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New Regulations Will Force a Review of Your Chapter's Privacy Policy

Wednesday, March 28, 2018   (0 Comments)
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NALS Resource Center Staff follow various association management outlets that provide top-notch information and keep us up-to-date on new technologies, ideas for engagement, and rules and regulation changes to managing our association. This article is to introduce you to a new compliance rule known as the General Data Protection Regulation (GDPR).

 

GDPR gives individuals the right to access the personal data that an organization has, the right to be forgotten (or to have their data erased), and the ability to receive their data in a way that can be easily transmitted to another source. The regulation also mandates that systems be designed with a focus on privacy and that organizations have a designated on-staff data protection officer who will be in charge of internal recordkeeping. The main focus is full transparency with individuals regarding how their personal data is used.

 

The rule, which will restrict how organizations collect and use personal information about citizens of EU nations, applies regardless of whether an organization has a base of operations in Europe. Previously, EU data privacy rules affected only companies with a physical base in an EU nation. The GDPR enforcement begins on May 25.

 

NALS produces and processes lots of member and customer data which means this affects each level of the association. NALS strives to maintain all privacy and data compliance rules so that we are a trusted association with our membership and all affiliated entities and accounts we hold. There are a few things NALS will be handling from our end in regard to this but there are a few things you will need to do as a chapter to ensure compliance.

 

NALS Resource Center is working on the following:

  • NALS.org/Disclosure – Before the deadline, NALS will be implementing our internal business processes into our current Privacy Policy and Disclosure Agreement. This will include how personal data is managed manually and digitally. NALS Resource Center Staff will be implementing this new Disclosure and Privacy Policy into all of our forms that request any member data, this includes online forms and downloadable PDFs.

  • Reviewing Chapter Roster Procedures – After reviewing the GDPR regulations, the Membership Roster Exports are the largest sore point in our personal data management process. NALS Resource Center staff will be reviewing this process for compliance so there will likely be major changes and regulations set for this in the future. Our advice at this time is we HIGHLY encourage your chapter leaders and chairs utilize your chapter groups on NALS.org for communication efforts. This means utilizing the messaging and email feature within your group rather than exporting the data. Exports will be the affected by this change.

Here’s what we advise your State or Local Chapter to do:  

  • Create and apply a Privacy Policy or Disclosure Agreement to your own chapter’s website, publications, and materials that collect personal data. You can go a step further by asking a lawyer to review the document to be sure it’s compliant.
  • Create qualifications to members or affiliates with your chapter who have access to or collect personal data on behalf of your chapter. These qualifications should include limiting access to those who could use your NALS’ member data for sales or marketing purposes for things other than your chapter or national programs or events.
  • As mentioned before, utilize your NALS.org Chapter Groups and/or Facebook Group. Encourage your members to login to NALS.org so that you can send messages through that entity on a consistent basis.  

We want to encourage NALS state and local chapters to take up the responsibility of managing member data as we are a united tri-level association. NALS Resource Center staff has found a few resources provided by YourMembership, our current membership management service provider, and Associations Now, an online resource for association management.

 

YourMembership Resources:

AssociationsNow ‘GDPR’ Search Results Articles: https://associationsnow.com/search/GDPR


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