Data security for event professionals: what you need to know

As event professionals, you encounter personal data daily. Whether it's the names and contact details of your attendees or the photos you take and share during events, it is crucial to secure this data properly. In this article, we discuss why data security is so important and how you can ensure compliance with the General Data Protection Regulation (GDPR).

What is personal data?

Personal data refers to any information that can say something about an individual. This ranges from names and addresses to photographs and IP addresses. It’s important to know what types of personal data you may collect and store during your events. Here are some common examples:

• Name and contact details: First and last name, email address, phone number.
• Address details: Home address, city, postcode.
• Date of birth: Age of the participants.
• Payment information: Bank details and credit card payment information.
• Photographs and videos: Images of participants during the event.
• Social media profiles: LinkedIn, Facebook, Twitter profiles.
• Registration information: Details provided by participants when signing up for the event.
• IP addresses: Online identification of participants.
• Medical information: Any relevant health information for special accommodations.

What is the GDPR and why should you know about it?

The General Data Protection Regulation (GDPR) is a European law that sets rules for handling personal data. Its aim is to protect individuals' privacy by ensuring their data is processed in a safe and transparent manner. For event professionals, this means you must handle the personal data you collect—such as names, contact information, and photographs—with care. Complying with the GDPR not only helps prevent legal issues but also strengthens your guests' trust in your organisation.

Practical steps to protect personal data during events

Protecting personal data begins with the basics. Here are some practical steps you can take to ensure your guests' privacy:

1. Use secure systems: Ensure that your registration and payment systems meet the latest security standards. Opt for systems that offer encryption and secure data storage.
2. Limit access: Make sure that only authorised staff have access to personal data. Use password protection and regularly check who has access to sensitive information.
3. Encrypt data: Encrypt all data you store and transmit. This prevents data from being intercepted or read by unauthorised individuals.
4. Implement backups: Regularly back up your data and store it in a secure location. This helps you recover data in case of an issue.

Or choose an event management software partner that prioritises data security! Need help? Consider your data security needs carefully and use the insights from this article to make the right choice.

How do you ask for consent to use photos and videos at events?

When you take photos or videos of your guests, it’s crucial to ask for their consent beforehand. This can be done in several ways.

1. Registration form: Add a section to your registration form where participants explicitly grant permission for their photos and videos to be taken and shared.
2. Terms and conditions: Ensure that consent is clearly stated in your privacy statement and that participants accept these terms when registering.
3. Opt-out option: Provide guests with the option to indicate that they do not wish to be photographed or filmed. Ensure this option is easily accessible.

The risks of unsecured data at events

Unsecured data can have serious consequences, not only for the individuals involved but also for your organization. Always handle sensitive information with care. Consider carefully what information you request from participants; some data may be irrelevant and not used effectively.

1. Reputational damage: A data breach can lead to a loss of trust among your guests and a tarnished reputation.
2. Legal consequences: Failing to comply with GDPR can result in hefty fines and legal actions.
3. Financial losses: In addition to fines, there may be costs associated with remedying a data breach and providing compensation to affected individuals.

The importance of staff training in data security

Effective data security training is essential for your team. By educating your employees on best practices and the latest trends in data protection, you ensure that everyone is aware of their role in safeguarding personal data.

1. Awareness: Ensure all employees understand why data security is important and what rules they must follow.
2. Practical training: organize regular training sessions on how to handle data safely and how to recognize potential threats.
3. Updates and refreshers: Keep your employees informed about the latest security updates and regularly refresh training to keep knowledge current.

Using technology for data security at events

Technology can play a significant role in data security. Using the right software and tools can help encrypt sensitive data and provide secure storage, greatly reducing the risk of data breaches.

1. Encryption: Use encryption to protect data from unauthorized access.
2. Secure cloud storage: Store data in secure cloud environments that comply with GDPR requirements.
3. Access control: Implement access control systems to ensure that only authorized personnel have access to sensitive information.

Data security and privacy: what do your participants expect?

Your guests expect their data to be handled securely. It is your responsibility to meet that expectation. Building trust is essential, and transparency about how you manage their data can play a crucial role in this.

1. Transparency: Be open about how you collect, store, and use data. Provide clear information in your privacy statement.
2. Privacy policy: Ensure that your privacy policy is up-to-date and accessible to your guests. Explain how you protect their data and how they can exercise their rights.
3. Trust: By being transparent and fulfilling your obligations, you build trust with your guests and enhance your reputation.

Preparing for data breaches: what you need to know

If a data breach occurs, follow these steps to manage the situation and minimise the impact. It is important to respond quickly and effectively to limit damage and keep your guests informed of developments.

1. Identify and contain: Determine what has been leaked and take steps to prevent further damage.
2. Report the breach: Report the data breach to the Information Commissioner’s Office within 72 hours and provide all necessary information.
3. Inform affected parties: If the breach poses a high risk, inform the affected individuals about the consequences and the measures they can take.

The importance of anonymised and pseudonymised Data for events

Using anonymised and pseudonymised data can help you better protect personal data. By applying these techniques, you can gain valuable insights without compromising your guests' privacy.

1. Anonymised data: This data has been completely stripped of identifiable information, making it impossible to trace back to an individual. It is not subject to GDPR.
2. Pseudonymised data: This data has been replaced with a code but can still be traced back to a person with additional information. It remains subject to GDPR but provides an extra layer of security.