Your clients rely on board administrators to create policies that keep their data safe. Strong links must exist between organisational policies and secure data storage. The European Union introduced the General Data Protection Regulation (GDPR) to ensure that corporations, not-for-profits, and local communities meet strict standards for protecting personal information.
Not-for-profits may encounter GDPR through charity governance training, while others may face the concept for the first time. Either way, organisations hold responsibility for ensuring compliance. Managing every detail can feel overwhelming, but a GDPR checklist provides a practical way to stay on track.
What is GDPR Compliance?
Employees of not-for-profits may already understand the Charity Governance Code, but all organisations must also understand GDPR. The General Data Protection Regulation is a set of laws created by the European Union (EU) to safeguard the personal data of individuals in the EU and the European Economic Area (EEA). These laws give individuals greater control over their information. Any organisation worldwide that collects data from EU or EEA citizens must comply.
An organisation achieves GDPR compliance when it follows the regulation’s requirements for collecting, processing, and securing personal information. Every company must meet these standards. Failure to comply risks not only heavy penalties but also the erosion of public trust.
The comprehensive blueprint for selecting a results-driven board management vendor.
GDPR Checklist
The following can ensure your organisation remains compliant with GDPR when performing data processing activities.
1. Governance & Oversight
- GDPR compliance is recognised as a board-level responsibility.
- The board appoints (where required) a Data Protection Officer (DPO).
- Regular GDPR and privacy updates are included in the board agenda.
- Adequate resources and budget are allocated for data protection.
2. Risk Management & Strategy
- Data protection is embedded in the organisation’s risk management framework.
- The board receives regular reports on data protection risks, breaches, etc.
- Major strategic decisions consider data protection impacts.
- Cybersecurity and GDPR compliance are linked and aligned in oversight discussions.
3. Policies & Controls
- The organisation has up-to-date data protection and privacy policies.
- Policies on data retention, security, and breach response are board-reviewed.
- Clear processes exist for third-party contracts.
4. Data Subject Rights
- Processes exist for individuals to exercise GDPR rights.
- The board receives reports on data subject rights.
5. Training & Culture
- Board members have received GDPR awareness training.
- Employees are trained regularly on data protection and privacy awareness.
- The organisation promotes a “privacy by design” culture.
6. Breach Preparedness
- An incident response plan is in place and has been tested.
- The organisation can meet the 72-hour reporting requirement for regulators.
- The board is briefed on breach reporting procedures and escalation paths.
7. Monitoring & Review
- Regular internal audits or reviews of GDPR compliance are carried out.
- GDPR compliance is included in the annual board assurance statement.
Introducing OnBoard AI
Not-for-profits may already use charity governance software, but every organisation benefits from AI board meeting software. OnBoard AI delivers a suite of intelligent features that streamline board tasks and improve efficiency.
From building agendas to automating data collection, OnBoard AI handles time-consuming responsibilities with ease. It generates searchable transcripts, enabling board members to quickly locate key discussions and decisions. By automating manual work and transcribing meeting notes, the software saves valuable time and reduces administrative burden.
OnBoard Powers Modern Boards
Whether managing charity fundraising or social media marketing, organisations collect large volumes of personal data from clients. Boards carry the responsibility of protecting this information. The GDPR sets strict requirements for data protection across the EU and for any entity handling data from EU citizens.
OnBoard and OnBoard AI form a comprehensive suite of tools designed to make board responsibilities easier and more secure. The platform protects sensitive data, simplifies document searches, records meetings, and generates accurate minutes. With OnBoard, your board gains a reliable partner that strengthens governance and safeguards information.
OnBoard features that strengthen GDPR compliance and data protection include:
- Enterprise-Grade Encryption: Protects sensitive board and personal data at rest and in transit, ensuring compliance with GDPR security requirements.
- Granular Access Controls: Assigns permissions by role, so only authorised users can view, edit, or share confidential information.
- Audit Trails and Activity Logs: Tracks every action taken within the platform, providing the accountability and transparency regulators expect.
- Secure Document Sharing: Distributes agendas, minutes, and compliance reports in a protected environment, reducing the risk of data leaks.
- Automated Compliance Support: Flags potential risks, helps boards stay on top of regulatory obligations, and streamlines policy reviews.
Request your free trial today and see how OnBoard can transform your board’s work.
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About The Author
- Darren McCullagh is Marketing Operations Manager at OnBoard and an experienced B2B SaaS marketer with over eight years in international demand generation, marketing operations, and campaign execution. He specialises in developing and scaling multi-channel programmes across EMEA and APAC, bridging sales and marketing, and enhancing campaign performance. Darren lives in the North West of Ireland.
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