All You Need to Know About GDPR in Events

Ensuring GDPR compliance is crucial when organising events, particularly for NGOs. It’s not only about avoiding fines but also about building trust with your attendees. If your organisation collects personal data, such as names, emails, or phone numbers, GDPR applies, even if your event takes place outside the EU.

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What is GDPR and Why Does It Matter?

The General Data Protection Regulation (GDPR) protects the privacy of EU citizens by giving them control over their data. For event planners, this means:

Clarity on data usage: Be transparent about what data you’re collecting and why.
Explicit consent: Obtain clear, affirmative consent before storing or sharing attendee data.

GDPR compliance is not just about legality—it shows respect for your attendees’ privacy and boosts their confidence in your organisation.

You can find detailed information on GDPR here.

Collecting and Using Data Responsibly

When registering attendees, gather only the information that is essential. For example, avoid asking for personal details like dates of birth unless necessary. If you plan to use attendee data for future marketing or share it with sponsors, ensure you obtain explicit consent. Make your consent forms straightforward, using opt-in checkboxes that attendees must actively select. For practical advice on managing event data, visit Eventbrite’s GDPR guide.

Transparency and Consent

Transparency is vital. Attendees should understand how their data will be used and who it might be shared with. Include a clear privacy policy on your event registration page. Additionally, attendees have the right to request access to their data or ask for its deletion. Ensure your systems are ready to manage these requests efficiently. For more information, refer to the European Data Protection Board (EDPB).

Protecting Data and Handling Breaches

To protect the data you collect, use GDPR-compliant platforms like Stova, which include features such as encrypted storage and consent management. It’s also essential to train your team on GDPR basics, especially if they handle data during registrations or check-ins.

Despite your best efforts, data breaches can still occur. If this happens, you must notify the relevant authorities as soon as possible. Having a response plan in place ensures you can act quickly to inform affected attendees and take corrective measures. For support, check the GDPR breach guidelines.

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Conclusion

Compliance is about respecting your attendees’ privacy. Managing their data responsibly fosters trust and creates a positive experience. This is invaluable for NGOs aiming to nurture long-term relationships. For practical resources, see the GDPR compliance checklist.

For support in making your events GDPR-compliant, reach out to haca.studio for tailored guidance.

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