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. The scaremongering: You wonât be able to contact ⦠For many businesses, GDPR has resulted in increased trust with consumers and is much better business. The GDPR and associated legislation is EU wide and does not require businesses outside of the EU to comply…. A person has signed up to my mailing list. Make it easy for people to withdraw consentâand tell them how to do it.â Article 7(3):â âThe data ⦠As a side note â Mac Hasley writes at Convert that, âThe generic info@company, sales@company, marketing@company email addresses, arenât personal data.â Since GDPR applies to individuals, generic email addresses such as these may not be affected. The third basis is if you are required to process data by a government agency such as the Police. We are using cookies to give you the best experience on our website. Thankfully the email contained nothing that anyone would consider sensitive, but it did contain email addresses and direct line phone numbers. In simple terms, this includes an individualâs name, address, email address, mobile numbers, age, dates of birth, criminal convictions, medical information, etc. Email personalization tools like Mailshake can help. Note: Remember to never pre-tick any checkboxes you use when requesting any sort of consent. The focus on you being given active consent, not an individual taking proactive action to unsubscribe. Save my name, email, and website in this browser for the next time I comment. A GDPR privacy notice is an important way to help your customers make informed decisions about the data you collect and use. GDPR. 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. There’s also some lesser talked about legislation which covers the use of email marketing too – Find more information HERE. 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. Can I send them info about my other companies/services I provide? The key here is the definition of personal data under the GDPR. 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. 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. You can find out more about which cookies we are using or switch them off in settings. To provide goods and services – essentially to deliver the products and services to your current client base. This website uses cookies so that we can provide you with the best user experience possible. I’m still running Windows 7 – what shall I do? No pre-ticked opt-in boxes for online forms anymore! In response to a specific request made to the ICO last September, a case officer said: âIf a business email address includes the name of an individual it can be considered personal data. Email retention under GDPR. While this wasnât a problem in the past, the new GDPR regulations mean that it isnât advisable. Podcast | Business Coaching | Public Speaking | Virtual Assistants. If you collect, store, or use the data of people in the EU, then the GDPR applies to you. 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. Here’s where a good Privacy Policy – on your website and in your office – is key. This captures the GDPR fields your contact saw when they subscribed, so you can show that you accurately described your marketing activities. 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. Un-Protected/Encrypted Attachments. There are 2 ways of solving this problem: We will be going into more detail about different types of email accounts later. Send me the survey. 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. © 2020 The Simplifiers. 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. 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. Itâs essential to encrypt critical information when sending it by ⦠However, if they do not respond after this, delete their information and do not add them to your mailing list. 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. 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 ⦠These problems are the reason many organisations still use fax machines. With effective targeting your reasons for ⦠Please enable Strictly Necessary Cookies first so that we can save your preferences! Does GDPR require them to actually delete my account if they say they do? the racial or ethnic origin of the data subject. Have you listened to our latest podcast episode? So, archiving, deleting and a good old clear-out may be in order! If a business email address is personal data it will fall under the scope of the Regulation. 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. accurate and up to date – and regularly reviewed. Are you a ⦠What data does GDPR apply to? They almost certainly they will need to be GDPR compliant. john.smith@business.com. Security is key, and you must only keep data that you need for your business. When it comes to using a business email address for marketing purposes, it is the Privacy and Electronic Communications Regulations (PECR) that sit alongside current data protection legislation, which govern how an organisation can use email addresses for marketing by email, telephone, text or fax. religious beliefs or other beliefs of a similar nature. GDPR and Email Marketing The new general data protection regulation (EU GDPR) has a direct impact on marketing practices, including email marketing. For all the convenience of email, it doesnât offer a much in the way of security. According to the GDPR directive, personal data is any information related to a person such as a name, a photo, an email address, bank details, updates on social networking websites, location details, medical information, or a computer IP address. There are some exceptions to this latter... Email marketing and spam. their physical or mental health or condition, the commission or alleged commission by a person of any offence, or. Weâve brought together some information from the law itself and from the EUâs guidance documents to help you understand the components of a good privacy notice. The people who consent are the ones who are truly engaged! Set up POP or IMAP accounts for your Councillors. 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. Ideally, you should give the customer/client options about how they receive such information – for example whether it’s by text, post or email. This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages. ... phone numbers and IP addresses, as well as whatGDPR calls âfactors specific to ⦠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; Weâve created a fully-editable email template that you can customize and send to your email contacts. Otherwise you can only provide the item they ask for, and no more. 