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
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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
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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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