Q. What should be on our membership forms?
Any future membership forms you can update with the following statement:
Q. Can we print out membership details?
No, Badminton Ireland would suggest not printing off membership details. You can print off a list of names if needed for checking attendance at club training / competitions. There should be no further information printed off such as emails, date of births etc.
Q. What details should I take from our members?
Only the information that you need. Name, Address, Email, Phone Number, Gender are examples of personal data that are necessary. Sensitive Personal Data such as Race, Political Opinion would be examples of Sensitive data that does not need to be taken. Medical Information can be asked for but should only be communicated with those who need to know.
Q. Where should we keep membership data?
Q. Who should have access to data on members?
Your club Secretary and Safeguarding Officer would be primary people within your club who should have this information. You can have other committee members such as Treasurer but your club should put in place robust rationale as to why they need this access to data.
Q. I need to contact club members regarding training/club nights on a weekly basis, Can I send out a group text?
It would need to be Club Secretary/Match Secretary in this regard. Information gained from members can be used to inform of club activity. You must be vigilant in how this data is used, and is not shared without their consent.
Q. I have parent’s who are volunteer members of Badminton Ireland who I use to supervise my club activities, can I store their contact details?
There will be a facility set up shortly to register volunteer members on the BI membership system. Once, this is in place, it will be communicated that we have this facility in operation.
Q. What about using WhatsApp Groups to communicate with our membership in the club?
I would avoid using social media groups for in-house membership communication as this shares peoples contact details in many circumstances. You can seek out consent for people to be part of a WhatsApp group so long as they are aware that this will mean their contact information will be shared with other members of the group.
Q. What changes do I need to make within our club?
Your club should be practicing the following:
- One person in charge of any membership data (e.g. Club Secretary) or clearly defined who needs access to the data and rationale behind that decision
- Storage of this information in a secure place (not in multiple locations) (e.g. Club Secretary Laptop)
- Not printing out Membership data unless absolutely necessary (Names Only)
- Only taking data that is relevant
- Identifying how long you need to retain this information for
- No mass e-mails where people can see other personal data (BCC in emails)
- No passing of members details to third parties