Refreshing/deleting personal data in line with GDPR

Rachel Clare

Hi, in preparation for GDPR, I am in the process of working out the least arduous way to audit our database in order to identify those who haven't engaged with our charity within a set amount of time - both in terms of opening a mass email from us or by making a donation.  Currently, I am having to go through every single delivery report for all mass emails (we send upwards of 10 mass emails a year, and i am looking at the past 3 years) and create a custom query of all those who opened the email.  I am then having to create many layered compound queries to add these all togehter into one query, and then take them off our mailing list/delete their data.  This a really long, painful and drawn out process that is eating into my very precious time (I am a department of one, looking after both fundraising and comms at my very small charity)  Are there any plans to implement a much simpler way to collate and audit the data on eTapestry to see who has consented to being contacted, who hasn't engaged with the organisaation within a set amount of time, and then how to mass delete/refresh data in order to fall in line with the incoming GDPR?


Aside from more facilites to record comms consent, I am unable to see how eTap are developing theior services/taxonomies in order to enable charities to meet the GPDR parameters - there's plenty of 'what to do in preparation' but nothing that has actual practical impact on the most impoartant part, the actual data processing. Pretty disappointing, since the answer tends to be having to pay huge amounts of money we don't have on upgrading to Raisers Edge...


Thanks

Rachel

Mike RayJones

Hi Rachel


I don't see a need to delete any constituent records. Our approach to this has been as follows:

1. Set up Consent fields in line with Blackbaud guidelines
2. Create a Keeping in Touch/Opt-Ins DIY Form and embed it on our websites
3. Mass Email all our constituents (other than those already opted out) to advise them that if they want to hear from us again, they need to visit our Keeping In Touch form and complete the new consent fields.
4. All future mass emails get filtered by a compound intersection query. That query includes only those constituents that have consented to receive Emails, and then excludes constituents if any of the following are set: Mass Email Opted-Out = Yes; or Mailing Status has any of the values “Deceased”, “No Communications” or “No Email”.

I'm pretty happy with this technique; and it sounds like a lot less work than you are doing! Maybe worth considering?


All the best

Mike.