Gear4music, based in York, North Yorkshire, United Kingdom, needed a cost-effective way to engage and train employees on GDPR compliance requirements.
They wanted clear visibility of individual performance on the GDPR training so they could quickly identify gaps. An easy-to-manage yet flexible system was essential—one that employees could interact with quickly while still delivering rich, dynamic insights.
Without real-time analysis of responses, training shortfalls risked remaining hidden, creating inefficiencies and potential compliance-related profit leakage.
Samantha Dunwell – Data Protection Officer (DPO) and Andrew Blackwell – Data Protection and Privacy Assistant oversaw the project.
Andrew and Samantha focused on finding a cloud-based provider with a cost-effective platform that could deliver effective training and clear reporting.
Rison Software’s VirtlX platform was selected.
Richard Chalk, Rison Software Managing Director, comments:“Our VirtlX platform perfectly assisted Andrew and Samantha’s requirements using the Enrich Training element.
The Enrich element enables bespoke training so material stays tightly focused on the company’s specific needs.
Our onboard bulk email system also allowed rapid distribution of course material and tests linked directly to each employee’s profile, ensuring easy access and accurate recording of results.”
VirtlX highlighted which employees needed further training and made response patterns visible. Gear4music requested additional reporting; the VirtlX development team designed and built it within hours, giving the team rapid access to the insights required.
Gear4music was able to author and distribute bespoke learning material and monitor employee progress in real time.
Email reminders to those who had not started helped drive exceptional engagement—ultimately achieving 97.25% completion.
The custom report that showed which test questions succeeded or failed allowed Andrew and Samantha to analyse response patterns, understand what made questions clear or challenging, and adapt the content accordingly. This closed training gaps that would otherwise have continued to create inefficiencies and profit leakage.
Samantha Dunwell
“Using VirtlX, Gear4music was able to achieve what it set out to do – deliver a GDPR refresher eLearning course to its UK office-based staff. We had fantastic engagement from our staff with over 97% of staff completing the course and assessment. It was the behind-the-scenes work with VirtlX that really stood out for me. The ability to have open discussions with the VirtlX team about the platform and suggest features that would meet our specific needs was great. But it didn’t end there—one of VirtlX team’s plus points is they listen to feedback from their customers and will implement those suggestions that provide a more positive and meaningful experience for the end user. They are quick to implement changes too, this meant we were able to make use of the requested new features for our GDPR refresher eLearning course. I doubt many other eLearning platform providers have this open working relationship with their customers. All you may get with other providers is an account manager to deal with your account queries!”
Andrew Blackwell
Sales & Customer Services
“VirtlX has been a really useful platform for hosting our e-Learning course and analysing staff responses. It pinpointed training gaps and response patterns that were causing inefficiencies and profit leakage, while the team rapidly added the features we needed as the project evolved.”
