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Dynamic legal support for successful individuals, businesses, schools and charities. BARLOW ROBBINS CHARITIES YOUR GDPR COMPLIANCE STRATEGY HOW WE CAN HELP
Dynamic legal support for successful individuals, businesses, schools and charities.
BARLOW ROBBINS CHARITIES
YOUR GDPR COMPLIANCE STRATEGY HOW WE CAN HELP
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BARLOW ROBBINS GDPR SERVICES FOR CHARITIES
1. Get your house in order
We recommend you arrange a meeting with your ‘compliance team’ and consider the following questions:
▪What are your resources for complying with GDPR?
▪ Whoarethestaffwhoneedtobeconsulted,trainedandauthorised? ▪ Whatinternalresourcesdoyouhave? ▪ Whatstructuresdoyouneedtoputinplace?Willtherebeasteeringcommittee? Who will report in/out of it?
▪ Arethereexternalconsultantsortechnologysolutionsyoushouldconsiderinvolvingintheprocess?Wewouldbedelightedtohostsuchaplanningmeetingtoensurealltherightquestionsareaskedandthekeymattersconsidered.Ourfeeforsuchameetingwouldbefixedat£500plusVATregardlessofthelengthofthemeeting.
2. GDPR Audit
Youwillneedtoconductanauditofallthecharity’ssystems,electronicandhardcopyfiles,activities,processes,correspondence,contractsetc.tomakearecordofallthepersonaldatayouhold,thepurposesforwhichyouprocessitandthelegalbasisonwhichyouwishtoprocessit.
The questions for you to consider should include:
▪Whatpersonaldatadoyouholdandprocess? ▪Whereisthepersonaldatacollected? ▪How,whereandwhyisitused(thedatapurposes)?Withwhomisitshared–withintheorganisation andwiththirdparties?
▪Howlonghaveyouheldthepersonaldata? ▪Whattechnology/policies/contractsgoverntheprocessingofpersonaldata? ▪Whatsecuritymeasuresdoyouhaveinplace?
Your GDPR compliance strategy –howwecanhelp
P 3
DYNAMIC LEGAL SUPPORT FOR SUCCESSFUL INDIVIDUALS, BUSINESSES, SCHOOLS & CHARITIES
We would be delighted to assist you plan and carry out this audit. We provide three levels of audit support for charities as follows:
Pleasealsoconsiderour‘Turnkey Solution’,foundonpage 6,ifyouwouldliketoconsideran‘all-in’serviceforyourorganisation’sauditandcompliance.
AUDIT — BRONZE SERVICE £500 plus VAT
WewillprovideyouwithwrittenguidancedesignedtohelpyouthroughthechangesthatGDPRwillbringaboutandprovidinganessentialcontextforyouraudit.
AUDIT — GOLD SERVICE £2,500 plus VAT
InadditiontothewrittenguidanceoftheBronzeserviceandthethreevisitsundertheSilverservice,youwillhaveaccesstoourdedicatedGDPRteamthroughatelephoneandemailhelplineforaperiodofthreemonthsbeginningwiththedatewesendyouourBronzeserviceguidance.Thiswillenableanyday-to-dayqueriesrelatingtoyourconductoftheaudittobeanswered.
Your GDPR compliance strategy –howwecanhelp
AUDIT — SILVER SERVICE £1,750 plus VAT
InadditiontothewrittenguidanceprovidedaspartoftheBronzeservicewewillprovideadetailedAuditQuestionnaireasatemplateforyourauditandattendthreehour-longmeetingswithyouwithinathreemonthperiodbeginningwiththedatewesendyouourBronzeServiceguidancetoassistyouonyourauditjourney.
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BARLOW ROBBINS GDPR SERVICES FOR CHARITIES
3. Compliance – plan your journey
Onthebasisofthepersonaldata,purposesandprocessesrecordedinthedataauditreport,youwillneedtoconductariskandgapanalysisofthedataandformulateyourcompliancestrategyaccordingly.
The relevant questions for you to consider should include:
▪Canyoudemonstratetheconditionsforprocessing(consent,legitimateinterestetc.) you wish to rely on?
▪Inparticular,canyoudemonstrateexplicitconsentfortheprocessingofspecialcategoriesofpersonal data(race,ethnicorigin,politicalopinion,religiousbelief,TUmembership,physical/mentalhealth,sex life,legalproceedingsforanyoffence)?
▪Ifyoudon’thavetheconsentsyouneed,howwillyouobtainthem?▪AreyourcontractswiththirdpartiesandprivacypoliciesandnoticesGDPRcompliant?▪Areyoureadyfordealingwiththeenhanceddatasubjectrightssuchassubjectaccessrequests?
