Tag: starting

Data Privacy Essentials: Your Compliance Starter Kit

~ jo-anngarbutt ~ Leave a comment

Navigating the complex world of data protection can be overwhelming, especially for small organizations like charities and businesses.

The Perils of Data Breaches

When personal data falls into the wrong hands, the consequences can be devastating. Individuals may become victims of identity theft, financial loss, or emotional distress. Trust, once broken, is difficult to rebuild. Organizations face reputational damage, monetary penalties, and legal repercussions. Moreover, a data breach can erode public confidence in digital services, hindering innovation and economic growth. Safeguarding personal information is not just a legal obligation but a moral imperative.

Compliance

The General Data Protection Regulation (GDPR) has set a new global standard for data privacy in Europe. At this time there are several countries worldwide with similar compliance requirements – from Australia’s Privacy Act to California’s Consumer Privacy Act (CCPA), organizations across the globe are grappling with the complexities of safeguarding personal information.

Free draft forms and guidelines

Data protection can be a real headache, especially for small businesses and charities. That’s why this toolkit of draft forms and policies is here to help you get started with practical templates to help you stay compliant without the hassle.

These templates are a great starting point but remember, data protection compliance is more than just paperwork. You’ll need to tailor these documents to fit your unique business and consult with legal experts when required.

Think of these draft documents as your trusty sidekick, providing a solid foundation for your data protection journey.

The toolkit has the following elements:

Data Protection draft Policy Template: Establish clear guidelines for handling personal data.

blog GDPR Policy DRAFTDownload

Data Breach draft Incident Report: Outline steps to take in case of a data breach.

blog GDPR Data Breach Incident Report FormDownload
blog GDPR Questions for Reporting a Data BreachDownload

Auditing and Monitoring draft Procedure: Maintain data protection compliance through regular checks.

Blog GDPR auditing and monitoring procedureDownload

Drat Data Subject Access Request (DSAR) Form: Efficiently handle requests for personal data.

blog GDPR DSAR FormDownload

Draft Data Protection Impact Assessment (DPIA) Form: Assess the potential risks of data processing activities.

Blog GDPR Data Protection Impact AssessmentDownload

While these may be a handy starting point, remember, that data protection is about more than just paperwork. To really protect your donors’, your employees’, your vendors’, and customers’ info, you’ll need to build a solid system that covers everything from training your staff to dealing with data breaches to having a process to report incidents, investigate and draw up an incident report and understanding the data you have and know if you have any risks if that data leaks out somehow.

  • Data protection impact assessments: You need to start out by identifying and managing high-risk data processing activities and making sure you address any high risks you identified in the process. Conduct regular assessments (maybe once a year) to identify potential vulnerabilities and implement appropriate data protection safeguards. [There is a draft form for that in the templates.]
  • Employee Training: Regular training to ensure staff understands their data protection responsibilities and can identify and prevent potential risks.
  • Data Minimization: Collect and retain only the necessary personal data and give them examples to help them understand what personal data is.
  • Rights of those whose data you have: Implement procedures to handle data access requests – they generally have the right to erasure or update of data you store, and other rights include the right to ask to see the personal data you keep on them. [There is a draft form that people can use to request access to the personal data you have]
  • Supplier Management: Ensure data processors comply with data protection requirements through contracts and oversight.
  • Incident Response: Develop a clear plan for responding to data breaches, including notification procedures. And make sure everyone knows which number to call or which email to use to report a suspected data breach. [there is draft information in the templates for how to report an incident and also questions to ask when talking to someone reporting a potential data breach.]
  • Continuous Monitoring and Review: Regularly assess data protection practices to identify and address potential vulnerabilities.

By combining the templates with these additional measures, you can help your organization build a strong foundation for data protection compliance and protect the privacy of your data subjects.

Mentoring Agreement

~ jo-anngarbutt ~ Leave a comment

Mentoring usually takes place between someone with experience and someone who needs advice and training in specific areas. Starting the process of mentoring duos sometimes skip the step where they talk about how we agree to go through this process together. What is important to you? What is important to me? What can each of us commit to in order for this to work well for both of us?

This free template below helps you to structure a conversation around what the mentor and mentee specifically agree to commit to. How many hours per month/quarter would we like to spend talking through specific topics?

Feel free to add additional items which would be important to discuss during the first meeting when you (mentor and mentee) agree on how to proceed. This kind of discussion may seem unnecessary, but covering these items upfront can save a lot of disappointment and misunderstandings later when items you might have imagined would be obviously included in your mentoring agreement vary from what the other person may have thought. It is not a contractual agreement as much as it is a summary of what you do or don’t want to commit to for the duration of the mentoring relationship.

When it comes to time commitments, it is also advisable to agree for the mentoring process to have a set time period – 12 months or 18 months. And when that time comes, review what has been achieved and learned and whether it makes sense to continue the mentoring relationship or to agree to end it at that time.

Clearly defining the development objectives to be addressed helps to steer the direction of mentoring discussions. What is it that the mentee needs to know, needs to be able to do, and would like to be able to understand? The more detailed this section is, the easier it might be for either the mentor or the mentee to recognize when the mentoring relationship has helped to achieve those outcomes and it may be time to evaluate whether it makes sense to end the mentoring relationship or continue it with new development objectives.
Considering the agreements discussed during the first section, are there any other expectations that each has of the other and which are useful to mention specifically? For example, the mentor may have the expectation that the mentee would devote time to read specific books or articles every week. Are those expectations realistic for the mentee? If he or she has other obligations which may make it difficult to meet that expectation, it is best to discuss them early on to avoid a misalignment later on in the mentoring relationship.

The full template can be downloaded below – it is a *.pdf file and it can be imported into MSWord for edits.

mentoring-agreement-masterDownload

This file can be very useful to ensure that mentors and mentees are aligned early on in their association which gives their mentoring relationship the best chance to be successful!