Who owns the data?
Your club remains responsible for its membership data and should understand how it can retrieve records when needed.
Security, privacy & data
Your club should stay in control of its information.
Clear access roles, practical data governance, exportability and privacy-aware workflows should be part of the buying decision — not an afterthought.
Club-controlled access
Define who can view, edit, export or act on member information.
CommitteeRole based
BailiffsOperational access
MembersOwn account only
Questions worth asking
Evaluate the operating model, not just the feature list.
Who can access what?
Administrative access should follow committee responsibilities rather than giving every volunteer unrestricted visibility.
How is data exported?
Agree the practical format and process for routine exports, reporting and business continuity.
How are changes recorded?
Important workflows should provide traceability so the committee can understand what happened and when.
What is the retention policy?
Keep information because it serves a defined purpose, not simply because it has always been stored.
What happens during an incident?
Define contacts, responsibilities, member communications and recovery expectations before they are needed.
Practical safeguards
Security is a combination of technology and committee discipline.
- ✓Named user accountsAvoid shared administrative passwords wherever possible.
- ✓Least-privilege accessGive users only the information and actions they need.
- ✓Regular access reviewsRemove access promptly when committee roles change.
- ✓Documented exportsMaintain a practical continuity and handover process.
- ✓Clear privacy noticesExplain what data is collected and why.
COMMITTEE CHECKLIST
Before approving a platform
Need due-diligence answers for your committee?
Bring your security, hosting, privacy, export and continuity questions to a technical discovery call. Requirements can then be documented in the proposal.