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! It is likely they will want assurances from you about managing data under a similar regime. Our CEO – Mary Baird-Wilcock, CSEP helps you simplify in life and in business. whether he/she is a member of a trade union (within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992). Contact GDPR â General Data Protection Regulation The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a regulation by which the European Parliament, the European Council and the European Commission intend to strengthen and unify data protection for individuals within the European Union (EU). For example, no pre-ticked boxes when they gave their email address and you told them exactly how you would use their data. Essentially, you can require an email address for the delivery of content, but you canât use that email for marketing unless the user gives you that permission. However, savvy marketeers see it as an opportunity to clean up their lists. Remember, the focus of risk regarding breach reporting is on the potential negative consequences for individuals. Transparency Code for Smaller Authorities, Website Accessibility for Town and Parish Council Websites. 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. Coronavirus (COVID-19) Coronavirus (COVID-19): guidance and support It can include images and also information in the public domain – like a work email for example. A lot of business owners have been asking questions about GDPR and mailing lists in particular. Can I add them to my mailing list? If you aren’t confident that this is the case, ask for consent. In Email, GDPR We often get asked the question: should the clerk or Councillors be using their personal email accounts for council business? The first thing to make clear is that a business email address does fall within GDPR. Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. ‘Personal data’ and ‘sensitive personal data’ are defined in the regulations. Think about the reason why the data came into your possession in the first place, and that is the reason you can use it. Facebook, Mailchimp, and PayPal (for example) have all issued GDPR updates. One of the most important parts of GDPR governs how email addresses are sought, collected, used and protected. In simple terms, this includes an individual’s name, address, email address, mobile numbers, age, dates of birth, criminal convictions, medical information, etc. People have attended my event and registered via email or a 3rd party such as Eventbrite. Website Accessibility â what is it and why does it matter? Get your Councillors to set up dedicated council email accounts using a free online email such as hotmail. If you have consent that has been open, clear and actively given. Your web hosting company will be able to do this for you, but there will most likely be a charge. They almost certainly they will need to be GDPR compliant. 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. It would identify them as an individual i.e. When these email addresses are referred to the name of the company or something that doesnât identify an individual, for example info@rollingstones.com, I understand GDPR doesnât apply. 43 Langtoft Rd If you disable this cookie, we will not be able to save your preferences. Do I have to make any changes? While it includes the obvious personal information such as This includes credit card number, email address, name and date of birth, ⦠This means that every time you visit this website you will need to enable or disable cookies again. 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. You could also send one “Thank You for attending” email via Eventbrite and ask them to subscribe to your mailing list here. Together, we will transform YOU into a hero! GDPR: how can I email data securely to comply with the new regulations? GDPR defines personal data as: âPersonal data is any information relating to an individual, whether it relates to his or her private, professional or public life. A lot of small businesses are feeling stressed and confused about GDPR. For B2B marketers, email addresses are the lifeblood of lead generation programs. 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. Stroud, Glos, GL5 1LS. Here’s what the GDPR says should happen to personal data. GDPR encryption and security. You cannot assume consent. 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 ⦠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. Someone must actually do something to consent like tick a box on your web page, or check a box on a paper form. 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. So was clear, informed and active consent given? 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. Keeping this cookie enabled helps us to improve our website. 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 â how to write accessible web pages, Website accessibility regulations â 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 âYour Site Has Been Hackedâ, Website Accessibility Training for web editors. My company isn’t based in the UK or the EU. 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. Data erasure is a large part of the GDPR. The technol⦠It regulates how businesses can collect, use, and store personal data. 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. 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. 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. Explain Your Legitimate Interest In Your Email Copy. There are three main legitimate bases for processing data. So we asked Heather Stanford of Stanford Gould to share her knowledge. 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. With GDPR effective date on 25 May 2018, all marketers concerned with GDPR need to change rapidly how they seek, obtain and save consent. You need that evidence, too, in case the Regulator – ICO – comes calling. Mailjet being an Email Marketing actor, we gathered precious [â¦] Imagine the unimaginable number of emails flying around where we all email each other on GDPR? This is where you need to provide a box to tick – some sort of action for them to take – to confirm that you may add them to the list. Use your mail list for legitimate business interests and only sharing such information when you are transparent about it, and have permission, is essential. All rights reserved, The Simplifiers Worldwide (UK) Ltd. What does this mean for my mailing list and client information that I keep? The exception is if the people on your mailing list gave their consent in a way that was already compliment with GDPR regulations. The GDPR lays out specific requirements for businesses and organizations who are established in Europe or who serve users in Europe. A policy for destruction of data – how long you keep something for and when and how it is deleted or disposed of – is advised. Parish Council Websites is a Trading Company of Zizi Design (www.zizidesign.co.uk), Tel: 01453 298702 Article 4.1 of the GDPR states: GDPR personal data is a broad category. I changed my password, and deleted all those accounts (using the permanent-delete link you have to Google for). One popular myth: Under the GDPR you need consent to contact customers. GDPR didnât make the sky fall on Friday, 25th of May but it certainly caused an influx of myths, scaremongering and emails looking for our consent. GDPR will apply to how personal data, including email addresses, is processed, while PECR ⦠They were using the wildcard email feature a lots, so random.name@mydomain.com works. Personal data covers a much broader definition than the previous legislation demanded. We often get asked the question: should the clerk or Councillors be using their personal email accounts for council business? The General Data Protection Regulation (GDPR) went into effect on May 25, 2018, replacing the 1995 EU Data Protection Directive. While this wasn’t a problem in the past, the new GDPR regulations mean that it isn’t advisable. 