Update mailing list options to include Prototype Kit

[NoraGDS]

What

Update mailing list sign up in Mailchimp to include option for Prototype Kit updates.

Fulfil Privacy team requirements to use Mailchimp:

• Read GDS-wide DPIA and confirm our processing activity aligns with the information in the DPIA • Update GDS Mailchimp register

Why

So users can receive email updates about the Prototype Kit for releases, incident alerts, recruitment of user research, surveys and increase visibility of the product, along with Design System updates.

This will also allow the team to learn a bit about how many users the Prototype Kit has and its use across government or beyond.

Who needs to work on this

Content design: @calvin-lau-sig7 @NoraGDS Comms plan: @ruthhammond

When

Done when:

• [x] Sign up content is reviewed to include Prototype Kit - actions and decisions identified
• [x] GDS-wide DPIA for Mailchimp is read and agreed @ruthhammond https://docs.google.com/document/d/1lpO3CGYx4bC9gZ2R1A9tWl1nD5yP5EsEgJuJ3-bXkxs/edit#heading=h.8pk8tokcjhrv
• [ ] Confirm to Privacy team that our processing activity aligns with information in the DPIA for Mailchimp
• [x] Privacy team has been consulted and seen new PK privacy policy
• [ ] GDS Mailchimp register is updated to record PK use of Mailchimp @NoraGDS and @ruthhammond https://docs.google.com/spreadsheets/d/1EItZG6uIsulriggfAF-S0y0rco_5RUMwKWtoKL92ZoY/edit#gid=0
• [ ] Sign up content and branding (header, footer, from email) is decided and updated @calvin-lau-sig7 @NoraGDS
• [ ] Comms plan in place for inviting new sign-ups
• [ ] Comms plan in place for inviting existing subscribers to update their preferences

[calvin-lau-sig7]

Just a couple notes:

• it looks like my usual contact has left GDS, so we'll have to email to the wider Privacy team
• I just noticed the Prototype Kit does have its own privacy policy statement, which looks a tad out of date, so it might need to be looked at (will ask Privacy team)

I've sent an initial email (cc'ed @NoraGDS and @ruthhammond) to their team inbox to ask about next steps.

[NoraGDS]

Work and decision tracker: https://docs.google.com/document/d/1C6iJLnpid0eaPkYeFjBAtUQNS3_WRQr3sjp4JQl2_Uo/edit

[NoraGDS]

Moved to blocked because draft privacy notice is with Privacy team and they've not responded. Followed up 31/8

[NoraGDS]

Update: Privacy policy approved and published, team use of Mailchimp registered, planning to open sign-ups on 28 November.