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Transparency Code for Smaller Authorities, Website Accessibility for Town and Parish Council Websites. While it includes the obvious personal information such as This includes credit card number, email address, name and date of birth, … Podcast | Business Coaching | Public Speaking | Virtual Assistants. Facebook, Mailchimp, and PayPal (for example) have all issued GDPR updates. I’m still running Windows 7 – what shall I do? How to protect it under GDPR ... Of the 150 GDPR requests sent, 24% of the organizations accepted his fiance's email address and phone number as proof of identity. It is likely they will want assurances from you about managing data under a similar regime. Have you listened to our latest podcast episode? This means that every time you visit this website you will need to enable or disable cookies again. Often considered the start of the sales process, a user that willingly gives you his email address in exchange for more information, such as signing up to your mailing list or downloading a … Hire The Simplifiers: business coaching + virtual assistants, Hire an expert, find a gig + thrive once again, SIMPLIFY your life: The Simplifiers Podcast, How to do less and (truly) accomplish more. We’ve brought together some information from the law itself and from the EU’s guidance documents to help you understand the components of a good privacy notice. I changed my password, and deleted all those accounts (using the permanent-delete link you have to Google for). accurate and up to date – and regularly reviewed. Un-Protected/Encrypted Attachments. This means if you can identify an individual either directly or indirectly, the GDPR will apply - even if they are acting in a professional capacity. While this wasn’t a problem in the past, the new GDPR regulations mean that it isn’t advisable. The GDPR and associated legislation is EU wide and does not require businesses outside of the EU to comply…. Data must be: The ICO website has some fantastic free resources on it – especially for small businesses: https://ico.org.uk/for-organisations/business/. They almost certainly they will need to be GDPR compliant. It can include images and also information in the public domain – like a work email for example. Email: webinfo@parish-council.website What data does GDPR apply to? I am advertising free content on my website or social media that I send via email for example an e-book or online training which requires people to provide their email address. The scaremongering: You won’t be able to contact … It would identify them as an individual i.e. You can find out more about which cookies we are using or switch them off in settings. Do I have to make any changes? In simple terms, this includes an individual’s name, address, email address, mobile numbers, age, dates of birth, criminal convictions, medical information, etc. This captures the GDPR fields your contact saw when they subscribed, so you can show that you accurately described your marketing activities. With effective targeting your reasons for … If you have customers in the EU, or perhaps more importantly business partners, suppliers or freelancers, they will be subject to these regulations. If a business email address is personal data it will fall under the scope of the Regulation. Thankfully the email contained nothing that anyone would consider sensitive, but it did contain email addresses and direct line phone numbers. There are three main legitimate bases for processing data. Website Accessibility Dos and Don’t s – a pictorial guide, Guide to writing documents that are accessible, How to save Word documents in accessible PDF/A format, Guide for local councils – how to write accessible web pages, Website accessibility regulations – applying for exemption, How to make your website accessible for users with different impairments, How to keep your Zoom meetings safe from hackers, Fake Ransomware Bitcoin Scam Claims “Your Site Has Been Hacked”, Website Accessibility Training for web editors. All rights reserved, The Simplifiers Worldwide (UK) Ltd. What does this mean for my mailing list and client information that I keep? In Email, GDPR We often get asked the question: should the clerk or Councillors be using their personal email accounts for council business? There are 2 ways of solving this problem: We will be going into more detail about different types of email accounts later. Many people are worried that this will lose them significant numbers subscribed to their mailing list. We trust that it will end up in the right destination and that no one will read it along the way, but we can never be certain. A lot of business owners have been asking questions about GDPR and mailing lists in particular. Ideally, you should give the customer/client options about how they receive such information – for example whether it’s by text, post or email. There are several steps they need to take to make sure they don’t risk a huge fine when new legislation comes in on May 25th. A lot of small businesses are feeling stressed and confused about GDPR. One way of complying with GDPR means sending an email to every single person in your address book to either get consent for you to hold and process their data, and to explain how they exercise their rights under GDPR. A GDPR privacy notice is an important way to help your customers make informed decisions about the data you collect and use. You might want to consider asking attendees to sign up for your mailing list at the event. john.smith@business.com. When a Councillor leaves the council, they can simply delete the account and all the content. GDPR didn’t make the sky fall on Friday, 25th of May but it certainly caused an influx of myths, scaremongering and emails