You will need to be clear with individuals about how you are using personal data and will also need a "lawful basis" to process that data. The most recent example is that of former Secretary of State Hillary Clinton, who used a personal email account for official government work.. Business owners should consider a rule prohibiting employees using personal email for work for the following reasons: ... Data protection and GDPR. Final Word. Your business address book is in scope for GDPR; You need to tread carefully on the purposes you use the address book for Fact: Men are more likely to use personal email for work communication, logging into their accounts, and to forward work-related emails. However, even if this exemption holds, named corporate B2B data is still personal data, and would therefore have to be processed in line with the GDPR. Your web hosting company will be able to do this for you, but there will most likely be a charge. This can cause serious issues for business owners. If these reasons aren’t enough to stop you from using your personal email for business, consider your work-life balance. Most organisations use personal data in their daily operations. Work-sanctioned instant messaging proves a tricky middle-ground between private and personal communications. In summary. Get your Councillors to set up dedicated council email accounts using a free online email such as hotmail. Email personalization tools like Mailshake can help. If you work in a large global organisation the IT department may argue they should be able to dip into everyones address books to grab any data to meet a GDPR access request. I don’t think GDPR will actually stop advertising-driven personal data processing. In essence, if your purposes change over time or you want to use data for a new purpose which you did not originally anticipate, you can only go ahead if: the new purpose is compatible with the original purpose; you get the individual’s specific consent for the new purpose; or As a side note – Mac Hasley writes at Convert that, “The generic info@company, sales@company, marketing@company email addresses, aren’t personal data.” Since GDPR applies to individuals, generic email addresses such as these may not be affected. We know, we know – if you never see those four letters again it will be too soon. The GDPR covers the processing of personal data in two ways: personal data processed wholly or partly by automated means (that is, information in electronic form); and; personal data processed in a non-automated manner which forms part of, or is intended to form part of, a ‘filing system’ (that is, manual information in a filing system). Just look forward to clicking “I agree” to lots of terms and conditions you won’t even bother to read. Transparency, fairness, and lawfulness in the handling and use of personal data. The short answer is, yes it is personal data. When a Councillor leaves the council, they can simply delete the account and all the content. GDPR Compliance. 1. Despite this, over 500m people are using WhatsApp for work purposes. The GDPR does not ban this altogether, but there are restrictions. Here are ten reasons why WhatsApp is failing to meet the needs of purely professional instant messaging. Even if employees primarily use the app for work, communication will almost certainly spill over into personal conversation at times – just as inevitably happens in face-to-face communications. Most work email address state your name, as well as the place that you work, clearly identifying you and, therefore, qualify as personal data. Set up POP or IMAP accounts for your Councillors. 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