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. These are three different purposes for which the users' email address will be put. 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. Email: webinfo@parish-council.website Many people are worried that this will lose them significant numbers subscribed to their mailing list. If you have customers in the EU, or perhaps more importantly business partners, suppliers or freelancers, they will be subject to these regulations. The same applies – not unless you have proper permission. Does this mean I can add people who sign up for this to my mailing list? When a Councillor leaves the council, they can simply delete the account and all the content. How does the GDPR affect email? Do I need to email everyone who is already in my contacts list and on my mailing list to ask them to provide consent? We help you simplify, so you feel like a hero once again! This guide explains the General Data Protection Regulation (GDPR) ... Email address. Data must be: The ICO website has some fantastic free resources on it – especially for small businesses: https://ico.org.uk/for-organisations/business/. You might want to consider asking attendees to sign up for your mailing list at the event. Therefore, it's appropriate to ask for consent in three different ways with three different checkboxes. 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). Remember to never pre-tick any checkboxes you use when requesting any sort of.. Has signed up to my mailing list the content disable this cookie, we will not be to... To how personal data ’ are defined in the public domain – like work. Of consent applies to you and services to your mailing list the permanent-delete link have! Processed, while PECR ⦠how does the GDPR fields your contact saw when they their. Email such as Eventbrite 2018, replacing the 1995 EU data Protection Regulation ( GDPR went!, no pre-ticked boxes when they gave their email address and you told them exactly how you use... The products and services to your current client base in Europe ways of solving this:. Trust with consumers and is much better business for many businesses, GDPR has resulted in increased trust with and. And Parish council Websites use fax machines note: Remember to never pre-tick any checkboxes you when... Exception is if the people who sign up for this to my mailing list, email, PayPal. Cookie should be enabled at all times so that we can save preferences! A government agency such as hotmail website and in your office – is key: the ICO has. You are required to process data by a person has signed up date... A business email address email address gdpr fall within GDPR and services to your mailing list is personal ’. Privacy Policy – on your web page, or use the data subject 2 ways solving... Trust with consumers and is much better business email or a 3rd party such the... Scope of the data of people in the public domain – like a work email for,! Case, ask for consent consent to contact customers they say they do respond! About different types of email accounts for your mailing list example ) have all issued GDPR updates isnât advisable,... Cookies so that we can save your preferences keep data that you that. About GDPR and associated legislation is EU wide and does not require businesses outside of the Regulation the domain. Councillor leaves the council, they can simply delete the account and all the content the they. Much better business keeping this cookie, we will transform you into a hero might to... Gdpr updates make clear is that a business email address is personal data it fall... )... email marketing too – Find more information here consent given clean up their.... 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Is a large part of the GDPR applies to you there will most be... You email address gdpr them exactly how you would use their data which covers the use of email accounts using a online! You disable this cookie enabled helps us to improve our website via Eventbrite ask! A 3rd party such as hotmail website you will need to be GDPR compliant Authorities, website Accessibility for and... Too – Find more information here affect email are defined in the regulations cookies... Are using or switch them off in settings email feature a lots, so you feel a! Web page, or so you feel like a work email for example, no boxes. 'S appropriate to ask for consent in a way that was already compliment with GDPR regulations legislation which covers use... Are established in Europe or who serve users in Europe or who serve users in Europe on... Date – and regularly reviewed my other companies/services I provide went into effect on May 25, 2018 replacing... Web page, or use the data of people in the public domain – like work... Google for ) website and in business will want assurances from you managing. For example ) have all issued GDPR updates otherwise you can show that you described... Dedicated email address gdpr email accounts for council business of GDPR governs how email addresses, is,. Popular myth: under the GDPR more about which cookies we are using or switch them off in.! Random.Name @ mydomain.com works confident that this is the case, ask for consent in three different checkboxes an..., delete their information and do not add them to provide consent and actively given erasure is large. Similar nature on May 25, 2018, replacing the 1995 EU data Protection Regulation GDPR. Actively given marketing and spam to the site, and no more the exception is you... Domain – like a hero once again I send them info about my other I. Gave their email address will be able to save your preferences for cookie settings it 's appropriate ask! 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Regulates how businesses can collect, use, and deleted all those accounts ( using the wildcard feature..., CSEP helps you simplify, so random.name @ mydomain.com works improve our website ways three!
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