Coronavirus pandemic updates
During this time, BYM is undertaking Data Protection work as normal, so please email dataprotection@quaker.org.uk with any queries or if you need help with a request, complaint etc.
If you are re-opening your meeting house and collecting personal data for contact tracing, please read the government guidelines on this: https://www.gov.uk/guidance/maintaining-records-of-staff-customers-and-visitors-to-support-nhs-test-and-trace
You may be concerned about the security of online meetings, this is addressed in the guidance for online meetings (including youth work and children's meetings) produced by BYM and Woodbrooke, and available here: https://www.woodbrooke.org.uk/about/online-mfw/Online-worship-advice (external link to Woodbrooke website).
Charities have unfortunately noticed an increase in cyber crime such as scam emails during this time. Please read the advice below on cyber security (last link in the 'Other guidance' section) and take appropriate measures to protect your data and systems.
Handbook for meetings
Data Protection Handbook for Meetings (PDF)
Templates and guides
Data Protection Policy Area Meeting template (Word)
BYM Privacy Policy template (Word)
Data Subject Access Request Procedure (PDF)Other guidance
The Information Commissioner's Office has an advice line for small organisations on 0303 123 1113 (select option 4).
- Guide to GDPR 2018 (PDF) Revised March 2018
- Guide to data audit 2018 (PDF)
- Blank data audit template (Word)
- Text of talk given by Lisa McQuillan (member of Data Protection Group at Friends House) at Yearly Meeting 2018 'GDPR for meetings' (Word)
- Template data consent form (Word) for local and area meetings to adapt for their own use (designed to comply with GDPR)
- Information sheet on the Britain Yearly Meeting's contact database. Please contact the Data Protection Group (see below) for a copy.
- When you email more than one person you can reveal personal information - their email addresses. Here is a guidance note about being considerate of Friends when emailing (Word).
- For information
on how to improve the cyber security of your meeting see the Cyber Security: Small
Charity Guide on the National Cyber Security Centre website.
Find a meeting
Britain Yearly Meeting lists details of Quaker meetings on its website. Contact details listed on the find a Quaker meeting page are considered public information. Yearly Meeting staff and others may give these to an enquirer without asking further permission.
ICO Registration
All area meetings should take the ICO self-assessment tool (offsite link) to see whether they are required to register with the ICO. Most meetings will be required to register regardless of whether they are registered charities or not.