SFA E-zine – The Tuesday Edition
 

Dear Member, 

 

Welcome to this week's edition of our SFA e-zine. 

 

Yesterday the SFA team along with our awards partners and the awards judges met with An Taoiseach for the launch of the SFA National Small Business Awards 2019.

 

The Awards are now open, you can apply yourself or you can nominate a small business that you believe will win Irelands next ‘Best Small Business’. The SFA Awards are open to all small businesses whether you are a member or non-member.  Check out what category suits your business best.

 

In this week's newsletter we have a detailed step by step process to help you manage a data access request under GDPR.  It is a must read for all business owners. 

 

Our Employment Law conference is going on the road again! We will be in Cork on the 26 September and in Dublin on the 10 October.  Keep an eye out for our weekly emails that gives you an insight into the content that will be covered.  This is a great conference to attend as it will not only cover legislative updates, it will also provide you with real life examples to learn from.

 

Enterprise Ireland have a new and interactive online tool that helps potential exporters assess their export-readiness. Take the time to check out your scorecard.

 

As part of SFA Affinity, each week we are highlighting some of the amazing offers available to members.  This week we have a new great offer from Precision Healthcare, offering you 15 % off all corporate wellness and health screening programmes.

 

As always, we’d love to hear from you about any queries you may have, issues you wish to have raised with Government or other stakeholders and your ideas on how we can improve the business environment for us all. Please contact me on tel: 01 605 1602 or e-mail: sven@sfa.ie or tweet: @SFA_Irl or visit: www.sfa.ie.

 

Kind regards, 

Sven Spollen-Behrens

SFA Director

 

 


NEWS
Guide to managing data access requests under GDPR
 

Worried about what you should do if you receive a data access request? Read on to learn what has changed since GDPR came into force and our guide on managing data access requests…


Since GDPR came into force on 25 May, the following changes took place in relation to data access requests:

 

1)The fee for data access requests no longer applies.


2)Businesses must respond to data access requests within one month. The request may be extended for up to two additional months if it is complex and excessive. It is essential to keep the data subject informed of any extended timeframes to their request.


3)If the data access request has been made electronically, e.g.: email or web form, then the response must be sent electronically unless the data subject requests otherwise.


4)Businesses may charge a reasonable fee for administrative costs if the request is found to be excessive.


5)Businesses may have some grounds to refuse a data access request if it is “unfounded or excessive”. Your business will need to have a clear policy that details the grounds and procedures for refusing this type of data access request.

 

SFA guide to managing data access requests

 

1.Educate your staff

 

It is essential that all your staff know what a data access request looks, how it can be received in your business and the name of the people who are responsible for dealing with data access requests.

Ideally your business should have a dedicated email, address or web form whereby individuals can send in their data access requests. If your business does not have this in place consider setting up a dedicated email for data access requests.

 

Be aware that data access requests can come via the following channels:


•E-mail
•Web forms
•Social media such as twitter direct messages, Facebook messenger or LinkedIn
•Letter
•Over the phone or in person
•Via a solicitor who is representing the data subject

 

Ensure that all staff are aware of how data access requests can come in to your business and most importantly ensure that they immediately forward it to the person responsible for managing data access requests or someone else in their absence.

 

2.Ensure the data access request is valid and verify identify of data subject

 

It is recommended that businesses verify the identity of the data subject. This could be a request for ID or other means to verify the identity of the data subject.


If the data access request has come from a solicitor, it is essential they send you proof that their client has consented to them receiving their personal data. If this has not been received do not send over any personal data until you receive documented proof that the data subject has agreed to this.

 

3.Acknowledge receipt of the data access request

 

Let the data subject know that you have received their data access request and who they can contact should they have any further questions. If you have a data access request policy you can send the individual a copy of it. You could also ask the individual if they are looking for a specific piece of personal data, however, they may decide they want all of their personal data and this must be complied with.

 

4.Gather all the personal data

 

Collect all the personal data that is relevant to the data access request. If you have mapped out where personal data comes in from and where it is held, it is much easier to gather all this personal data when a request comes in.

