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Answer:

This section sets out the processes and tools that you are going to use. Examples might be:

  • Communicate clear deadlines for content.
  • Social media planner to plan content in advance. Some popular planners are Hootsuite, Buffer, Tailwind, and Social Pilot. Some of these offer free trials but they are usually paid subscriptions.
  • Create a photo bank containing images your organisation has captured, ensuring complete credit and permission details are recorded.
  • Google analytics: It reveals how users interact with your site, including which pages are most popular, how long they stay on each page, and what actions they take.
  • Canva: Canva is a great graphic design platform used for creating a wide range of visual content, from social media graphics and presentations to websites and more. It’s particularly useful for creating professional-looking designs without needing extensive design experience. It offers user-friendly tools and pre-designed templates, allowing you to create professional-looking designs. Canva provides a cost-effective alternative to hiring professional designers and includes stock media, eliminating the need for separate subscriptions.
Answer:

Your communications strategy should describe what would constitute success. Measurable successes could include things like increasing the number of your followers, getting more people to come to your events, or getting more funding. You may also want to increase engagement with your communications (i.e. responding to calls to action) and develop more discussion and conversation with more or wider audiences, e.g through events or on social media.

  • What changes do you see because of your communications?
  • What processes and tools will you use to measure this? (for example, Google analytics). You can also measure the open rates of newsletters and get feedback from users.
  • How often will you measure it?
Answer:

This section should set out the actions you intend to take, and when. These are just a few examples:

  • Articulate ‘Who you are and what you do’, set out your organisation’s strategic objectives, vision, mission and values.
  • Clearly outline how your organisation will communicate internally and detail the specific activities for external communications.
  • Review your website so that it is up to date.
  • Add case studies to your website and promote them through social media.
  • Increase the reach of your newsletter by promoting it on social media and word of mouth.
  • Develop and launch a campaign.
  • Develop a social media planner.
  • Review and refresh brand guidelines (logos, colours, identity for your organisation).
Answer:

In this section you should think about the resources you need in order to carry out the communications strategy. This could include:

  • Your team of staff and/or volunteers. Do you have a specific member of staff whose job description includes communications?
  • The wider team’s involvement in planning and creating communications content for their areas of work.
  • What training and guidance needs to be provided?
  • Do you need to employ a designer?
  • How can your trustees support?
  • Could you appoint a communications volunteer (click here for a link to Volunteer Centre Tower Hamlets)?
Answer:

Data protection refers to the set of laws, regulations and processes that ensure against the misuse or publication of personal data. The main aim of data protection is to enable individuals to maintain control over how their data is held and used. In the United Kingdom the relevant legislation is:

Answer:
Personal data refers to any information which relates to an identifiable individual and would allow that individual to be identified either directly through that information or in conjunction with other sources of information about them.
Answer:

The UK GDPR 2018 sets out seven key principles of data protection:

  • Lawfulness, fairness and transparency.
  • Purpose limitation - information has to be collected for a specific and lawful reason.
  • Data minimisation - collected data has to be relevant to the purpose.
  • Accuracy - data must be accurate and kept up to date.
  • Storage limitation - data should be kept for only so long as is necessary. • Integrity and confidentiality (security) - the data should be kept safe.
  • Accountability - an organisation should be able to demonstrate how it is complying with the regulations.

7 principles of data protection: A guide to the data protection principles | Information Commissioner’s Office (ICO).

Voluntary and community groups have a legal responsibility to protect personal data. This legal responsibility means that organisations need to take certain steps to ensure they are compliant with the law.

Organisations need to:

  • Decide upon a lawful basis for data collection.
  • Identify if they are collecting special category data. This is data which is considered more sensitive than others - such as ethnic origin or medical data – and take extra precaution to ensure this data is protected.
  • Ensure they do not keep data longer than is necessary.
  • Enable individuals to maintain control over their own data – this includes ensuring individuals give informed consent and responding to Subject Access Requests where an individual can request a copy of all information held on them by an organisation.
  • Be able to demonstrate the steps they take to ensure they comply with the law. • Ensure that breaches of data security are reported to the ICO.

 

 

Answer:

When processing personal data it is necessary for there to be a ‘lawful basis’ for the processing to take place. There are numerous forms of lawful basis under which an organisation can process data including:

  • Consent – an individual has given you clear and informed consent to process their personal data.
  • Fulfilling a contract – for example, it would be necessary to hold and process the personal data of an employee in order to fulfil their contract of employment.
  • Legitimate interest – for example, information about the health of an employee or volunteer.
  • Legal obligation – for example, if the organisation becomes aware of a safeguarding concern or crime that they are required to disclose to the relevant authority.
Answer:

Special category data refers to personal data that is regarded as particularly sensitive. This kind of data is subject to stricter processing laws due to the increased levels of harm that a disclosure of special category data could do to the individual involved. Forms of special category data include information about health, racial or ethnic origin, political opinion, trade union membership, and gender and sexuality.

In addition to identifying a legal basis for processing special category data organisations must also identify an additional ‘condition for processing’. The ICO sets out what these are here: Special category data | ICO. Organisations that are processing special category data need to ensure that they take extra care and document how they are ensuring the safety of the data.

Answer:

The Information Commissioners Office (ICO) is the independent regulator set up to support data protection and enforce data protection laws in the UK. In the case of a breach of security of personal data it is the organisation’s legal responsibility to report the breach to the ICO.

Data controllers and data processors

The terms ‘data controller’ and ‘data processor’ are related to the organisation or individual who is processing data and the level of responsibility they are subject to.

  • Data Controller: A data controller is the decision maker around how and why data is collected and used. This will generally be an organisation.
  • Data Processor: A data processor acts upon instruction from a data controller. Generally individuals within organisations are data processors.
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