A sports club keeps a lot of personal data: names, addresses, dates of birth, sometimes medical details and, for coaches, a certificate of conduct. The General Data Protection Regulation (GDPR) also applies to clubs run entirely by volunteers. Five things to keep in mind. This is not legal advice; for your own situation you can turn to your sports federation or your national data protection authority.
1. Know which data you keep and why
Record which data your club keeps, what you use it for and how long you keep it. Do not keep more than you need.
2. Only give access to those who need it
A coach does not need to see bank details, and a volunteer behind the bar does not need medical information. In Grip op Sport you set per group who may see and do what.
3. Keep sensitive documents extra safe
Documents such as a certificate of conduct do not belong in a shared folder or a mailbox. In Grip op Sport they are stored encrypted and a record is kept of who viewed a document.
4. Make agreements with your suppliers
If you use software or a service that stores personal data for your club, you set out in a data processing agreement what that supplier may and may not do with the data.
5. Clean up what you no longer need
Data of former members and expired documents do not need to be kept forever. Agree on a retention period and clean up afterwards. Whatever is deleted in Grip op Sport goes to a recycle bin first, so a mistake can be undone.
Also read how Grip op Sport handles security and privacy.
See how this works for your club?
Book a demo. We show it using an example club and look together at what your club needs.