GDPR in public-sector websites: what is important to know
GDPR (the General Data Protection Regulation, in English GDPR) is a European Union legal act that sets out how organisations must collect, use, store and otherwise process personal data. This regulation applies not only to businesses, but also to public-sector organisations – municipalities, schools, preschools, libraries, museums, cultural centres and other institutions that process residents’ data on their websites or in digital systems.
In practice, this means that each organisation must clearly inform people what data is collected, for what purpose, for how long it is stored and to whom it may be transferred. Residents also have the right to access their data, ask for it to be corrected, and in certain cases deleted or its processing restricted. In the public sector, it is especially important to ensure transparency, because institutions often process more sensitive information – for example, data about pupils, parents, employees, recipients of social services or event participants.
What does GDPR mean for a website?
A public-sector website is not just an information page. It often includes contact forms, event registration, request or complaint submission forms, newsletter subscriptions, electronic services. Each such feature may involve personal data processing, so GDPR requirements must be assessed already at the website planning stage.
It is important to understand that GDPR compliance is not a one-off preparation of documents. It is an ongoing process covering website content, technical solutions, internal procedures and employees’ responsibilities. For example, a municipality’s local authority must ensure that a resident’s enquiry sent through a contact form is transferred securely, and a school must ensure that the data of people filling in event registration or admission forms is used only for clearly defined purposes.
Main GDPR requirements for public-sector websites
Privacy policy page
Every public-sector website should have a clear and easy-to-find privacy policy page. It usually explains what personal data is collected, on what legal basis it is processed, how long it is stored and what rights data subjects have. It is important that this information is presented in understandable language, not only in legal terms.
On the websites of municipalities, schools or museums in the EU, the privacy policy should be adapted to the organisation’s actual activities. If the website has a registration form for educational activities, excursions or community events, this must be clearly described. It is also worth stating whom a resident can contact with questions about the processing of their data.
Cookie information and consent
If the website uses cookies, especially analytics or marketing cookies, the visitor must be properly informed. The cookie banner or settings window should not be just a formality – the person must have the option to choose which cookies they agree to and which they refuse. This is especially relevant for the public sector, where trust in digital services is very important.
On library, museum or cultural organisation websites, third-party tools are often used, for example maps, video plugins or visitor analytics solutions. In such cases, it is necessary to assess whether these tools collect additional data and whether the visitor is clearly informed about this.
Record of processing activities
GDPR requires organisations to know and document what data they process and through which processes. Therefore, it is important for public-sector organisations to have a record of processing activities. It records what data is collected through the website, for what purpose, who has access and how long the information is stored.
Such a record helps not only to comply with legal requirements, but also to manage risks in practice. For example, a school can clearly see what data is received through admission or contact forms, and a municipality can see what data is processed in the resident request submission system.
Data protection officer
In many cases, public-sector institutions need to appoint a data protection officer. This person helps ensure that data processing is lawful, advises employees and is a contact point for residents and supervisory authorities. It is worth clearly stating on the website how to contact them.
In practice, this is especially important when a resident wants to exercise their rights – for example, to obtain information about the data being processed or submit a request for correction. Clear contact details and procedures help avoid ambiguity and increase the institution’s transparency.
Technical and organisational security measures
Publishing a privacy policy alone is not enough. It is also necessary to have technical and organisational measures in place to help protect data against loss, unauthorised access or leakage. These may include secure website connections (HTTPS), access control, backups, system updates and staff training.
Public-sector websites often have several administrative levels – content is edited by communications specialists, documents are uploaded by different departments, and technical maintenance is carried out by an external partner. It is therefore important to clearly define responsibilities, access rights and the procedure for action in the event of an incident.
GDPR, accessibility and trust
Although GDPR is primarily related to data protection, in practice it is closely linked to digital accessibility as well. If privacy information, consent windows or forms are hard to understand, not adapted for mobile devices or inaccessible to people with disabilities, the organisation risks not only failing to meet good practice, but also making it harder for residents to exercise their rights.
Therefore, in public-sector websites, it is important that the privacy policy is easy to find, forms are clear, and consent options are understandable for all users. This is especially relevant for municipalities and education institutions that serve very diverse groups of residents.
How to prepare for GDPR compliance?
- Assess what data the website collects.
Review all forms, registrations, integrations and additional plugins. Data is often collected not only through obvious forms, but also through analytics, map or video content solutions.
- Update privacy and cookie information.
The documents must match the website’s actual activity, not be generic. If functionality or service providers change, the information must also be reviewed and updated.
- Take care of security.
Use a secure connection, restrict administrator access, regularly update the content management system and plugins. This is especially important for institutions that publish a lot of content and have several editors.
- Define responsibilities within the organisation.
Employees must know who is responsible for website content, who maintains the technical side and who handles requests related to personal data. A clear process helps respond faster and avoid mistakes.
- Ensure the exercise of residents’ rights.
The website must make clear how a person can contact the organisation about their data, submit a request or get additional information. The simpler and clearer the process, the greater the trust in the organisation.
Summary
GDPR on public-sector websites is not just a legal obligation. It is also the basis for trust, transparency and the responsible delivery of digital services. When a municipality, school, library or museum clearly informs people about data processing, uses secure technical solutions and respects residents’ rights, digital services become more reliable and more convenient for everyone.
Properly implementing GDPR requirements helps not only to reduce risks, but also to create a high-quality public-sector online environment. This is especially important today, when more and more communication with institutions takes place online.
Are you creating or updating a public-sector website? Tobalt provides website development services and ensures website security and GDPR compliance for public-sector organisations.