 

It is important to know that “Personal data” is any information that is related to an identified or identifiable living individual. This personal data, which is either in electronic or hard copy format, is most likely held in various parts of your business such as:


•Employee HR files
•Accounting systems
•Documents where the data subject is identified/referenced
•Emails/letters/messages where the data subject is identified/referenced
•CCTV images/recordings
•Call recordings where the data subject is identified/referenced
•Biometric data
•CRM systems
•Newsletter systems
•Marketing tools and other digital tools including web forms
•Third party providers

 

5.Consider if any exemptions may apply to the data access request

 

There are limited circumstances in which personal data can be withheld, these exemptions include:


•In contemplation of or for the establishment, exercise or defence of a legal claim, prospective legal claim, legal proceedings or prospective legal proceedings either before a court, statutory tribunal, statutory body or an administrative or out-of-court procedure
•For the enforcement of civil law claims, including matters relating to any liability in respect of damages, compensation or other liabilities or debts
•For the purpose of estimating the amount of liability on foot of claim for damages or compensation, if access would prejudice the data controller’s commercial interests
•To safeguard cabinet confidentiality, parliamentary privilege, national security, defence and the international relations of the State
•For the prevention, detection, investigation and prosecution of criminal offences and the execution of criminal penalties
•For the administration of tax, duty or other money due to the State or a local authority in any case where access would be likely to prejudice such administration
•Where the personal data consists of an expression of opinion which was given in confidence or on the understanding it would be treated as confidential. NB: A high threshold of confidentiality is required to apply this exemption and business owners are not normally able to rely on this exemption
•Where the personal data is kept by the Data Protection Commission, the Information Commission or the Comptroller or Auditor General for the performance of their functions
•Where processing of data is for archiving, scientific, historic or statistical purposes in the public interest and restrictions are necessary to the extent that exercise of the right of access would seriously impair the achievement of those purposes.

 

6.Ensure all personal data relating to other persons is redacted

 

You will need to ensure that the personal data relating to the data subject is separated from the personal information of others. You will need to redact (block or blacken out) all information that has personal data that is not related to the data subject and which identifies others. This is a particularly tricky issue for e-mails and CCTV footage.

 

It might be useful as a practice going forward to start a new e-mail if an individual is named in the e-mail and store personally identifiable emails into a central location.

 

7.Have the collected personal data reviewed before sending it to the data subject

 

Once all relevant information has been collected, it should be reviewed by a legal advisor or
whoever is responsible for GDPR in your business.

 

8.Issue a letter to the individual and include the mandatory information

 

When issuing the response letter to the data subject ensure the following mandatory information is included:


•The purposes of the processing
•The categories of personal data involved
•To whom the personal data has been or will be disclosed
•Whether the data will be or has been transferred outside of the EEA
•The period that the data will be stored, or the criteria to be used to determine retention periods
•The right to make a complaint to the Data Protection Commission
•The right to request rectification or deletion of the personal data
•The right to restrict or object to the processing of the personal data

 

In addition, you will need to include the following if it applies:


•Where the personal data has not been collected from the data subject, information as to its source
•Whether the data has been subject to automated decision making together along with information regarding that processing

 

A copy of this guideline is up on the SFA website and if you would like more information on GDPR or to discuss your requirements further please contact Helen at SFA on 01 605 1668 or at helen.quinn@sfa.ie or visit our GDPR section on http://www.sfa.ie/advice

SFA Employment Law Conference comes to Cork and Dublin
 

Do you want to find a better way of managing common HR issues?


Do you want to find a better way of managing the following HR issues?

  • Absenteeism
  • Poor performers and trick probation issues
  • Understanding the correct procedure for disciplinary issues?

Or would you like to know more about how to deal with:

  • Managing workplace stress
  • What to do in the case of extreme weather
  • Understanding the changes in retirement age and managing requests for longer working

If the answer is yes book your place at the SFA Employment Law Conference today and receive on the ground practical advice that includes recent case law examples to help you manage the employee life-cycle.

 

Book now to avail of the SFA price of only €190 for this all-day event.

 

What you need to know for the Cork Employment Law Conference

 

Date:               26 September 2018

Time:               09:00 -16:00

Venue:             Rochestown Park Hotel, Douglas, Co Cork

How to book:   www.sfa.ie/0/empconfcork

 

What you need to know for the Dublin Employment Law Conference

 

Date:               10 October 2018

Time:               09:00 -16:00

Venue:             Herbert Park Hotel, Ballsbridge, Dublin 4

How to book:   www.sfa.ie/0/empconfdub

New Enterprise Ireland “Prepare to Export Scorecard” for companies with global ambition
 

A new and interactive online tool helps potential exporters assess their export-readiness.


A new Prepare to Export Scorecard has been developed by Enterprise Ireland to help Irish entrepreneurs and business owners with global ambition to self-assess how prepared they are to start exporting. The interactive online facility is a free, easy-to-use tool which acts as a starting point for companies interested in exporting and reaching overseas markets.

 

The Prepare to Export Scorecard analyses answers submitted to a range of questions and generates an immediate report. The on-the-spot assessment focuses on the company’s level of export-readiness across six key business pillars: business planning, people management, operations, sales and marketing, innovation, and finance. Users can opt to submit their report and request to be personally contacted by the Enterprise Ireland exporter development team.

