Last updated: 25 September 2018 - clarified situation around Printers / Print Societies
If any personal data is stored on or shared with a Third Party organisation, then they must be approved by the party.
The current list of approved suppliers can be found at our Approved Suppliers List.
If there is software, services or a printer you want to use with personal data, they must be first included on the Approved Supplier List.
Where you are printing unaddressed leaflets, surveys, etc., then you do not need to get the printer approved. If you are addressing using labels that will be added by activists, then you do not need to get the printer approved.
However, any printing company you want to use to print addressed mailings and/or addressed leaflets must have been through the approval process below. This includes local party print societies that are VAT registered and/or limited companies. If your local party prints leaflets in its own right, i.e. not as a print society, the local party does NOT need to become an official supplier. The local party is covered to handle data under the Members Data Protection Rules.
Any software in which you record personal data, even if it is stored locally on your computer, must also be approved, to ensure that the data is kept secure.
To gain approval, first check that the supplier is not already on the Approved Suppliers List. If the supplier is not already approved, then email them and ask them to complete the Supplier Audit at https://digitallibdems.typeform.com/to/DuUet4 and copy in [email protected] in to your email.
If the supplier is a large company and you do not have a direct relationship with them, e.g., software you want to use from the internet or a large service provider, then please complete the Supplier Audit at https://digitallibdems.typeform.com/to/DuUet4 on their behalf and complete the information as best as you can.
The request will be reviewed and a Privacy Impact Assessment conducted. You will be notified of the decision in due course.
At the current time, you should expect the approval process to take 15-20 working days from the submission of the Supplier Audit.
Therefore if you are likely to need approval in the run up to an election campaign, e.g., for a new printer, you need to ensure that the request for approval is made well in advance.