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02 — Compliance & finance
Field Data Protection Note
Practical minimum standards for collecting, storing and sharing field data in humanitarian settings.
Collect less
- Collect only data needed for the stated purpose.
- Avoid names, phone numbers and ID numbers in monitoring summaries.
- Use site and household references rather than personal identifiers.
Store safely
- Encrypted devices and password-protected accounts for all field staff.
- No programme data in personal messaging apps or personal cloud accounts.
- Defined retention period, with deletion recorded.
Share carefully
- Aggregate before sharing outside the assignment team.
- Named recipients only, through approved channels.
- Never publish location data that could expose beneficiaries or staff.
Inform participants
- Explain purpose, voluntariness and the right to decline before any interview.
- Record consent as given, and stop when it is withdrawn.
Free template. Adapt to your organisational policy, donor requirements and professional security advice before use.
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