Liberal Democrats

G Suite guidance for local parties

G Suite (Enterprise Essentials, Enterprise or Business edition only), is now an approved supplier, this means you can now process personal data using these specific editions of G Suite. 

Note: The editions approved for use are the paid-for editions, as the Basic edition does not allow you to limit the storage of personal data to within Europe. Google has made G Suite Enterprise Essentials free to use until 30 September 2020. 

You can sign up for the Enterprise Essentials extended free trial here:

  See the offer

You can find pricing plans for the Enterprise and Business editions here:

  See the pricing plans

If you opt to use GSuite you can only use the Enterprise Essentials, Enterprise or Business editions.

If your party chooses to use G Suite, you must adhere to the following guidelines:

What can I use G Suite for?

You can use G Suite for your everyday local party tasks including managing emails, team collaboration, online meetings and data storage. However, as always it is important that you only download and store personal data outside of the Lib Dems systems if it is necessary. If it is necessary, you should follow the mantra Download – Use – Delete; that is, download the data you need, use it and then delete it as soon as you no longer need it.   

Note: You cannot use GSuite to send bulk emails. Bulk emails should be sent via Nationbuilder, Prater Raines or Mailchimp.

Which G Suite Apps can I use?

You can use all the apps that come as standard with G Suite. You cannot use third-party apps from the Playstore to process Lib Dems data unless they are already approved suppliers. You can see the list of approved suppliers here: www.libdems.org.uk/data-sharing.

Setting up accounts for multiple users

When setting up multiple accounts it is best practice to use a role-based system e.g. Chair@ DataOfficer@. This will help you with the continuity of your local party’s affairs when a role holder changes. 

Security

2- step verification gives your account an added layer of security. You should enforce 2-step verification for all of your users. Full details on how to do this can be found here:

  Read the details

International Data Transfers

The administrator of your account must set the geographic location for the storage of your data to Europe. 

Instructions on how to do this are below:

Data Subject Rights Requests

It is essential that your local party has a clear understanding of the amount and the nature of the personal data you are storing on G Suite and stores the personal data in a way that will make it easily searchable. This will make it easier for you to carry out searches on the data you hold if you are required to assist the Federal party with a data subject rights request e.g. a subject access request or a right to be forgotten request. 

If you have any queries about using  G Suite please contact data.protection@libdems.org.uk. 

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