There is no specific legal requirement to have a data protection policy under the Data Protection Act 2018 or the General Data Protection Regulations (GDPR). However, there are some areas where such a document could prove useful.
The GDPR contains explicit provisions about documenting your processing activities:
You must maintain records on several things such as processing purposes, data sharing and retention.
Documentation can help you comply with other aspects of the GDPR and improve your data governance.
For small and medium-sized organisations, documentation requirements are limited to certain types of processing activities.
In addition, individuals have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under GDPR. You must provide individuals with information including:
your purposes for processing their personal data,
your retention periods for that personal data, and
who it will be shared with
You must provide privacy information to individuals at the time you collect their personal data from them.
If you obtain personal data from other sources, you must provide individuals with privacy information within a reasonable period of obtaining the data and no later than one month.
Using Data Processors
When seeking referrals off people in my networking group, what information is safe to gather? So, let’s say, for example, I ask Bob for referrals of our ideal client. Bob knows somebody who may be interested in our service – so passes us their contact details. Is this safe?
Samuel Poole Marketing Communications Manager Syn-Star Complete I.T. Solutions
Great question, actually in Data Protection terms it is not safe to do this unless certain things are in place.
Essentially when dealing with personal information such as contact details the person who decides what to do with the information is a data controller, in this case, Bob.
The data controller has to “process” personal data fairly (processing includes passing it to a third party i.e. you). They also have to have one of six lawful reasons to be able to process the data. The most appropriate one of which in these circumstances is the consentof the data subject. This has to be GDPR compliant consent i.e. given freely, not under duress and in full knowledge of what they are consenting to.
The data controller also has to give “privacy information” explaining how the subjects data will be used. There are specific things that have to be included in this information which often takes the form of a notice, but can also be given verbally depending on the circumstances.
It is incumbent on you to check that the necessary consent is in place for the use you wish to make of the data before acting on it.
Of course, once the information comes into your hands for marketing purposes you become a data controller, in addition, you will need to comply with the Privacy and Electronic Communications Regs in relation to electronic marketing messages (phone, fax, email or text).
Do your very best, then check again and make sure everything you have said or done is fully compliant, correct with your working practices and within the law, before you send, publish or leave your client.
Do your absolute best, then you will not have to return to it and sort it out another time.
Business Headshots Profile Photos
Business headshots for your business are one of your best selling tools. Likewise, people that view your business headshot images form their first impression of you on what they see. A business headshot that displays you clearly and shows you as approachable will give a good first impression.
In other words, a business headshot that confuses viewers will result in the viewer moving on quickly. That’s not just what they are viewing but also your website/social media. This will not be good for your business.
In the first place, your professional headshot image is your ambassador. As a result, when someone meets you in person they will expect to see the person they viewed. The impression that they then form of you may not be a good one. For one thing, the lifespan of a headshot is 2-3 yrs.
It’s not as simple as standing in front of a camera and taking a picture. Consequently, you have to consider the background, lighting, wardrobe, hairstyle, smile and look. Specifically, the wardrobe and styling are to complement the subject not overwhelm them.
Equally important is the framing of the subject with a background that is either plain or out of focus. Accordingly, the background should not stand out, the viewer’s eyes should concentrate on the subject.
Most templates for websites etc are white or off-white for profile images. For this reason, a professional headshot can integrate fairly seamlessly directly onto most websites and social media platforms.
Networking increases relationships in the community that is local to where you run your company.
Track when your business and brand are mentioned online.
Respond to negative reviews and highlight and use positive feedback.
Take the time to thank positive reviews and address negative reviews by responding sincerely. Explain, offer to address the issues and prompt the customer to contact you directly on a dedicated email address.