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General Data Protection Regulation

On 25 May 2018 new legislation comes into place on the recording, usage and storage of data -   General Data Protection Regulation (GDPR)

All organisations (including charities/ 3rd sector organisations) are required to comply with this new legislation.


The first stage in ensuring compliance is for your organisation to carry out an audit on the information you hold.  This includes all information on contacts/ volunteers/ staff records, databases for distributing mail or newsletters, and any contact by post, email, text, telephone etc.

Key questions to ask are:

  • How do you record personal information? e.g. paper, spreadsheets
  • Why do need to keep that information? (i.e. what is your legal basis for processing the data?)
  • How long do you retain that information?
  • How did you get it?
  • Do you have permission for storing the data? Can you prove this?
  • Who do you share the information with and why?

Please see the Information Commissioner’s website for more information.

Please see the GDPR flyer which has details of the new  Information Commissioner’s Office helpline:  0303 123 1113

12 Steps to prepare for General Data Protection Regulations (GDPR)

The Information Commissioners Office (ICO) have also created an interesting step by step guide to help support organisations with the key issues they need to be addressing in their preparations for the GDPR, which will apply in the United Kingdom from 25 May 2018.

For more information, see here:


Information: how to keep it safe, how to share it and how to access it

Guidelines from the Shetland Data Sharing Partnership
Looking after information

Making sure that the public trusts us to look after information is vitally important.  Everyone who works in or for the public, private and third sector has a role to play.  This includes people working in primary, secondary and community care, administration and support staff, students, locum staff, voluntary staff and people working for companies providing services to the public.  Please use the link above to download our local guidelines.

Support for voluntary organisations on accessing information using Freedom of Information laws

The Scottish Information Commissioner has launched a new online resource to help voluntary organisations and campaigners to get the most out of Scotland’s freedom of information (FOI) laws. FOI provides individuals, including voluntary organisations, with a right to the information held by public authorities – from local councils to NHS Boards to the Scottish Government.

The new web resource provides simple step-by-step guidance on using FOI, along with a selection of video case studies featuring voluntary sector campaigners talking about how the FOI right has helped them in their work.

Launching the new web resource, Rosemary Agnew, the Scottish Information Commissioner (SIC) said:

“Everyone has the right to use FOI, and our new web pages aim to support voluntary organisations in knowing when and how it can benefit them. As well as the videos of user experiences, the website features commonly asked questions, hints and tips on making effective requests and details of forthcoming FOI workshops.

“We hope that information and examples available on the website will help requesters to better understand how FOI can benefit them.”

The new web resources can be accessed at www.itspublicknowledge.info/voluntarysector.

Data Sharing, Information Sharing and Data Protection: Children and Young People

Data Sharing

Data sharing can cause a lot of stress, especially if you are unsure what to share and how it can be shared. The Information Commissioners Officer (ICO) has designed a useful checklist. A step-by-step guide to systematic data sharing and one off requests can be viewed here:


Information Sharing: Children and Young People

The Children and Young People (Information Sharing) (Scotland) Bill was introduced to parliament on Monday 19 June 2017 and published on Tuesday 20 June. You can read the Bill along with relevant accompanying documents here:


To help support understanding and communication of the Bill there is a briefing document which highlights the main points on what has changed and what has not changed.

The project has engaged in the writing of a selection of briefing papers based on the learning from the project and on wider themes which the project has engaged with. The most recent of these is a snapshot paper about Education Reform and Educational Attainment. This paper considers the policy and funding response to closing the gap in attainment including the wider changes to the education system proposed by the Scottish Government. It also out-lines some of the concerns that have been expressed about the changes and some of the challenges and opportunities for third sector organisations. The paper can be read in full here:


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