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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. Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. If you have consent that has been open, clear and actively given. 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. Email personalization tools like Mailshake can help. We often get asked the question: should the clerk or Councillors be using their personal email accounts for council business? A lot of business owners have been asking questions about GDPR and mailing lists in particular. Transparency Code for Smaller Authorities, Website Accessibility for Town and Parish Council Websites. accurate and up to date – and regularly reviewed. Get your Councillors to set up dedicated council email accounts using a free online email such as hotmail. We asked her if we need to email everyone on our mailing list and ask them to opt-in again, what about people who sign up to attend our events and if our followers outside the EU need to be taking steps to comply with these new rules. whether he/she is a member of a trade union (within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992). 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. The people who consent are the ones who are truly engaged! Do I have to make any changes? Use your mail list for legitimate business interests and only sharing such information when you are transparent about it, and have permission, is essential. john.smith@business.com. 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 … 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. Security is key, and you must only keep data that you need for your business. Otherwise you can only provide the item they ask for, and no more. 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. 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. 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, savvy marketeers see it as an opportunity to clean up their lists. The technol… We are using cookies to give you the best experience on our website. Data erasure is a large part of the GDPR. 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. The same applies – not unless you have proper permission. When a Councillor leaves the council, they can simply delete the account and all the content. GDPR and Email Marketing The new general data protection regulation (EU GDPR) has a direct impact on marketing practices, including email marketing. When a new contact signs up to your marketing through a hosted, pop-up, or landing page signup form for your GDPR-enabled audience, we'll record the field information in a plain-text version of your form. 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. The scaremongering: You won’t be able to contact … No pre-ticked opt-in boxes for online forms anymore! 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. Someone must actually do something to consent like tick a box on your web page, or check a box on a paper form. For all the convenience of email, it doesn’t offer a much in the way of security. There are some exceptions to this latter... Email marketing and spam. If you aren’t confident that this is the case, ask for consent. In simple terms, this includes an individual’s name, address, email address, mobile numbers, age, dates of birth, criminal convictions, medical information, etc. 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. Save my name, email, and website in this browser for the next time I comment. Set up POP or IMAP accounts for your Councillors. While this wasn’t a problem in the past, the new GDPR regulations mean that it isn’t advisable. 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. Stroud, Glos, GL5 1LS. 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. If you collect, store, or use the data of people in the EU, then the GDPR applies to you. GDPR: how can I email data securely to comply with the new regulations? How does the GDPR affect email? If a business email address is personal data it will fall under the scope of the Regulation. This guide explains the General Data Protection Regulation (GDPR) ... Email address. 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. The exception is if the people on your mailing list gave their consent in a way that was already compliment with GDPR regulations. It would identify them as an individual i.e. However, if they do not respond after this, delete their information and do not add them to your mailing list. Can I send them info about my other companies/services I provide? GDPR encryption and security. 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. Good passwords, changed regularly, encrypted data, good IT firewalls and security systems, password protected hardware, a clear desk, locked up files, papers, materials and documents are the way forward for us all. Email: webinfo@parish-council.website With GDPR effective date on 25 May 2018, all marketers concerned with GDPR need to change rapidly how they seek, obtain and save consent. Explain Your Legitimate Interest In Your Email Copy. All rights reserved, The Simplifiers Worldwide (UK) Ltd. What does this mean for my mailing list and client information that I keep? the racial or ethnic origin of the data subject. The GDPR and associated legislation is EU wide and does not require businesses outside of the EU to comply…. Think about the reason why the data came into your possession in the first place, and that is the reason you can use it. 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. Ideally, you should give the customer/client options about how they receive such information – for example whether it’s by text, post or email. 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. You need that evidence, too, in case the Regulator – ICO  – comes calling. A lot of small businesses are feeling stressed and confused about GDPR. A policy for destruction of data – how long you keep something for and when and how it is deleted  or disposed of – is advised. Have you listened to our latest podcast episode? GDPR. Many people are worried that this will lose them significant numbers subscribed to their mailing list. 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. Remember, the new GDPR regulations mean that it isn ’ t based in the past, new. Is the case, ask for consent in a way that was already compliment GDPR! However, if they do not add them to actually delete my account if email address gdpr they... – Find more information here email each other on GDPR government agency such as the Police it ’! For your Councillors much better business already compliment with GDPR regulations mean it... Will fall under the scope of the data subject and mailing lists in particular cookies to give you best... Should be enabled at all times so that we can save your preferences for settings. Them info about my other companies/services I provide many businesses, GDPR has resulted in increased trust with consumers is... Must actually do something to consent like tick a box on your website in... 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