Lions 105CE Data Protection - Lion Robyn Banks
WHAT DOES YOUR CLUB NEED TO DO TO AVOID BEING FINED?
1. Pay the ICO (Information Commissioner’s Office) fee. This was set up by the Data Protection Fees Regulation 2018. Lions Clubs - whether or not they have charity status – are NOT exempt from paying the fee. We simply do not qualify - even for the “charity exempt status” under the Charity Act 2006. Every Lions Club processes personal data as defined in the legislation for admin purposes (membership and entering details onto MyLCI), as well as “not-for-profit”, “fund-raising”, “Realising the aims of the Charitable organisation…” and “Sharing personal information” purposes. If we only did the “not-for-profit” bit as defined by the ICO – then we could possibly be exempt, but we don’t! The second you process data through a website or on an electronic device, you are NOT exempt.
So I regret that each club has to decide for themselves whether or not to pay this fee of £40 (£35 if paid by Direct Debit). If you decide NOT to pay the fee, the potential penalty is a £400 fine (and yes, before you ask, charities have been fined already). The decision must be recorded in business meeting minutes. If your Club decides to pay the fee, the guidelines to take you through the process can be found below.
BUT EVEN IF YOU DECIDE NOT TO PAY THE FEE… there are still some legal requirements for the club to comply with to avoid other fines..
2. PRIVACY NOTICE: This is a statement of how the club processes data and other concepts on the processing which the ICO expect to see. It has to be short and in non-legal language. I can get the relevant information into 1.5 sides of A4! I am in the process of drafting this for clubs - each one has to be done individually to meet the legal requirement of “privacy by design and default”. So if I haven’t completed this for your club yet, just drop me an email.
3. “Short” privacy notices: These are a short piece of text to go on the footer of emails, forms (both electronic and paper). You will find the texts I suggest below as well.
BUT remember – I am on your side. I can be contacted at [email protected] and will endeavour to answer you as soon as I can! Don’t Panic! Also below you will find some general advice on how to approach this subject – “Do’s and Don’ts”.
(All the information in the linked documents below was updated on 20.08.2020)
1. Pay the ICO (Information Commissioner’s Office) fee. This was set up by the Data Protection Fees Regulation 2018. Lions Clubs - whether or not they have charity status – are NOT exempt from paying the fee. We simply do not qualify - even for the “charity exempt status” under the Charity Act 2006. Every Lions Club processes personal data as defined in the legislation for admin purposes (membership and entering details onto MyLCI), as well as “not-for-profit”, “fund-raising”, “Realising the aims of the Charitable organisation…” and “Sharing personal information” purposes. If we only did the “not-for-profit” bit as defined by the ICO – then we could possibly be exempt, but we don’t! The second you process data through a website or on an electronic device, you are NOT exempt.
So I regret that each club has to decide for themselves whether or not to pay this fee of £40 (£35 if paid by Direct Debit). If you decide NOT to pay the fee, the potential penalty is a £400 fine (and yes, before you ask, charities have been fined already). The decision must be recorded in business meeting minutes. If your Club decides to pay the fee, the guidelines to take you through the process can be found below.
BUT EVEN IF YOU DECIDE NOT TO PAY THE FEE… there are still some legal requirements for the club to comply with to avoid other fines..
2. PRIVACY NOTICE: This is a statement of how the club processes data and other concepts on the processing which the ICO expect to see. It has to be short and in non-legal language. I can get the relevant information into 1.5 sides of A4! I am in the process of drafting this for clubs - each one has to be done individually to meet the legal requirement of “privacy by design and default”. So if I haven’t completed this for your club yet, just drop me an email.
3. “Short” privacy notices: These are a short piece of text to go on the footer of emails, forms (both electronic and paper). You will find the texts I suggest below as well.
BUT remember – I am on your side. I can be contacted at [email protected] and will endeavour to answer you as soon as I can! Don’t Panic! Also below you will find some general advice on how to approach this subject – “Do’s and Don’ts”.
(All the information in the linked documents below was updated on 20.08.2020)
- DATA PROTECTION (GDPR) DO AND DON'T
- HOW TO “REGISTER” WITH THE INFORMATION COMMISSIONER’S OFFICE (ICO) – VOLUNTARY ORGANISATION
- HOW TO “REGISTER” WITH THE INFORMATION COMMISSIONER’S OFFICE (ICO) – WITH CHARITY STATUS
- SHORT PRIVACY NOTICES FOR FORMS AND EMAIL SIGNATURES
- HOW TO ADD AN EMAIL SIGNATURE
- WHAT INFORMATION IS NEEDED BY THE DISTRICT DATA COMPLIANCE OFFICER TO WRITE A PRIVACY NOTICE
- RETENTION, STORAGE, SHARING AND SECURITY OF PERSONAL INFORMATION
- WHEN DO WE NEED TO SEEK CONSENT TO PROCESS DATA
- REQUEST FOR PERSONAL INFORMATION
- WHY DO WE NEED PRIVACY NOTICES
On the MD website is a Data Protection Workshop video. You can view it by clicking here.
Any queries should be directed to Lion Robyn Banks at: [email protected]
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