looking for our consent. Think about the reason why the data came into your possession in the first place, and that is the reason you can use it. A common example of this would be a Virtual Assitant, a HR advisor, or marketing services provider, outside of the EU, providing services to a business within the EU. Checking your website can be viewed using screen magnifiers, Website accessibility for local councils: 4 things to start doing now, How To Avoid Becoming A Victim Of Ransomware Fraud, New website: Norton sub Hamdon in Somerset, The right to access all information that you hold about them, The right to be forgotten (ie have all information you hold about them erased). Does GDPR require them to actually delete my account if they say they do? Here’s where a good Privacy Policy – on your website and in your office – is key. Not unless they have consented and you have set out what other companies you share the data with – even if you own them and they are within a group or controlled by the same directors, this is a data share and you need to reference it in your privacy policy and be transparent when asking for the consent to share. In simple terms, this includes an individual’s name, address, email address, mobile numbers, age, dates of birth, criminal convictions, medical information, etc. The GDPR lays out specific requirements for businesses and organizations who are established in Europe or who serve users in Europe. Email retention under GDPR. Send me the survey. GDPR will apply to how personal data, including email addresses, is processed, while PECR … A policy for destruction of data – how long you keep something for and when and how it is deleted  or disposed of – is advised. One of the most important parts of GDPR governs how email addresses are sought, collected, used and protected. However, savvy marketeers see it as an opportunity to clean up their lists. Mailjet being an Email Marketing actor, we gathered precious […] These problems are the reason many organisations still use fax machines. whether he/she is a member of a trade union (within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992). If you disable this cookie, we will not be able to save your preferences. This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages. Website Accessibility – what is it and why does it matter? Save my name, email, and website in this browser for the next time I comment. GDPR and Email Marketing The new general data protection regulation (EU GDPR) has a direct impact on marketing practices, including email marketing. So, for example, if you have the name and number of a business contact on file, or their email address identifies them (eg initials.lastname@company.com), the GDPR … When these email addresses are referred to the name of the company or something that doesn’t identify an individual, for example info@rollingstones.com, I understand GDPR doesn’t apply. Set up POP or IMAP accounts for your Councillors. Coronavirus (COVID-19) Coronavirus (COVID-19): guidance and support The key here is the definition of personal data under the GDPR. GDPR. So, archiving, deleting and a good old clear-out may be in order! We help you simplify, so you feel like a hero once again! Stroud, Glos, GL5 1LS. The first thing to make clear is that a business email address does fall within GDPR. The current Facebook and Cambridge Analytica debate is all about what consent FB users gave to share such information with third parties, and if consent was given. You need that evidence, too, in case the Regulator – ICO  – comes calling. Email personalization tools like Mailshake can help. https://ico.org.uk/for-organisations/business/, https://www.stanfordgould.co.uk/downloads/gdpr-starter/, https://www.stanfordgould.co.uk/downloads/gdpr-intermediate-pack/, Hire The Simplifiers – Business Coaching + Virtual Assistants, 149: Greatest hits from season three – 2020, 148: How to budget like a pro (for your business) – with Mark Butler, 147: How to become an excellent public speaker – with Michael J. Gelb, 146: How to create more pleasure in life – with Laura Zam, 145: How to systemize your business – with Monique Malcolm, (b) from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller. The focus on you being given active consent, not an individual taking proactive action to unsubscribe. If you aren’t confident that this is the case, ask for consent. We are using cookies to give you the best experience on our website. Therefore, it's appropriate to ask for consent in three different ways with three different checkboxes. Personal data covers a much broader definition than the previous legislation demanded. There’s also some lesser talked about legislation which covers the use of email marketing too – Find more information HERE. You can keep their data if you need it for a legitimate business reason – tax records for example – but again delete what is not necessary. If you collect, store, or use the data of people in the EU, then the GDPR applies to you. Together, we will transform YOU into a hero! The exception is if the people on your mailing list gave their consent in a way that was already compliment with GDPR regulations. Security is key, and you must only keep data that you need for your business. Don’t assume if they say yes to being updated by email that they’ll be happy to get a text sharing your latest offer! However, there are elements of GDPR such as breach notification and ensuring that someone is responsible for data protection which organisations need to address, or run the risk of a fine. This guide explains the General Data Protection Regulation (GDPR) ... Email address. Can I add them to my mailing list? For all the convenience of email, it doesn’t offer a much in the way of security. You cannot assume consent. ‘Personal data’ and ‘sensitive personal data’ are defined in the regulations. Experts often compare sending emails to posting letters: you compose a message and a delivery address, and then hand it off to someone else to deliver. It regulates how businesses can collect, use, and store personal data. We often get asked the question: should the clerk or Councillors be using their personal email accounts for council business? Article 4.1 of the GDPR states: For many businesses, GDPR has resulted in increased trust with consumers and is much better business. My company isn’t based in the UK or the EU. They recognize that a significant proportion of their operations are in the EU, and to continue to do business they will need to comply also. People have attended my event and registered via email or a 3rd party such as Eventbrite. Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. Do I need to email everyone who is already in my contacts list and on my mailing list to ask them to provide consent? Recital 87 of the GDPR says that when a security incident takes place, you should quickly establish whether a personal data breach has occurred and, if so, promptly take steps to address it, including telling the ICO if required. Note: Remember to never pre-tick any checkboxes you use when requesting any sort of consent. However, if they do not respond after this, delete their information and do not add them to your mailing list. This website uses cookies so that we can provide you with the best user experience possible. When a contact gives consent through one of the methods listed below they will be tracked and documented as having provided express consent within Constant Contact: GDPR Email Confirmation: Documenting Consent for your Existing Contacts; We’ve created a fully-editable email template that you can customize and send to your email contacts. any proceedings for any offence committed or alleged to have been committed by him, the disposal of such proceedings or the sentence of any court in such proceedings. Essentially, you can require an email address for the delivery of content, but you can’t use that email for marketing unless the user gives you that permission. For example, no pre-ticked boxes when they gave their email address and you told them exactly how you would use their data. There are 2 main reasons for this – under GDPR, people have: Fulfilling both of these obligations can be difficult when the clerk or Councillors may have information buried within their personal communications. © 2020 The Simplifiers. Here’s what the GDPR says should happen to personal data. Heather has also put together Stanford Gould GDPR Packs – Starter and Intermediate  which are available to help you: https://www.stanfordgould.co.uk/downloads/gdpr-starter/ https://www.stanfordgould.co.uk/downloads/gdpr-intermediate-pack/. Also, if the clerk or a Councillor has left the council it will be difficult and time-consuming to retrieve or delete all the information shared as part of council business. Means data which relate to a living individual who can be identified; … and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual. No pre-ticked opt-in boxes for online forms anymore! Data erasure is a large part of the GDPR. religious beliefs or other beliefs of a similar nature. Parish Council Websites is a Trading Company of Zizi Design (www.zizidesign.co.uk), Tel: 01453 298702 Someone must actually do something to consent like tick a box on your web page, or check a box on a paper form. They were using the wildcard email feature a lots, so random.name@mydomain.com works. If you have consent that has been open, clear and actively given. In response to a specific request made to the ICO last September, a case officer said: “If a business email address includes the name of an individual it can be considered personal data. One popular myth: Under the GDPR you need consent to contact customers. Remember, the focus of risk regarding breach reporting is on the potential negative consequences for individuals. As a side note – Mac Hasley writes at Convert that, “The generic info@company, sales@company, marketing@company email addresses, aren’t personal data.” Since GDPR applies to individuals, generic email addresses such as these may not be affected. Without further consent, and clear evidence of that consent, no other purpose is really legitimate, and opens up your risk to a complaint by the data subject to the ICO about your processing. So we asked Heather Stanford of Stanford Gould to share her knowledge. To provide goods and services – essentially to deliver the products and services to your current client base. Does this mean I can add people who sign up for this to my mailing list? For B2B marketers, email addresses are the lifeblood of lead generation programs. The third basis is if you are required to process data by a government agency such as the Police. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful. A person has signed up to my mailing list. Means personal data consisting of information as to; General rules about good business housekeeping have been beefed up so physical and cyber security are paramount. These are three different purposes for which the users' email address will be put. In simple terms sending an email or using a phone number – and they are: If you want to process data after May 25th, 2018 – yes in principal, an opt-in is required to do so. , collected, used and protected strictly Necessary cookies first so that we can provide you with the GDPR. Proper permission different types of email marketing too – Find more information here, deleting a. By a person has signed up to my mailing list of the most popular pages was compliment. 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