hey if you have data about your customers employees or suppliers then
watch this video because a new law means that you could be at risk at getting
fined 20 million euros marketing tools that win you more work Digital GDPR is a
new law that's coming into effect on the 25th of May 2018 this is gonna totally
change how we store and use data and they're gonna be pretty strict on it you
could get fined up to 20 million euros so make sure that you're doing
everything so that you're compliant with GDPR the problem is that a lot of
information out there about GDPR is vague and full of legal jargon and it's
confusing how do you know how to be compliant with GDPR
luckily we broke it down into 10 tips you need to know to make sure you're
compliant to all the new laws the reason these new GDP our laws have come about
is because the last time data protection laws were created was in the nineties
since then there's been a boom of technology like things like the internet
and people feel that they've lost control of how their data is being used
and stored so the GDPR laws a positive thing because they're allowing
the everyday person to take back control of what data people have on them to make
sure you're compliant with GDPR the first thing you need to know is what
data do you have on people and that leads me to tip number one store all of
the data you have on your employees suppliers and customers in an organized
fashion this is going to be helpful for two reasons the first is that if a
person said hey business what information do you have on me you want
to be able to get all of that information to them as quickly as
possible and as accurately as possible so make sure all the data you have is
organized so you can do that second reason that's important is that if you
were to ever be investigated by the GDPR are you want to make
sure that you're showing that you know what data you have on everyone so store
it in a really organized way now what is data well personal data is any bit of
information that you could use on its own or with another bit of information
to identify a person so that's going to include their name their phone number
their telephone number photos of them their IP address make sure you know what
data you have on people and identify what that is tip number two is to make
sure that data is safely secured so what measures have you got in place to make
sure that nobody could leak hack or misplace that data if you're storing
that data digitally what safety measures could you put in place could the
information be up there in the cloud do you have antivirus software on all of
your devices if any of your devices were lost could you remotely wipe that data
so nobody could access it start thinking of these things because you want to make
sure your data is always in safe hands similarly if you have hard copies of
your data what are you doing are you securing that safely is it locked away
is it in a fireproof box are you making sure that no one could access that
information who shouldn't be you also want to make sure you record in the risk
assessment so actually write down what safety measures you've gone to to make
sure that dates are safe this is going to make sure everybody in
your team knows exactly what's happening and should you ever be investigated
you're showing that you've already taken necessary precautions tip three for
being GDPR compliant don't hold on to date up unnecessarily
so this is a big one that's coming to their new laws you can't hold on to data
if you don't know what you're going to do with it you need to be totally sure
of why you've got someone's name or email address so don't hold onto data
just in case it might become handy in the future
tip 4 is you want to have a really clearly written fair processing policy
this is something you're likely to already have in this form of a privacy
policy so something you might be familiar with all it is is it's a
document that really clearly explains what data you're going to be taking from
people and how you're gonna be using it every time somebody hands over a bit of
data to you you want to make sure that they have clear access to your fair
processing notice GDPR have asked that this fair policy notice has no jargon
and legally and waffly bits in there that could be ambiguous so start with a
blank piece of paper and just in layman's terms say what are you gonna do
with that information when right in this document here are some questions to keep
in mind what information is being collected who is collecting it how is it
being collected why is it being collected how is it going to be used who
will it be shared with what will be the effect of this on the individuals
concerned is the intended use likely to cause individuals to object or complain
tip 5 if somebody asks what information do you have on me do you have a process
so that you can easily give that to them so with the new law you have to be able
to supply people with what information you have on them if they ask you have to
supply this information within one month of the mask in and you have to do it
free of charge so make sure you've got a process in place so that you can quickly
get all the information you have on them and send that over to them
tip six have a process in place where if someone asks you to delete all their
data you can so if someone ask you to delete all they don't so you have to
that's part of the new law so make sure you know where all of the information
you have on them is so you can easily wipe that now let's talk marketing and
how the laws are going to affect that tip seven
allow people to positively opt-in to you having their data and using it for
marketing purposes so what does this mean it means that if you're going to
use someone's data for marketing they have to take some sort of action to say
yes you can have my data and yes you can use it for these reasons that's known as
positively opt-in it used to be the case that you would go on to a website and
there would be a pre ticked box that says yeah you can use my data for
whatever that's not the case anymore people have to actively tick that box or
take another action some good examples of getting people to positively opt-in
is having a tick box next to a contact form that says yes you can use my data
