Ensure compliance with clear consent management

Always request active consent for each purpose

When collecting consent, you must clearly explain how the data will be used. Consent must always be obtained in advance and given actively, ensuring the individual has a choice. Often, this involves a checkbox in a form. It’s essential to request consent for each specific purpose. For example, the right to store information in a membership database does not grant you permission to send newsletters. This requires separate and specific approval.

Ensure compliance with the law

To confirm that you are allowed to request the information you need, it’s important to familiarise yourself with the basic principles of data protection. This will give you a quick understanding of the key aspects of the GDPR and how it should be applied.

As a general rule, you should never ask for more information than is strictly necessary. If you’re unsure whether you’re requesting sensitive information, review what is classified as sensitive under data protection laws. For instance, if you need passport numbers or nationality for travel purposes, or allergy information to accommodate dietary requirements, this is permissible. Most situations only require basic details such as name, email address, phone number, and address to communicate and issue invoices.

Use registration forms with built-in consent options

Many organisers rely on CRM systems or Excel spreadsheets to manage consents. However, if you’re processing personal data for events, LetsReg can simplify the process. The system allows you to include multiple consent declarations, making it easy to collect and manage consents directly through your registration forms. By including consent options in all forms, you’ll maintain a comprehensive and up-to-date overview of permission for each participant across all your events, ensuring compliance with data protection laws while saving time.