▪Willyouconductmystery-shopperorticket-testingexercises?
▪Whatisahighriskandhowshouldcompliancebeprioritisedbasedontherisks?▪Whatisarealistictimetableforcompliance?▪Aretherightpeopleappointedtoimplementtheworkthatneedstobecarriedout?
▪WillyouhaveaDataProtectionOfficertooverseefurthercomplianceefforts?
Your GDPR compliance strategy –howwecanhelp
P5
DYNAMIC LEGAL SUPPORT FOR SUCCESSFUL INDIVIDUALS, BUSINESSES, SCHOOLS & CHARITIES
We offer two levels of support for your compliance needs:
PleasenotethatanyassistanceorenquiriesoutsidethescopeoftheaboveComplianceandCompliancePlusserviceswillbechargedonatime-spentbasis.
Pleasealsoconsiderour‘Turnkey Solution’onpage 6ifyouwouldliketoconsideran‘all-in’serviceforyourorganisation’sauditandcompliance.
COMPLIANCE SERVICE PLUS — £4,000 plus VAT
WewillprovidetheserviceofferedinourComplianceserviceandyouwillalsohaveaccesstoourdedicatedGDPRteamthroughatelephoneandemailhelpline.Wewilldealwithyourday-to-dayqueriesrelatingtotheconductofyourGDPRcomplianceforthreemonthsfollowingthedateoftheComplianceServiceriskassessmentmeeting.Thiswouldnotincludedraftingoramendinganydocuments(seebelow).
COMPLIANCE SERVICE — £2,500 plus VAT
Wewillreviewyourdataauditreportandprovidea‘trafficlight’riskassessmentonthebasisofthereportandattendameetingtopresentouradviceanddiscussyourcompliancestrategy.
Your GDPR compliance strategy –howwecanhelp
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BARLOW ROBBINS GDPR SERVICES FOR CHARITIES
3. Turnkey Solution
Updating/ redrafting documents
Itwillbecomeapparentoncetheaudithasbeenconcludedandthecomplianceprocessisunderwayexactlywhatdocuments–contracts/policies/fundraisingmaterials–needtobeamendedtobeGDPR-ready.
Giventhatwehavenowayofknowingatthisstagehowmuch,orhowlittle,workwillberequiredweproposethatoncetherequirementshavebeenidentified,wewillagreeafeewithyouforanyworkthatmaybeneeded.Thesecostsarenotincludedinanyoftheservicesabove.
Please contact one of our specialists who will be happy to discuss your matter with you:
Your GDPR compliance strategy –howwecanhelp
BEN COLLINGWOOD Partner – Schools & Charities
T: +44 (0)1483 464204E: [email protected]
KENJI BATCHELOR Senior Associate – Schools & Charities
T: +44 (0)1483 464248E: [email protected]
LAURIE HEIZLER Of Counsel – IP, Technology & Media
T: +44 (0)1483 464272E: [email protected]
TURNKEY SOLUTION – PRICE ON APPLICATION
TheTurnkeySolutionisthechoiceforyouifyouwantan‘all-in’servicetocoverallyourauditandcomplianceneeds.Wewilloverseethelegalauditprocessonyourbehalf.
Thiscoverseverythingfromreviewingandcollatingdocuments,interviewingstaff,ifnecessaryandpreparingadetailedreportwhichincludesa“trafficlight”systemofriskassessmentagainstthedataandrelevantdocumentsrecordedintheaudit.AsintheComplianceservicesabove,wewillattendameetingtopresentouradviceanddiscussyourcompliancestrategy.Thiswouldnotincludedraftingoramendinganydocuments(seebelow).
Thebulkofthisworkwouldbeconductedbyusonyourpremises.
Thisprocesswilllookdifferentforeachandeverycharitysopleasedoaskifyouwishtodiscussthisfurther.
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DYNAMIC LEGAL SUPPORT FOR SUCCESSFUL INDIVIDUALS, BUSINESSES, SCHOOLS & CHARITIES
GU I L D F O R DTheOriel SydenhamRoad Guildford,SurreyGU13SR
T: +44(0)1483 543210E: [email protected]
WOK I N GConcordHouse 165ChurchStreetEast Woking,SurreyGU216HJ
T: +44(0)1483 748500E: [email protected]
LONDON5thFloor 20NorthAudleyStreet London,W1K6WE
T: +44(0)207 0780810E: [email protected]
BARLOW ROBBINS CHARITIES
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