 

By focusing on key aspects of business, the Prepare to Export Scorecard helps emerging and potential exporters to consider where to start as well as defining the practical steps that can be taken to plan and begin their export journey. The tool also includes a peer learning element allowing users to access video case studies in which fellow SME teams share their learnings from planning and implementing their export strategies.

 

Enterprise Ireland is focused on supporting new and emerging exporters to expand their global reach and diversify into new markets. With the prospect of Brexit and the associated challenges and opportunities, EI are working to help existing companies to commence exporting and to achieve their global ambition. The new Prepare to Export Scorecard is a useful starting point for SMEs looking to assess their export preparedness for expansion into new overseas markets.

 

Find out more about the Prepare to Export Scorecard here. Further details on Enterprise Ireland’s supports for exporters can be found at www.globalambition.ie

Small Business Advice - online, practical advice free of charge
 

A nationwide advisory service supporting small business in Ireland by linking them with business people who can give practical advice free of charge.


Your business will be paired with the right advisor for your needs. The advisor contributes independent, informed observations and advice to aid business decision making, for example in the areas of marketing and PR, business planning, finance, HR management and IT or for a general review of your business.

 

Why?

 

The Small Business Advice programme is an effort to harness the willingness and enthusiasm of successful business people who want to support the many small businesses that are looking for advice. This project is about connecting up advisors who have good advice to give and small business that could do with a helping hand.

 

How?

 

You can apply by filling out a brief online application form on www.smallbusinessadvice.ie. The application form seeks information on you, your business, your challenges/opportunities and the advice you are looking for.

The Small Business Advice team will work with you to match you with an advisor. You will be introduced to your advisor by email and the advisor will then contact you to arrange to talk – whether in person, by phone or VC/Skype.

 

Tips

 

If you are interested in applying, don’t forget:

 

Small Business Advice is primarily for companies with less than 10 employees, although some exceptions can be made.

The programme is open to new and existing businesses.

 

Small Business Advice is not a detailed business mentoring service involving many hours of work, nor is it a free management consultancy service. The service provided is a straight talking, supportive, practical advice meeting.

 

The advice is provided free of charge by voluntary advisors.

 

More information is available at www.smallbusinessadvice.ie

SFA Affinity Scheme spotlight on..........
 

15 % off all corporate wellness and health screening programmes

Corporate wellness is paramount to performance and retention of employees. Get your wellness programme kick started with us today.



Precision Healthcare will offer a 15% discount to all SFA Affinity members on all corporate
wellness and health screening programmes.

Screening for preventable health conditions (such as diabetes, cardiovascular disease) has
become an increasingly popular way for companies to contribute to a health benefits
package for their employees. Selecting and delivering the right screening programme for
your particular workforce requires expert medical advice and skilled nursing practitioners.
Detecting and treating health conditions early provides measurable cost-savings in terms of
absenteeism, insurance costs and workforce productivity.

Precision Healthcare Ltd is a Healthcare company specialising in
corporate wellness and health screening. The company was set up in 2014 and has grown to
work with clients from around the country.

Precision Healthcare deliver state-of-the-art health screening, on-site, with minimal
disruption to the work schedule. Our screening nurses are well-trained and experienced.
Employees receive a quick, (relatively) painless experience and go back to work with positive
feedback for their colleagues, encouraging more to take part.

Each employee receives a detailed report with individualised advice from our medical team regarding their abnormal test results and how to manage them. The report is delivered in the strictest confidence.

The company receives an anonymised, aggregate report of the result from the particular
screening programme and advice on what workplace Wellness initiatives may prove
beneficial to the employee, given results. These initiatives will inform and link in with the
company’s overall health strategy.

 

For details on this great offer and how to avail please click here

EVENTS
Employee Assistance Programme, supporting you
 
  • 17 September, 10:30am, Webinar

Who should attend this webinar:

All managers, supervisors and business owners.

This webinar will outline the supports and services that are on offer within this EAP programme for both management and staff.  Focusing on the risk points, the dynamics of wellbeing and stress and the imperative of early effective intervention strategies.

We will present the kinds of resources that can support staff wellbeing in your business. We will look at where your Duty of Care obligations begin and end while still effectively managing issues like absenteeism, bullyingand stress amongst others.

It will address that difficult space between managing performance and managing wellbeing issues, a space that can be very challenging and stressful for management.

Managing the personal problems of their staff is reported as the most stressful aspect of work for managers.

