Volunteer management is a rewarding but challenging task that involves collecting, storing, and sharing personal information from your volunteers. How can you ensure that you respect their privacy and comply with data protection laws and regulations? Here are some tips to help you protect data privacy when coordinating volunteers.
Depending on where you operate and who you serve, you may need to follow certain rules and standards for data protection, such as the General Data Protection Regulation (GDPR) in the European Union, or the California Consumer Privacy Act (CCPA) in the US. These laws require you to inform your volunteers about how you use their data, obtain their consent, and allow them to access, correct, or delete their data. You also need to report any data breaches and implement appropriate security measures. Make sure you understand your legal obligations and consult a lawyer if you have any doubts.
One of the best ways to protect data privacy is to use secure and reliable tools for volunteer coordination. These tools can help you collect, store, and share data in a safe and efficient way, without exposing it to unauthorized access, loss, or damage. For example, you can use online forms, surveys, or databases that encrypt data and comply with data protection laws. You can also use cloud-based services, such as Google Drive or Dropbox, that allow you to store and access data from anywhere, as long as you use strong passwords and enable two-factor authentication. Avoid using tools that are outdated, unsecure, or incompatible with your data protection policies.
Companies can make claims that their software and processes are secure but how can you tell? Look for certifications such as ISO27001.
Another way to protect data privacy is to limit the amount and type of data you collect and access from your volunteers. Only collect the data that is necessary and relevant for your volunteer program, such as name, contact details, availability, skills, preferences, or feedback. Avoid collecting sensitive data, such as health, financial, or political information, unless it is absolutely required and you have the consent of your volunteers. Also, limit the access to the data to only those who need it, such as your staff, partners, or funders. Do not share the data with anyone who does not have a legitimate reason or permission to access it.
Adopt data minimization policies around not collecting information until you actually need it and disposing of it once you know longer need it. Consider emergency contact information. You don't need to collect it until someone is onboarded and you don't need it once they retire.
Protecting data privacy is not only a technical issue, but also a human one. You need to train and educate your team on how to handle data responsibly and ethically. Provide them with clear and updated policies and procedures on data protection, and make sure they follow them. Teach them how to use the tools and systems you have in place, and how to avoid common risks and mistakes, such as phishing, malware, or password sharing. Encourage them to report any suspicious or unusual activity or incident, and to ask for help if they have any questions or concerns.
Finally, protecting data privacy is not a one-time effort, but a continuous process. You need to review and update your practices regularly, to ensure that they are effective and compliant with the changing laws and regulations. You also need to monitor and evaluate your data protection performance, and identify any gaps or areas for improvement. You can use tools such as audits, checklists, or surveys to assess your data protection practices, and seek feedback from your volunteers, staff, or partners. You can also look for best practices and examples from other organizations or experts in the field, and learn from their experiences and insights.