The OpenAIRE Community of Practice for Training coordinators invites you to join this 1.5 hour-long webinar and collaborative writing sprint on organizing GDPR compliant online events. Prodromos Tsiavos (Legal Adviser of "Athena" Research & Innovation Center and OpenAIRE) will provide good practice advice and Walter Scholger (Zentrum für Informationsmodellierung, Austrian Centre for Digital Humanities, Universität Graz) will talk about the Consent Form Wizard https://consent.dariah.eu/ followed by discussions on how to make sure that GDPR requirements are properly addressed and personal data is protected. It will cover best practices for online event organisation, including pre- and post-event (registration, carrying out, evaluation, etc.). It will also address the following aspects: how to inform correctly about a session recording and how to make the recordings available (e.g. with public chat messages, etc.), good practices on making collaborative documents (developed at online sessions) publicly available, issues to consider during large online events, how to optimize the online events workflows, whether national differences in Europe play a big role, etc. Plain language templates and checklists will be created in breakout group writing sprints and shared with a wider training community.

The following good practice recommendations will be developed during the writing sprints:

• Template/s: plain language wording for online registration forms (disclaimers, permissions, notice that consent could be withdrawn any time) and good practices for online events registration - e.g. a host organization manages registration on its website and has full control of data and a way to safely manage it, etc.
  
• Wording suggestions for recording announcements, disclaimers and permissions (e.g. what will be captured - video, webcam footage, audio, text chat messages and displayed username; inform participants on how to anonymize themselves - change names, blur video, etc; is the participant’s consent needed - in writing - accept and continue at registration or verbal expression is sufficient, etc.)
• Template/plain language wording to deal with personal data in evaluation/feedback forms. GDPR friendly tools and checklists for making online session materials publicly available - recording, collaborative documents, etc.
• Checklists/workflows for running online events: e.g. event access under password (not a direct link).
• Checklists/workflows for keeping online events documentation, registration and recording: e.g. beware of not keeping backups with actual names and email addresses; anonymize before backing up and storing, secure storage (encrypted?), etc.
• Retention period: for how long the data could/should be kept and when it will be deleted, etc.