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Reporting Youth Protection Incidents Under GDPR Guidelines

Learn about the mandatory reporting requirements for various incidents related to youth protection under GDPR regulations. Reporting includes allegations of abuse, harassment, substance use, medical incidents, and more. Detailed information on reporting procedures, required data, additional documentation, and the timeline for GDPR compliance is provided.

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Reporting Youth Protection Incidents Under GDPR Guidelines

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  1. YOUTH PROTECTION REPORTING YOUTH PROTECTION REPORTING AND THE AND THE GDPR 21 FEBRUARY 2024 GDPR

  2. WHAT NEEDS TO BE REPORTED? • Allegations or suspicions of non-sexual abuse or harassment • Allegations or suspicions of sexual abuse • Allegations or suspicious of sexual harassment • Allegations or suspicions of grooming behavior • Substance use, crime, discrimination, or conflict • Medical incidents/accidents • Rotary Youth Exchange early returns • Not sure if you should report? Email youthprotection@rotary.org

  3. REQUIRED INFORMATION – NO PERSONALLY IDENTIFYING INFORMATION Date of incident Location of incident Relationship to a Rotary program Description of incident Description any action taken to ensure any youth involved are currently in a safe place Description of any other actions taken Rotary/Rotaract Club District Yes/No - Has the matter been reported to local law enforcement? Yes/No - Has the alleged offender been removed from contact with all youth? Yes/No - Has the district officer been notified? Yes/No - Have the parents/guardians been notified? Yes/No - Have professional support services been offered?

  4. REQUIRED/OPTIONAL INFORMATION – LIMITED PERSONALLY IDENTIFYING INFORMATION Youth contact info Youth affiliation with Rotary Reporter contact info Reporter affiliation with Rotary Offender contact info Offender affiliation with Rotary Youth name Reporter name Offender name Type of youth protection report Allegations or suspicions of non-sexual abuse or harassment Allegations or suspicions of sexual abuse Allegations or suspicious of sexual harassment Allegations or suspicions of grooming behavior Substance use, crime, discrimination, or conflict Medical incidents/accidents N/A N/A N/A Rotary Youth Exchange early returns N/A N/A N/A Required Optional N/A

  5. ADDITIONAL DOCUMENATION OR PROCESSES THAT MAY BE NEEDED In order to provide this information, EU districts may need to maintain appropriate documentation and implement certain processes under the EU’s General Data Protection Regulation (GDPR). Examples of the type of documentation that may be needed are provided below, with a link to further information: 1. Records of Processing Activities (GDPR, Article 30) 2. Transfer Impact Assessments (GDPR, Article 46.2 and 46.3) 3. The Standard Contractual Clauses 4. Certain amendments to exchange agreements, volunteer applications, or other contracts with individuals officially involved in a Rotary youth program 5. Written documentation maintained by the district that each youth program volunteer has provided consent, having received a copy of the district’s privacy policy explaining Rotary’s reporting policies and how personally identifying information will be processed

  6. TIMELINE AND CERTIFICATION • Districts will have 3 months to put in place these additional measures • RI will certify that EU districts have put in place these additional measures during the annual certification renewal – starting in May 2024 with a deadline of 30 June 2024

  7. YOUTH PROTECITON HOMEPAGE

  8. ONLINE REPORTING FORM LANDING PAGE

  9. WHEN USING I-SIGHT (SOON TO BE CASEIQ) • The site is currently designed for use globally. Modifications will be made to comply with the GDPR where applicable. • Do NOT enter any information other that what is required according to the tables. • The online form fields do not force a response although you will be required to provide the personally identifying information according to the table to comply with the policy. • Rotary will make changes to the platform to make it easier to understand and use.

  10. WHAT HAPPENS WHEN YOU REPORT? • Rotary staff work with club / district leaders to guide them on next steps according to Rotary policies. For example: • Any individual alleged or suspected to have been involved in sexual abuse or sexual harassment of youth must be temporarily removed from contact with youth through Rotary until the matter is fully investigated and resolved. All allegations of sexual abuse or sexual harassment must be reported to local law enforcement. The district must conduct an internal investigation into the claims. • • • Based on that internal district investigation, we will ask the district to determine whether the alleged offender violated RI youth protection policies. RI then advises clubs and districts on how to strengthen their policies and procedures to prevent future incidents. •

  11. YOUTH PROTECTION RESOURCES

  12. 12 QUESTIONS?

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