compliant with something and have no idea. She's the one who says, "Martina, you know you should be doing this?" And I say, "No. Not a clue." 🙈
So here's our no-jargon checklist of things to have on your radar.
✅ Tip 1: Register with the ICO (yes, you probably need to)
This is the one that caught me out completely. I'd never even heard of it.
The Information Commissioner's Office (ICO) has just been renamed the Information Commission, which is a bit confusing. If your business handles personal data, you need to register with them and pay a yearly data protection fee.
"Handling data" covers more than you'd think:
A mailing list (yes, even a small one)
Customer phone numbers or addresses
Client emails saved in your inbox
Booking details for events or appointments
If you run a business, you almost certainly have at least one of these.
What it costs: about £52 a year, or £47 if you pay by direct debit. That's less than a pound a week.
What happens if you don't: if you're handling data and haven't paid, you can be fined.
💡 Quick win: The ICO website has a short self-assessment tool that tells you whether you need to register. In Gemma's words: "Just do it. £52 a year, it's not that bad, and then you know you're okay."
Even I, a self-confessed technophobe, got through the questions with no problem.
✅ Tip 2: Paying the fee isn't the finish line
This is the bit most people miss. Registering doesn't mean you're done.
You also need to know how to handle that data properly. That means:
🔒 Keep it secure. Use passwords, protect your devices and store files safely.
🤐 Keep it confidential. Don't share client details with anyone who doesn't need them.
🗑️ Don't hold on to it forever. Only keep personal data for as long as you actually need it.
Old paperwork? If you've got old customer details written down on paper, shred them.
Old client files? Gemma's advice as a VA is gold. When a client pauses working with you, it's tempting to keep all their files "just in case". Don't. Delete the files, clear out the emails and shred the paperwork. If they come back, start afresh. Things have probably changed for them anyway.
⚠️ Different types of data have different rules. Financial records and employee (HR) data have their own retention periods, so check the rules for your business.
✅ Tip 3: Turn your data care into a selling point
Not many businesses shout about being data compliant, but they should.
The ICO offers free training that you can do in a few hours. With AI changing everything and online fraud on the rise, Gemma thinks clients will get much more careful about who they trust with their details.
Being able to say "I'm ICO registered and I've done the training" on your website quietly tells people: you're safe with me.
It shows you made the effort and spent the money because you care about your clients. That makes you stand out.
✅ Tip 4: Get proper consent for your email list
Email marketing is where lots of businesses (knowingly or not) get it wrong.
The golden rules:
📩 People must actively opt in. Being able to unsubscribe later isn't enough. They have to choose to sign up.
☑️ Add a consent tick box to your sign-up forms and freebie pages. Even Gemma got caught out on this one with a client's freebie. The client was right and the box went in!
🚪 Make unsubscribing easy and obvious at the bottom of every email.
🔗 Link to your privacy policy. Platforms like MailerLite make this really simple to set up.
🚫 The mistake to avoid: You can't move contacts from one business to another. If someone gave their details to your old business, they agreed to hear from that business, not your new one. You'd need to contact them one by one and ask, not send a blanket marketing email.
✅ Tip 5: A smaller list is better than a bigger one
Here's my two pence. Email platforms cost money, and you usually pay more for more contacts. So why pay to email thousands of people who are never going to open, click or buy?
I'd much rather have fewer people on my list who are interested in what I'm doing than thousands who only signed up for 10% off.
📊 Something to aim for: Gemma says a good open rate is over 40%. One of her clients in a niche industry gets over 60%. Imagine seeing that on your screen, then scrolling down to see people clicked through and bought. What a feeling!
✅ Tip 6: Get the right insurance (and find a local broker)
Insurance doesn't have to be big and scary, but having no insurance when something goes wrong definitely is.
The two to know about:
🛡️ Professional indemnity insurance. Covers you if a client says your advice or service caused them a loss. Gemma calls this the bare minimum for service businesses.
🧍♀️ Public liability insurance. Essential if you do anything in person: events, client visits, workshops or markets. Gemma and I both have it, because we both host WIN events.
💡 Our biggest tip: use a local broker.
Gemma started with a big insurance company and then she switched to our local broker, and her premium massively went down. That broker is Amanda Cornwell at Foxhall Risk Management, and we both love her.
When I launched Mumma Connections, I messaged Amanda and said, "I've got a new events brand starting next week, can you sort me out?" She simply tweaked my existing Women Inspired Network policy. No extra cost and nothing for me to do.
When Gemma was nervous about bringing associates into her VA business, Amanda told her to send over the associates' insurance details and she'd keep them on file. Calm, reassuring and someone who does the work for you. 💛
📞 Get in touch with Amanda:
✅ Tip 7: Put it in writing with a contract
Even if you're a sole trader, contracts protect you and your clients.
Starting out? You don't need to spend a fortune. Find a free template online and adapt it for your business.
More established? When you've got some cash flow, it's worth paying a solicitor to draw up a proper contract. I paid a lot for mine, but my business is quite complex, so it was worth every penny.
Don't panic, just plan
Starting a business is amazing and exciting, and it should feel that way. None of this is meant to scare you.
You'll learn loads in those first few months. Just make sure the basics are covered so you can enjoy the exciting bits without worrying.
Do these things in your own time, but keep them on your radar. The ICO and your insurance are the big two, so start there.
🎙️ Listen to the full episode with Gemma on Spotify or YouTube.
💛 Want to meet Gemma in person? Come along to WIN Woodbridge or WIN Felixstowe: www.womeninspirednetwork.com/events
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