We’re all aware of the General Data Protection Regulation (GDPR), and our responsibility to protect the privacy of individuals by keeping their personal data safe. GDPR also gives individuals the right to control how we use the personal information they’ve entrusted to us.
So, whenever we collect personal data from an individual, we must give them a summary of how their information will be processed, and for what purposes.
We do this by including a data statement (see below) and a link to our full Privacy Notice in all the forms we use to collect personal data.
How does this apply to me as a volunteer?
Whenever you request personal details, you must include a data statement. Some examples of this would be requesting someone’s information when they join a local group or attend a service or event, or asking them to complete a Gift Aid or sponsorship form.
(If you’re a volunteer in one of our local groups sending out an e-newsletter, it’s also good practice to include a link to our Privacy Notice in that. This isn't essential, but you must include an 'unsubscribe' link.)
Privacy Notice updates
When we change our processes, or adapt to new technology or legislation, we have a duty to amend our Privacy Notice to reflect this. Our supporters and users need to know all the ways in which we do, or may, use their data. And their rights in relation to this. We must also be clear and transparent about these activities, especially where the use may be unusual.
We’ve recently made some changes to our Privacy Notice. The key ones are related to our new physical shops and new face-to-face fundraising activities. You can see all the details in the ‘Changes to this privacy notice’ section here.
What do I need to do?
Firstly, you should read the Privacy Notice and let us know if you have any queries about the changes.
- If you’re already collecting personal data, your forms should already contain this data statement:
'Thank you for trusting us with your data. We will do all we can to keep it safe. To find out more about how the MS Society use and manage your personal data and your rights, you can read our privacy notice at www.mssociety.org.uk/privacy. You can also update your details or change the way we contact you by emailing [email protected] or calling 0300 500 8084.'
Shortened version if space is limited:
'To find out more about how we use and manage your data and your rights see our full privacy notice at www.mssociety.org.uk/privacy.'
- Between now and 30 June, please use the following wording instead, to let our supporters and stakeholders know that there have been changes:
'Our privacy notice has been updated. To find out more about how the MS Society use and manage your personal data and your rights, you can read our full privacy notice at www.mssociety.org.uk/privacy. Our updated notice contains more information of how we will process your data, including our new offerings. You can also update your details or change the way we contact you by emailing [email protected] or calling 0300 500 8084. Thank you for trusting us with your data. We will continue to do all we can to keep it safe.'
Shortened version if space is limited:
'Our Privacy Notice has been updated. To find out more about how we use and manage your data and your rights see our full privacy notice at www.mssociety.org.uk/privacy.'
- After 1 July, please go back to using the original version:
'Thank you for trusting us with your data. We will do all we can to keep it safe. To find out more about how the MS Society use and manage your personal data and your rights, you can read our privacy notice at www.mssociety.org.uk/privacy. You can also update your details or change the way we contact you by emailing [email protected] or calling 0300 500 8084.'
Shortened version if space is limited:
'To find out more about how we use and manage your data and your rights see our full privacy notice at www.mssociety.org.uk/privacy.'
Next steps?
Legislative changes later this year may alter how we use personal data. We’ll be contacting our email subscribers then, so you should receive this information directly.
If you have any questions, please contact [email protected] or [email protected] .
