COVID-19 data protection guidance for event planning

Sep 08, 2020

Xynics recently helped a valued client to take necessary steps to enter the new norm of post lockdown saving their business from failure due to the COVID-19 pandemic.

Traditionally their operating season runs from the beginning of March to the end of September every year, but this year the pandemic has meant they’ve been unable to run any events, causing a significant loss of revenue, and a loss of interest. They fear that if they were unable to run at least their annual “party”, a benefit that most members really look forward to, they would not be around for next year’s season.

Guidance from the government on running events is out there, and we can run events, providing we have the right controls in place to do so safely. One area of guidance that is hugely lacking however is in the collection of data, a necessary part of facilitating contact tracing should there be a case of COVID-19 within the attendees of such an event.

Too many businesses see Data Protection as an obstacle or unnecessary element of doing business, but it doesn’t have to be painful or stop you doing things. With extra data collected to comply with the rules around the pandemic, it's vital that sensitive data require extra protection under the GDPR.

Our client asked us to help them ensure that they could safely run an outdoor event by controlling numbers and facilitating contact tracing.

The slides below sets out to achieve Information Security and Data Protection best practice and guidance, and what we did for our client. We hope that it will help others to understand some of the obligations and how they can be met without compromising on the end result.

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