How is your preparation for the General Data Protection Regulation (GDPR) going?
Today I have a guest post by Nikki Roberts, @NikkiRoberts7, Head of Communications at Tamba (Twins and Multiple Births Association). She’s written for the All Things IC blog to reveal how they have been preparing for the changes with the help of Daphne.
Nikki has worked at Tamba for five years and is responsible for the press office, external media campaigns, email marketing, digital and internal communications.
Jargon buster: GDPR is the General Data Protection Regulation, a piece of EU legislation that will supersede the Data Protection Act. On 25 May 2018, most processing of personal data by organisations will have to comply with the regulation.
GDPR aims to give people the power to say how their personal information is used, it also aims to keep data safer.
See the end of this article for a list of resources including article, toolkits, events and webinars to help you learn more about it.
I’ll hand you over to Nikki…
How Daphne is helping us learn about GDPR
The General Data Protection Regulation (GDPR) is important. Getting it wrong can have a negative impact on a charity. Whether that’s a fine or damage to your reputation, or indeed both.
On the flip side, if you get it right, supporters will trust you and feel happy to be involved with the charity.
A big part of getting it right is ensuring that all of your staff understand the regulation and how it affects the charity and their role.
Further reading on the All Things IC blog: How Bristol Water is preparing for GDPR
Who we are
Tamba is the only UK-wide charity working to improve the lives of twins, triplets or more, and their families. We do this through successful campaigning to improve health and developmental outcomes; funding clinical research to reduce the risks faced before, during and after birth; and by providing practical support for all families, including those in crisis.
The Head of Membership, Emma Collins (who is leading the GDPR work for the charity) and I worked very closely on the internal communications campaign to inform staff of the changes that are rapidly approaching on 25 May 2018.
We wanted to make it engaging, with some humour, but also communicate the importance of the regulation.
We wanted GDPR at Tamba to be remembered for all the right reasons, so we invented a new member of staff – data protection Daphne.
Daphne was added to our staff meeting agenda that was distributed prior to the staff GDPR workshop. People were genuinely intrigued.
We kicked off the workshop with a brief outline of the new regulations, what they mean and how they’ll impact charities.
We then presented a story about a fictitious excited Dad called Bill. He was expecting triplets in the next few months. The Dad had heard about Tamba and was so impressed with the charity’s work he was keen to speak to every department. Enthusiastic Bill did a great job of ensuring each department could see how the regulation was going to affect them.
Bill booked on an antenatal course, signed up as a member, his wife called Twinline for some support and they both accessed the website etc. After the babies were born Bill even decided to take part in a run to fundraise for Tamba – I told you he was enthusiastic!
Following the presentation, we split everybody into teams and asked them to identify all of the areas where there could have been a potential data protection breach.
What would Daphne do?
Teams had 15 minutes to come up with their suggestions and then one team member presented them back to the whole group. Everybody totted up their points at the end and the winning team got to pick a prize out of the lucky dip! (Oh yes, the prizes were all wrapped up, just like a proper lucky dip!) The lucky dip had a mixture of little hand creams, chocolates, notebooks etc
Following the meeting we put up posters around the office asking the question ‘What would Daphne do?’ to act as a little visual reminder of our workshop.
The phrase ‘What would Daphne do?’ is now heard quite a bit in the office!
Post author: Nikki Roberts.
Thank you Nikki. How are you preparing for the General Data Protection Regulation?
Resources to help you learn about GDPR:
Brand new video by Tony Stewart, @TSDigi, Head of Digital at scarlettabbott:
- Preparing for GDPR – checklist from the ICO: Self assessment to help you get ready
- All Things IC blog: How Bristol Water is preparing for GDPR
- GDPR considerations for internal comms: checklist from CIPR Inside
- Data controllers and data processors, what’s the difference? Guidance from the ICO
- Calendar of events and webinars to learn about GDPR
- The impact of GDPR on the PR industry
- Transcript of #commschat on GDPR from March 2017
- Information Commissioner’s Office website
- See @ICOnews on Twitter
- GDPR article by The Global Alliance for Public Relation and Communication Management
- CIPR GDPR webinar
- Article: GDPR compliance, what does it mean for internal communicators?
- Beekeeper’s 31 point checklist
- What GDPR means for marketeers
- Email marketing is changing.
- Event: Public Sector Engagement Day, Bristol, 22 March 2018
- Figshare: GDPR tool for handing Data-Subject rights and requests
- Article: The GDPR and all that
- Article: GDPR and the fish finger sandwich.
Please refer to legal advisors and the ICO website for advice and guidance to make the right decisions for your organisation regarding GDPR compliance. These resources are intended to help you start those conversations as I’m not a legal expert.
Got a story to share regarding how you’re preparing for GDPR? I’d love to feature you, do please get in touch.
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First published on the All Things IC blog 21 February 2018.