What do I need to do before I share personal data online?

Data protection compliance is everyone’s responsibility and vitally important when sharing digital content online. From collecting personal data as part of an oral history project to sharing the names of participants in a community project — it all falls under UK Data Protection law. This 10-step guide by Dr Kit Good will explain what you need to know before you share personal data online.

What do I need to do before I share personal data online?

Step-by-step guide

Data Protection compliance is everyone’s responsibility and vitally important when sharing digital content online. From collecting personal data as part of an oral history project to sharing the names of participants in a community project — it all falls under UK Data Protection law.

This 10-part guide will explain what you need to know before you share personal data online to ensure you remain legally compliant.

Step-by-step guide as described in section Ten-step guide to what you need to know before sharing personal data online

Ten-step guide to what you need to know before sharing personal data online

Step 1: Know your data
Step 2: Have a good reason
Step 3: Keep it in scope
Step 4: Keep it relevant
Step 5: Make sure it’s accurate
Step 6: Take it down when you’re done
Step 7: Keep it safe
Step 8: Be accountable
Step 9: Tell people what you’re doing
Step 10: Let people find out more

 

Step 1

Step 1 of Ten-step guide to what you need to know before sharing personal data online as described in Step 1 Know your data section.

Step 1: Know your data

Can a living individual be identified from the data you’re sharing?

 

Step 2

Step 2 of Ten-step guide to what you need to know before sharing personal data online as described in Step 2 Have a good reason section.

Step 2: Have a good reason

Do you have the correct lawful basis?
If you’re using consent, ensure it’s valid.

 

Step 3

Step 3 of Ten-step guide to what you need to know before sharing personal data online as described in Step 3 Keep it in scope.

Step 3: Keep it in scope

Only use it for your stated purpose.

 

Step 4

Step 4 of Ten-step guide to what you need to know before sharing personal data online as described in Step 4 Keep it relevant.

Step 4: Keep it relevant

Only use the data that’s relevant – don’t overshare.

 

Step 5

Step 5 of Ten-step guide to what you need to know before sharing personal data online as described in Step 5 Make sure it's accurate

Step 5: Make sure it’s accurate

Double check what you’re posting and be ready to correct errors quickly.

 

Step 6

Step 6 of Ten-step guide to what you need to know before sharing personal data online as described in Step 6 Take it down when you're done

Step 6: Take it down when you’re done

Have a policy in place to review and remove old data shared online.

 

Step 7

Step 7 of Ten-step guide to what you need to know before sharing personal data online as described in Step 7 Keep it safe

Step 7: Keep it safe

Make sure your website, online platform and / or access to your social media accounts is secure.

 

Step 8

Step 8 of Ten-step guide to what you need to know before sharing personal data online as described in Step 8 Be accountable

Step 8: Be accountable

Ensure you’ve documented your policies, procedures and approach.

 

Step 9

Step 9 of Ten-step guide to what you need to know before sharing personal data online as described in Step 9 Tell people what you're doing

Step 9: Tell people what you’re doing

Make sure your privacy notice is clear about what you do with your data.

 

Step 10

Step 10 of Ten-step guide to what you need to know before sharing personal data online as described in Step 10 Let people find out more

Step 10: Let people find out more

Ensure individuals know their data protection rights and how to exercise them.

 



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Data protection checklist

This data protection checklist by Dr Kit Good will help your heritage organisation determine whether the content you are sharing online is data protection compliant.

 
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Is the content I’m sharing online data protection compliant?

Whatever the aims, if you are sharing personal data online, you need to comply with data protection laws. This guide by Dr Kit Good takes you through the key things you need to consider when sharing personal data online.

 

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Published: 2022


Creative Commons Licence Except where noted and excluding company and organisation logos this work is shared under a Creative Commons Attribution 4.0 (CC BY 4.0) Licence

Please attribute as: "What do I need to do before I share personal data online? (2022) by Dr Kit Good, Naomi Korn Associates supported by The Heritage Fund, licensed under CC BY 4.0




 
 


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