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How can you ensure grant recipients understand data privacy and security?

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If you are a grant administrator, you know how important it is to communicate clearly and effectively with your grant recipients. One of the key aspects of grant communication is ensuring that your recipients understand and comply with data privacy and security requirements. Data privacy and security are essential for protecting the confidentiality, integrity, and availability of sensitive information that may be collected, stored, or shared as part of the grant project. In this article, you will learn how to ensure grant recipients understand data privacy and security, and what steps you can take to monitor and support their compliance.

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Dee Butler

Head of Growth | Optimist | Visionary | Talks Grants Management | Leading Submit's partnerships, communications and…

1 Define data privacy and security

The first step to ensure grant recipients understand data privacy and security is to define what these terms mean and why they matter. Data privacy refers to the right of individuals to control how their personal information is collected, used, and disclosed. Data security refers to the measures taken to protect data from unauthorized access, modification, or destruction. Both data privacy and security are important for ethical, legal, and practical reasons. They help protect the rights and interests of the data subjects, prevent data breaches and cyberattacks, and maintain the trust and reputation of the grantor and the grantee.

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Dee Butler

Head of Growth | Optimist | Visionary | Talks Grants Management | Leading Submit's partnerships, communications and brand awareness.
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To ensure grant recipients understand data privacy and security, define these terms clearly, educate recipients on the importance of data protection, secure transmission and storage of sensitive data, restrict access to authorized personnel only, implement cybersecurity policies, provide training on data protection practices, and establish clear procedures for handling sensitive information in compliance with federal regulations.

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2 Explain the grant requirements

The second step to ensure grant recipients understand data privacy and security is to explain the specific requirements and expectations that apply to their grant project. Depending on the nature and scope of the project, the grant recipients may need to follow certain laws, regulations, standards, or policies related to data privacy and security. For example, they may need to comply with the General Data Protection Regulation (GDPR) if they collect or process personal data from the European Union, or with the Health Insurance Portability and Accountability Act (HIPAA) if they handle protected health information in the United States. They may also need to adhere to the grantor's own data privacy and security policies, such as using encryption, authentication, or backup systems. You should provide the grant recipients with clear and detailed guidance on what they need to do to meet the grant requirements, and how they will be evaluated and audited.

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3 Provide training and resources

The third step to ensure grant recipients understand data privacy and security is to provide them with adequate training and resources to help them implement and maintain the required measures. You should offer the grant recipients regular and relevant training sessions on data privacy and security best practices, such as how to collect, store, and share data securely, how to handle data requests or incidents, and how to respect the data subjects' rights and preferences. You should also provide them with useful resources, such as templates, checklists, tools, or manuals, that they can use to facilitate their data privacy and security compliance.

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Dannielle Sesay

Strategic Leader in Compliance & Financial Planning | Speaker & Expert on Risk Management and Organizational Development | Driving Operational Excellence & Innovation
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Webinars, while less interactive, are valuable for disseminating information quickly and effectively. During Q&A sessions, speakers can provide guidance on nuanced inquiries and share standardized approaches to data privacy and security compliance. Generally, promoting best practices is best achieved through regular engagement in working groups and training sessions. These avenues encourage active participation and knowledge sharing where colleagues can share insights, resources, and discuss the operational implications of new requirements. Facilitating collaborative meetings fosters a culture of continuous learning, keeping relevant stakeholders aware and educated on emerging practices and information.

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4 Establish communication channels

The fourth step to ensure grant recipients understand data privacy and security is to establish effective communication channels with them throughout the grant project. You should communicate with the grant recipients frequently and consistently, and use multiple modes and platforms, such as email, phone, video conference, or online portal. You should use these communication channels to update the grant recipients on any changes or developments related to data privacy and security, to answer their questions or concerns, to solicit their feedback or suggestions, and to remind them of their obligations and deadlines.

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5 Monitor and report on compliance

The fifth step to ensure grant recipients understand data privacy and security is to monitor and report on their compliance regularly and systematically. You should use various methods and tools to assess and verify the grant recipients' data privacy and security performance, such as surveys, audits, inspections, or analytics. You should also require the grant recipients to submit periodic reports on their data privacy and security activities, outcomes, and challenges. You should review and analyze these reports, and provide the grant recipients with constructive feedback, recognition, or recommendations.

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6 Address and resolve issues

The sixth and final step to ensure grant recipients understand data privacy and security is to address and resolve any issues that may arise during the grant project. You should be proactive and responsive in identifying and managing any data privacy and security risks, problems, or incidents that may affect the grant project, such as data breaches, complaints, or violations. You should work with the grant recipients to investigate and mitigate the issues, and to implement corrective and preventive actions. You should also document and report the issues, and learn from the lessons and experiences.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Artisha L.

Program Officer, Greater Toledo Community Foundation
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Some points to consider: 1. Does the data add to the narrative story? 2. Is the data necessary or noise? 3. Will the collection and distribution of this data cause harm to the population served? 4. How is the data communicated? 5. Who's in charge of how the data is reported? I've worked on all sides of this topic, collected data, analyze data and was the data. The people included in the data should approve of how the data is communicated and know when to exclude data that doesn't drive the narrative forward.

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How can you ensure grant recipients understand data privacy and security?

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3

4

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1 Define data privacy and security

2 Explain the grant requirements

3 Provide training and resources

4 Establish communication channels

5 Monitor and report on compliance

6 Address and resolve issues

7 Here’s what else to consider

Grant Administration

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How can you ensure grant recipients understand data privacy and security?

1

2

3

4

5

6

7

1 Define data privacy and security

2 Explain the grant requirements

3 Provide training and resources

4 Establish communication channels

5 Monitor and report on compliance

6 Address and resolve issues

7 Here’s what else to consider

Grant Administration

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