Charity Data Protection Concerns?

SteveClarkson_2

Hello everyone!

I have recently got myself involved in a charity, with my main responsibility being the "revamping" of their bi-monthly newsletter.

Currently, the newsletter is written in Microsoft Publisher, and distributed around the county to local "secretaries", who in turn (sometimes - when they feel like it), distribute it to all the local members of the charity.

The idea is, every single member should get a copy of the newsletter - but as it works out, they often don't, and the whole thing is just rather slap-dash.

My plan, is to move the whole operation over to a web-based e-mail mailing tool, which is well known, secure and all the rest of it.

I am meeting apprehension from the charity that they don't think they can release member contact details (e-mail address) to me, for data protection reasons.

I am listed (or at least will be in the next accounts) with the Charity Commission as a "Director and Trustee" of the charity - so I reckon I am completely entitled to this information.

Anyone know the actual answer?


Whilst I'm at work, I have complete access to all the personal details of customers, because I am a member of staff, and need that access.
The same should be true of the charity, surely?


Thanks!

Steve

Mistral001

There is a big forwarding of email culture. Many people will keep emails sent in confidence totally confidential, but there are a growing number of people have no concept of this and will forward any email they get to anybody without a second thought. Thus it is likely that the newsletter will get distributed all over the place.

I was once a committee member of a sports club. I have not been a member for 5 or 6 yeras now and still will get spam and phonecalls from salesmen and others in connection with the club.

forgotmyname

Probably a good reason, I have had many emails over the years from companies and clubs.

Just takes one person to forget to hide the CC or use BCC and you get a full list of every recipient.

Had email lists more than a couple of times.

Savvy_Sue

SteveClarkson wrote: »

I am meeting apprehension from the charity that they don't think they can release member contact details (e-mail address) to me, for data protection reasons.

Then the charity should address their data protection policies to work out who currently has member contact details, and whether they are secure now.

Because what they seem to be saying is that local secretaries can have contact details, but a central contact person can't?

I'm also presuming that the OP is planning to use a system which doesn't ever show lists of names and email addresses, eg MailChimp, rather than just having to remember to put names into the BCC field.

Ask who's responsible for data protection within the charity (which will probably put the wind up them!) and suggest a discussion to work round the problems. I suspect they are just unsure about doing things in a different way.

However, if at the moment these newsletters are currently posted rather than emailed out, do bear in mind that not everyone 'does' email, even these days! You may still be relying on local contacts to send these out by post, OR having to do them centrally if you want to be sure they are getting through.

heretolearn_2

Exactly as above - obviously the local people must have all the contact details of their local members. It would actually be more secure to take these away from umpteen presumably volunteers - who are probably not trained or aware of data protection issues - to one central official contact database. Using an auto distribution system will remove risk, not add to it. Who is complaining about this? Is it all the local people who basically just want to hang on to that task for all sorts of reasons (they've done it for years, they enjoy it, it makes them feel important/useful...). It sounds to me as if the charity is currently breaking data protection legislation.

Is the charity registered with the Information Commissioners Office to hold personal data? If it isn't, it shouldn't be holding any info anywhere. It's very simple to register and only cost £35 a year.

The charity in theory should welcome someone clearing up this situation, but having worked with charities for a while, I've learned they tend to be extremely 'politicial', so you might need to try and take a diplomatic route. Otherwise everyone will just get up in arms at your 'criticising' what they've been doing so far and you won't get anywhere.

SteveClarkson_2

Thanks for your replies.

Savvy_Sue - you're quite right, I will be using MailChimp, so there is no risk of 'accidentally' releasing everyone's details.

I am entirely confident in the security of the systems, I use them for other mailing lists, and have been really pleased - it is just a case of convincing the powers that be in my charity that I can have access to the information.

I've had a look through the ICO's website, and as far as I can see - we would have an exemption from notification, and there shouldn't be any problems - but I'll probably give them a ring today, and see what they say in my specific situation.


As far as security of the newsletter itself goes - that doesn't matter - whether non-members get the newsletter or not is of no consequence - members are quite welcome to share it with others.

The charity, as far as I'm aware knows who the data controller is - and therefore responsible - but I don't think they really understand anything about it. I just wanted to put an answer to every one of their possible concerns into a document, and submit it to them - so they only answer they could come back with was... "yes, do whatever you like"!!!