At a glance Individuals have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under the GDPR. You must provide individuals with information including: your purposes for processing their personal data, your retention periods for that personal data, and who it will be shared with. We call this ‘privacy information’. You must provide privacy information to individuals at the time you collect their personal data from them. If you obtain personal data from other sources, you must provide individuals with privacy information within a reasonable period of obtaining the data and no later than one month. There are a few circumstances when you do not need to provide people with privacy information, such as if an individual already has the information or if it would involve a disproportionate effort to provide it to them. The information you provide to people must be concise, transparent, intelligible, easily accessible, and it must use clear and plain language. It is often most effective to provide privacy information to people using a combination of different techniques including layering, dashboards, and just-in-time notices. User testing is a good way to get feedback on how effective the delivery of your privacy information is. You must regularly review, and where necessary, update your privacy information. You must bring any new uses of an individual’s personal data to their attention before you start the processing. Getting the right to be informed correct can help you to comply with other aspects of the GDPR and build trust with people, but getting it wrong can leave you open to fines and lead to reputational damage. What to ProvideWe provide individuals with all the following privacy information:The name and contact details of our organisation.The name and contact details of our representative (if applicable).The contact details of our data protection officer (if applicable).The purposes of the processing.The lawful basis for the processing.The legitimate interests for the processing (if applicable).The categories of personal data obtained (if the personal data is not obtained from the individual it relates to).The recipients or categories of recipients of the personal data.The details of transfers of the personal data to any third countries or international organisations (if applicable).The retention periods for the personal data.The rights available to individuals in respect of the processing.The right to withdraw consent (if applicable).The right to lodge a complaint with a supervisory authority.The source of the personal data (if the personal data is not obtained from the individual it relates to).The details of whether individuals are under a statutory or contractual obligation to provide the personal data (if applicable, and if the personal data is collected from the individual it relates to).The details of the existence of automated decision-making, including profiling (if applicable).When to provide itWe provide individuals with privacy information at the time we collect their personal data from them.If we obtain personal data from a source other than the individual it relates to, we provide them with privacy information:within a reasonable of period of obtaining the personal data and no later than one month;if we plan to communicate with the individual, at the latest, when the first communication takes place; orif we plan to disclose the data to someone else, at the latest, when the data is disclosed.How to provide itWe provide the information in a way that is:concise;transparent;intelligible;easily accessible; anduses clear and plain language.Changes to the informationWe regularly review and, where necessary, update our privacy information.If we plan to use personal data for a new purpose, we update our privacy information and communicate the changes to individuals before starting any new processing.Best practice – drafting the informationWe undertake an information audit to find out what personal data we hold and what we do with it.We put ourselves in the position of the people we’re collecting information about.We carry out user testing to evaluate how effective our privacy information is.Best practice – delivering the informationWhen providing our privacy information to individuals, we use a combination of appropriate techniques, such as:a layered approach;dashboards;just-in-time notices;icons; andmobile and smart device functionalities. Thank you for completing the Right to be Informed E-mail Name Phone Company
