Digital cooperation

In the context of associations, digital cooperation refers to the cooperation within the executive committee as well as to interactions with members or between them. Digital media facilitate the exchange of media content and offer the possibility to digitally create media content individually or together with other users. Digital collaboration includes joint data storage and processing (e.g. Dropbox, Google docs, etc.), communication channels such as WhatsApp, Slack, social media platforms and planning tools such as Trello and Doodle. With a survey tool such as Findmind or Surveymonkey, member’s needs and ideas can be surveyed at any time; the interactive Mentimeter presentation software is suitable for live surveys at the general meeting.

Question

We would like to use AI tools in a variety of ways within our organization. What do we need to keep in mind regarding data protection?

Answer

The revised Swiss Data Protection Act (DSG) has been in effect since September 1, 2023. Organizations must also protect the data of their members, employees, and partners. AI must never come at the expense of data protection. Clear internal rules, transparency, and careful selection of tools are crucial to using AI within an organization. Five rules of thumb:

Do not upload sensitive data: Do not enter member lists or meeting minutes into freely accessible AI systems (use only anonymized or fictitious data).
Choose appropriate tools: Give preference to providers with server locations in Switzerland or the EU.
Define internal rules: As the board, determine who is authorized to use AI and what data they are permitted to enter.
Transparency: Inform members when you use AI to create content or to process data and images.
Act with sensitivity and a critical eye: AI results must always be reviewed by humans to ensure they are factually correct and non-discriminatory. And be aware: With every query, the AI learns more about you and your organization.

Collaborating well and enthusiastically (vitamin B)

Question

Like many associations, we communicate by email, chat tools, electronic newsletters and digital filing systems. How do we, the Board of Directors, know which digital tools are safe in terms of data protection law?

Answer

The Board of Directors must check each provider’s reliability and ensure that they guarantee data security (in cases where the provider processes the association’s personal data as part of a contract, e.g., in the case of a cloud solution). The Board of Directors does so by asking the provider directly. The provider may also have certain quality labels or certifications in the area of data protection. An association must contractually obligate the provider, i.e., it must obtain legally binding assurances that the data will be handled responsibly, securely and in confidence.