and someone has to take that or to have a double opt-in this is when an email
comes through to their inbox that says click this button to be part of our
mailing list all so that we can use your information for X Y and says if you're
collecting people's information in person you could get them to sign
something to say that they're happy for you to use their data in this way or you
could get them to take a box that says I'm happy for you to do this whatever it
is make sure that someone is taking an action and you have evidence that they
did that tip eight try layered opt-in forms this is something the GDP are of
simplifying with and something I really like so they look a little bit like this
this layered opt-in form allows users to have easy access to understand their
information and how it's going to be used but it doesn't look messy instead
they can click on a button and delve into more information if they'd like
about how you're going to use it tip 9 if you're using people's information to
send their marketing make it really easy for them to opt out of it
if you're using emails you need to make sure people can unsubscribe same with
things like text messages and call services similarly if you're sending
people mail make sure that you're writing something at the bottom that
tells them how they can stop receiving this mail the information for opting out
should be really clear and really obvious don't use any small print also
make sure you have a really strict policy
on how you're gonna make sure someone that opt-out doesn't get any more
marketing materials from you this is where you could really fall short to GDP
our law and get reported and that's when them twenty million euro fines are gonna
come knocking at your door which we don't want so you need that policy if
someone doesn't want to receive anything anymore make sure everyone in your team
knows that and then no longer receiving it tip 10 is make sure all your team
know about the new GDPR laws I would actually put this in an email again just
to show GDPR that you'll be in very conscious of the laws train all of your
employees on everything we've spoke about today because it's just as
important that they do it so your whole business isn't liable to be extra safe I
would also appoint you or someone in your team to be the data protection
officer and make sure you've got this in writing this means that person is
responsible for enforcing all the tips we've spoke about today give you one
person toll or responsibility means that these tips are much more likely to get
enforced because their checks and balances are replacing your business now
they're all the tips that you want to go and implement straight away because
that's when you fifth of May is coming up soon but we've also been talking to a
lot of our customers about GDPR and some questions just keep coming up time and
time again so let me try and answer them for you now what if I want to buy data
how do I ensure that that is GDPR compliant
great question well if you're gonna buy data maybe like a big list of
everybody's email addresses or phone numbers you need to make sure that the
person that you're buying that information from has been GDPR compliant
you also need to make sure that every single person on that list has actively
opted in to receive information or have their data stored by a third party so
make sure you check with the person you're buying this information from what
if I want to sell the business in the future can I pass on the data I have on
my employees suppliers and customers to the new business owner okay in this case
you want to have an assignment within your fare processing notice the
assignment Clause should really clearly state that if somebody else was to buy
your business the new business owner will have all that data that you've
collected on someone they will then own it and use it for the same purposes that
you have you also just want to make it really clear to the new business owner
this is what we said we were going to use the information for and you can't
use the information for anything else unless you contact everyone again and
ask them to positively opt in what about all of the existing data I have on
people can I keep this after the 25th of May so when the new laws come in in May
you need to make sure that everybody that you have information about is
consented to that your safest bet is to contact all of your existing database
and just explain that the law is changing and that they need to
positively opt back in to be able to receive emails from you for you to
continue to have their data etc how you choose to do that is totally up to you I
think the two easiest options is just ask everyone to email you back saying
yes I'm fine with that or ask them to click on a link that allows them to tick
a box to say yep I'm fine with all the new laws changing and I'm fine for you
to still store my data so in short you are going to have to contact everyone
and they are going to have to positively opt back in for you to keep their data
and I hope you found these tips useful if you've got any more questions comment
below and we will try and answer them to the best ability we can also let me know
in the comments how you're getting ready for the new GDP our laws and love to
hear more tips that we can share with each other now small disclaimer all of
the information I've given today is totally my interpretation of the
confusing legal jargon there is out there about GDPR and on the ICO
website this is my interpretation and I am NOT a legally trained at all
so do go and do your own research because the information I'm giving is
merely advice I'd also like to give special thanks to Frank Claydon from
hybrid legal she's helped us put these tips together and given a lot of her
expertise now it's taken me a long time to put all these tips together so I'd
really appreciate you giving this video a thumbs up because that means more
people on YouTube will get to see this video and be able to be GDPR compliant
also if you could subscribe that would be great because I literally do a happy
dance every time we get a new subscriber so press subscribe give us a like and I
cannot wait to see you in the next video