Data protection law reform is coming with the General Data Protection Regulation (GDPR) taking effect from 25 May 2018.
You should now be in the final stages of preparing for changes that GDPR will require to your current policies and procedures. GDPR is not just a tick box exercise and it needs all staff and volunteers to embrace new procedures.
To help you prepare for GDPR, NCVO, ICO and various organisations have clear guidance on their websites. Some of which are shown below.
Information and guidance
Data protection legislation covers everyone about whom you keep personal data. This includes employees, volunteers, service users, members, supporters and donors. The legislation:
- requires organisations to register if they keep records (unless they are exempt and this includes many charities and clubs)
- governs the processing of personal data including ‘personal sensitive data’
- requires organisations to comply with eight principles for data protection
- allows employees, service users and other contacts to request to see the personal data held on them.
Every organisation should have a written policy and procedure that is specific to their context about how they handle personal data and enact privacy principles.
Requirements for these policies and procedures will change when GDPR takes effect. Read the NCVO guidance for charities on how to prepare for GDPR.
Charity Finance Group have also produced GDPR: A guide for charities
Support from the regulator
The Information Commissioner’s Office (ICO) is the regulator for data protection and privacy law. Their website is an excellent source of information and support and includes:
It can be hard to write a policy from scratch. There are a number of suppliers of sample policies. These are intended as guidance only and should be developed alongside the guidance from the Information Commissioner’s Office to ensure it is specific to your circumstances.