What is GDPR?
GDPR strengthens data protection for individuals within the European Union (EU) and the United Kingdom (UK). GPPR requires all businesses that process the personal data of EU and UK citizens to handle this data with the utmost security.
How does GDPR affect Chapters?
For information on our cookies policy and how we use them, as well as third-party websites, please see our Privacy and Cookies Policy. For any other Chapter-related questions, please email us at firstname.lastname@example.org.
As a Chapter in the EU and UK, does GDPR mean I cannot contact my Chapter members?
No, it does not. Chapters are still allowed to promote, fundraise, and engage with Chapter volunteers and event attendees who have provided consent. The data processing must be done according to the six lawful bases outlined by GDPR legislation: Consent, Contract, Legal obligation, Public Task and Legitimate interests. For more information, please check out the GDPR Data Protection details on the European Commission webpage.
We recommend that you send an email to your Chapter members asking them to subscribe to your Chapter email list. Chapter members can either “opt-in” or “opt-out” of your Chapter emails. Once members have opted in, they are a part of the new, active Chapter list. We may not contact a Chapter member if they have opted-out of emails. If a Chapter member does not reply to the email asking them to either opt-in or opt-out, then we must consider them as having opted out and remove them from the Chapter email list.
Additionally, we ask that all Chapters using email note the following language in their email signature or at the bottom of your email body (see our templates here):
This communication has been sent to you by volunteers who support Room to Read. The views, opinions, and positions expressed by the senders are theirs alone and do not necessarily reflect the views, opinions, or positions of Room to Read. If you no longer want to review these emails, please reply with UNSUBSCRIBE and you will be removed from our list.
Can someone stay on a Room to Read Chapter email list, but not receive Room to Read emails?
Yes. Room to Read’s email list and each Room to Read Chapter’s email list are separate lists and are maintained on separate databases. Therefore, someone may opt out for Room to Read emails, but stay opted in for their Room to Read Chapter email. The reverse can happen as well. As the Chapter Leader or core committee member overseeing your Chapter and the Chapter email list, it is imperative that you keep track of your chapter emails and meticulously check who has opted in and out of emails. You may not email anyone who has opted out of emails. And for EU and UK chapters you can only email individuals who have specifically opted in. If anyone has opted out, please remove them from the mailing list.
I am an EU or UK Chapter Leader and sent out an email asking my Chapter members to either subscribe or opt-out of chapter emails. Now what do I do?
If a Chapter volunteer has opted-in to the Chapter emails, meaning they would like to continue to stay on your Chapter email list, then they are fine to continue to contact. Any Chapter volunteer that has opted out, or did not respond to the email, cannot be contacted. If a Chapter volunteer responds to a Chapter email wishing to be removed from the Chapter email list, you must delete that volunteer from the list. It’s important to note that once you have sent an opt-in/opt-out email to your Chapter members, you have 30 days to update that information on your Chapter mailing list. And always keep in mind you are not allowed to share details from your Chapter’s database for any reason.
What about the United Kingdom? Does GDPR apply to them?
Yes. If you operate inside the UK, you need to comply with the Data Protection Act 2018 (DPA 2018). The provisions of the EU GDPR have been incorporated directly into UK law as the UK GDPR.