Running a charity is incredibly rewarding, but it comes with responsibilities, especially when it comes to data protection for charities. Handling personal information about donors, volunteers, and beneficiaries is not just good practice, it is a legal requirement. According to the UK Government’s Cyber Security Breaches Survey 2024, 34% of charities report being insured against cyber security risks, highlighting the increasing awareness of data protection within the sector (gov.uk).

Many charities, particularly smaller ones, find what is data protection and how GDPR applies to them confusing. The good news is that understanding the basics and taking practical steps can make compliance manageable. In this guide, we will explain the essentials, provide actionable advice, and help you ensure your charity handles data safely and responsibly.

What is GDPR and Why It Matters for Charities

GDPR, or General Data Protection Regulation, is a law designed to give people more control over their personal data. For charities, this means every piece of personal information you collect, from donor details to volunteer records, must be handled with care and transparency. GDPR is not just bureaucracy; it protects people’s privacy, builds trust, and ensures your charity can operate safely without risking fines or reputational damage. Even small charities need to follow these rules. By treating personal data responsibly, you comply with the law and show donors and beneficiaries that you take their privacy seriously, which strengthens relationships and support.

Understanding the Seven Principles of Data Protection

When it comes to data protection for charities, the seven GDPR principles are your guide. They are not complicated, but they direct every decision about how you handle personal data. Lawfulness, fairness, and transparency mean you need to be clear about why you are collecting data and how you will use it. Purpose limitation ensures that data is only used for the reasons it was collected. Data minimisation is about collecting only what you need, and accuracy requires keeping records correct and up to date. Storage limitation reminds you not to keep information longer than necessary. Integrity and confidentiality are about protecting the data from unauthorised access. Finally, accountability means your charity should be able to show that all of these principles are followed. Understanding and applying these principles makes GDPR a practical framework for responsible operations.

People’s Rights Under GDPR

Part of data protection for charities involves respecting the rights of the people whose data you hold. Individuals have several rights under GDPR, and your charity must make it easy for them to exercise these rights. They can request access to their personal information, ask for inaccuracies to be corrected, or request that their data be deleted. They may also wish to restrict how their data is processed, object to certain uses, or request that their data be transferred to another organisation. By respecting these rights and making the process straightforward, your charity not only stays compliant but also demonstrates transparency and trustworthiness, which is particularly important when engaging with donors and beneficiaries.

Roles and Responsibilities in Charities

Understanding what is data protection also involves knowing who in your charity is responsible for handling data. The charity itself is usually the data controller, meaning it decides how personal information is used. If your charity works with external services, those companies are data processors, handling data on your charity’s behalf but not making decisions about how it is used. Many charities also benefit from having a Data Protection Officer (DPO), a person responsible for ensuring GDPR compliance. This is especially useful for larger charities or those processing sensitive information regularly. Knowing who is accountable for data at each stage makes compliance clear and manageable.

Assessing Your Charity’s GDPR Impact

A key step in data protection for charities is assessing how GDPR affects your operations. Start by mapping all the personal data you collect and where it comes from, whether it is donation forms, volunteer applications, or service user records. Identify areas where data might be at higher risk, such as online databases or cloud storage platforms, and consider whether a formal Data Protection Impact Assessment (DPIA) is necessary. Taking these steps helps you understand your charity’s processes, highlight risks, and put protections in place before problems arise.

Mandatory Documents for GDPR Compliance

Even small charities need to maintain certain documents to demonstrate compliance. These include a clear data protection policy that outlines how your charity handles personal data, privacy notices that explain to individuals why their data is collected, and records of processing activities. Consent forms are essential when you rely on permission to collect information, and a breach response plan ensures you are prepared if something goes wrong. Maintaining these documents provides structure and demonstrates accountability, making GDPR compliance more manageable.

Protecting Personal Data in Practice

Practical data protection goes beyond paperwork. Security measures such as password protection, encryption, and secure storage of sensitive data help prevent unauthorised access. Training your staff and volunteers ensures everyone understands how to handle personal information correctly. Incorporating privacy by design into your processes, meaning you consider data protection at every stage, makes compliance part of your charity’s everyday operations rather than a separate task. Consistent actions like these protect both your charity and the people it serves.

Special Considerations for Charities

Charities often handle particularly sensitive data. Health details of beneficiaries, information about children or vulnerable groups, and staff or volunteer records require extra care. Fundraising data must also be managed carefully to avoid misuse or privacy complaints. By recognising these unique challenges, your charity can implement measures to ensure data protection for charities is thorough and effective, safeguarding everyone involved while keeping GDPR compliance straightforward.

Planning and Maintaining Compliance

GDPR is an ongoing responsibility. Regularly review and update your data protection policies, keep Charity Commission records accurate, and implement practical tools to simplify compliance. For many charities, working with experts such as Arc Data Protection can provide guidance, save time, and ensure that best practices are followed. Compliance becomes easier when it is treated as an integral part of your charity’s operations rather than a one-off task.

Consequences of Non-Compliance

Failing to comply with GDPR can have serious consequences for charities. In the UK, organisations can face fines of up to £17.5 million or 4% of annual global turnover, whichever is higher, depending on the severity of the breach. Beyond financial penalties, non-compliance can lead to reputational damage, operational disruption, and loss of trust from donors, volunteers, and beneficiaries. Prioritising data protection for charities is not just about avoiding fines; it is about safeguarding the personal information of the people who rely on your charity and maintaining your organisation’s long-term credibility.

GDPR for Charities

In conclusion, understanding GDPR for charities is essential for protecting personal data, building trust, and ensuring your charity operates safely. We have covered what GDPR is, why it matters, the seven key principles of data protection, the rights of individuals, and the responsibilities of your charity. We have also discussed practical steps, including assessing your charity’s data, maintaining mandatory documents, and implementing security measures, to make compliance manageable and effective.

By taking these steps, your charity can confidently handle personal data, avoid penalties, and maintain the trust of donors, volunteers, and beneficiaries. To simplify the process and ensure ongoing compliance, consider partnering with experts like Arc Data Protection, who can guide your charity through GDPR requirements and help safeguard your organisation’s future.