We have 30 years of experience providing EAP’s and that gives us the confidence and competence to bring you through some of the more common issues and concerns.

Having a structured pro-active response mechanism in place that is protective of all staff and investment and backed up by top quality clinical care is core to the EAP model of workplace wellbeing that IrelandEAP offer.

To book this free webinar please click the following linkhttps://attendee.gotowebinar.com/register/7557979550734821635

 

SFA Employment Law Conference Cork
 
  • 26 September 2018,  Rochestown Park Hotel

Event details

SFA Employment Law Conference Cork- 26 September 2018

Date: 26th September 2018
Time: 09:00 - 16:00
Duration: 1 Day
Venue: Rochestown Park Hotel
Address: Rochestown Rd,
Douglas,
Co. Cork

Welcome address and WRC update

  • A year on – what impact has it had
  • Key changes
  • Challenges

Contracts

  • Best practice
  • Future of casual contracts & proposed banded hours
  • Legislation and contracts for service / gig economy

Probation and performance

  • The importance of managing the performance of new employees
  • Holding regular review meetings
  • Case law

All about absence

  • Why measurement is important
  • Positive reinforcement
  • Job solutions
  • The cost of absence to the employer
  • The role of the line manager
  • Mental illness and absence
  • Returning to work after a period of absence
  • Understand the current laws and case law in the area of absence management

5,4,3,2,1 – Top issues for 2018: Using case law and legal developments for

  • A case study on a sexual harassment issue
  • GDPR and the human element – a case of a rogue employee
  • The do’s and don’ts of managing workplace stress
  • Intoxicants in the workplace - a tale of two cases
  • Do you need an extreme weather policy?

Discipline and dismissal – an interactive session

  • Discipline – the process
  • The conversation – what to say and how to say it
  • Legislation in this area

Retirement

  • Pros and cons...4 ways to manage longer working

For all queries on the event, please call the event organiser:
Quelba Lima, Tel: +353 1 605 1619

SFA Employment Law Conference Dublin
 
  • 10 October 2018, Herbert Park Hotel

Event details

SFA Employment Law Conference Dublin - 10 October 2018

Welcome address and WRC update

  • A year on – what impact has it had
  • Key changes
  • Challenges

Contracts

  • Best practice
  • Future of casual contracts & proposed banded hours
  • Legislation and contracts for service / gig economy

Probation and performance

  • The importance of managing the performance of new employees
  • Holding regular review meetings
  • Case law

All about absence

  • Why measurement is important
  • Positive reinforcement
  • Job solutions
  • The cost of absence to the employer
  • The role of the line manager
  • Mental illness and absence
  • Returning to work after a period of absence
  • Understand the current laws and case law in the area of absence management

5,4,3,2,1 – Top issues for 2018: Using case law and legal developments for

  • A case study on a sexual harassment issue
  • GDPR and the human element – a case of a rogue employee
  • The do’s and don’ts of managing workplace stress
  • Intoxicants in the workplace - a tale of two cases
  • Do you need an extreme weather policy?

Discipline and dismissal – an interactive session

  • Discipline – the process
  • The conversation – what to say and how to say it
  • Legislation in this area

Retirement

  • Pros and cons....4 ways to manage longer working

For all queries on the event, please call the event organiser:
Quelba Lima, Tel: +353 1 605 1619

TRAINING PROGRAMMES
Effective Presentation Skills
 

The Effective Presentation Skills programme is designed to enable participants to develop the confidence and competence to communicate effectively with groups. The programme provides participants with the essential skills to influence others through communication and make impacts with their message.


Programme Outcomes:

On completion of this programme, participants will be able:

  • Know how to make an impact when speaking to others
  • Understand the techniques to deal with nerves
  • Understand how to relate to your audience and involve the group
  • Build their confidence and recognise your strengths
  • Learn how to structure a presentation to ensure you have a powerful flow to your message
  • Build on their own unique style of presentation

Approach:

The programme runs over a single day. There are a number of activities and case studies as part of the course to ensure that the key knowledge and skills are practiced.

The programme is delivered by experienced Ibec Executives who provide members with advice, consultancy and training on a daily basis. Programme participants are encouraged to express their views and experiences. The programme facilitates participant discussion to ensure a thorough understanding of the key points and their application. Real life case studies and exercises will be used to ensure a real practical understanding of each topic.

Date: 28th September 2018
Time: 08:30 - 15:30
Duration: 1 Day
Venue: SFA/Ibec
Address: 84/86 Lower Baggot Street,
Dublin 2

Member: €220
Non-member: €330

To book please click here

For all queries on the event, please call the event organiser:
Raquel de la Pena Sarrion, Phone: +353 1 605 1667