What is GDPR?

In May 2018, European rules around the protection of personal data was changed as the General Data Protection Act Regulation (GDPR) came in to force.

The GDPR harmonises data regulations from all member nations, better protecting EU businesses and organisations from data breaches. The new regulations are designed to ultimately benefit the 'data subject' (your members / customers) through improved data management and security.

There are 6 guiding principles of the GDPR:

1. Lawfulness, Fairness & Transparency

  • Legal Basis such as consent or legitimate interests for processing their data.
  • Rights are upheld.
  • Individuals are informed who is processing their data and the purpose of processing.

2. Purpose Limitation

  • Only process data for the purpose in which it was collected.

3. Data Minimisation

  • Only collect and process necessary data.

4. Accuracy

  • That information about individuals is correct and up-to-date.

5. Storage Limitation

  • Only retain information for a period that is reasonable.

6. Confidentiality & Integrity

  • Data is secure at all times.
  • All officials handling data are aware of their responsibilities.
  • Complete and correctly linked data.
  • If your organisation hasn't already embraced the changes, it needs to now. Failure to comply attracts fines from the Information Commissioner's Office of 4% of your organisation's annual turnover.

    GDPR Checklist

    GDPR Checklist

    We've put together a short checklist to help you assess whether your organisation is GDPR compliant:

    • Legacy data - do you know where all your information is right now? For example, think past officials that had access to information.
    • Security / Confidentiality - Do you know with whom your information is shared?
    • Retention - Do you know how long you are entitled to store people's information?
    • Inform - When people register for your organisation, are you making them aware of your privacy policy?
    • Security / Confidentiality - Do you send personal information via email?
    • Access - Are your members/contacts/customers able to keep their information up-to-date easily?
    • Security - Do you back-up your contact's information?
    • Security - Are your contact's information encrypted?
    • When sending group emails, do you always use bcc?
    • Does your organisation remove all personal data when a person leaves the club?
    • Do you have a data breach policy?
    • Are paper forms always stored in a secure place?
    GDPR obligations

    Helping You to Fulfill Your GDPR Obligations

    LoveAdmin helps automate many common admin tasks that when done manually, fall foul of GDPR compliance. For details of those tasks, download our free Guide To GDPR Risks and Mitigation here.

    LoveAdmin was built from the ground up to ensure data protection but to ensure no stone was left unturned, we employed the services of a certified independent data protection specialist to ensure all our internal and system processes are GDPR compliant. When we work with our clients, we act as the Data Processor and fulfill our GDPR obligations under that role. We have also reviewed all our agreements with our sub-processors to ensure they are fully compliant too. In short - we have things covered.

    Our Privacy Policy can be viewed here and further information on Data Protection can be found in our Terms and Conditions here.

    Protection by encryption

    Protection by Encryption

    To ensure your data and passwords are secure in transmission and 'at rest', we use market leading software to encrypt the data so information is never exposed. We then add another layer of protection by securing data in transmission using HTTPS.

    Keeping money safe

    Keeping Your Money Safe

    Whether accepting payment by Card or by Direct Debit, you can be safe in the knowledge that financial information is fully protected through our partnership with two industry leading payment providers - PayPal for Card payments and GoCardless for single and recurring Direct Debit payments.

    PayPal

    With over 200 million account holders, PayPal delivers one of the most secure payment platforms in the world. All financial information (for example, bank account details and credit card numbers) is securely stored and encrypted on their servers so the buyer doesn't need to share financial information with your organisation.

    In addition, transactions are monitored 24 hours a day, seven days a week, by a dedicated team of security specialists whose sole purpose is to identify suspicious activity and help protect against fraudulent transactions.

    If a transaction doesn't go as planned, or you're worried about anything at all, like fraud or phishing, it's easy for you to report issues and get help.

    GoCardless

    GoCardless uses military grade encryption to keep financial information safe. Registered with the FCA, GoCardless accesses the Direct Debit network through its sponsor bank, The Royal Bank of Scotland.

    Direct Debit payments are backed up by the Direct Debit Guarantee which protects customers from payments taken in error. In the case of any incorrect or fraudulent payments, the payer is entitled to a full and immediate refund from their bank giving members who pay by Direct Debit complete peace of mind.

    Discover how LoveAdmin's exclusive tools can reduce your workload . . .

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