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Sports clubs process a significant amount of personal data of members and volunteers and must therefore comply with the GDPR. Important: do not retain data longer than necessary — especially that of departing members — do not process more than necessary, and ensure a legal basis, security, and transparency.
Associations also fall under the GDPR
For proper membership administration, a sports club retains personal data: names, addresses, contact details, and sometimes more. Like other organizations, a club must comply with the GDPR. This also applies to data relating to volunteers, donors, and participants in activities.
Do not store longer than necessary
You may not retain personal data for longer than strictly necessary. This primarily affects departing members: if someone cancels their membership, you must delete their data when you no longer need it, with the exception of what you are legally required to retain (such as for administrative purposes). A purged file reduces your risk.
Basis and data minimization
For membership administration, you usually have a legal basis in the execution of the membership. Do not process more data than necessary and be cautious with sensitive data. Additional points of attention apply to photos of members or youth (portrait rights and consent).
Security, processors and transparency
Secure the data appropriately and restrict access. If you use an external membership administration system or a processor, enter into a data processing agreement. Inform members about what you do with their data via a clear privacy statement. Remind volunteers who work with data of confidentiality.
Frequently Asked Questions
Does a sports club have to comply with the GDPR?
Yes. An association processes personal data of members and volunteers and falls under the GDPR.
What do I do with data from departing members?
Delete them when you no longer need them, with the exception of what you are legally required to keep. Do not keep them longer than necessary.
Do I need a data processing agreement?
If you use an external membership administration system or a processor, yes.
Make your association GDPR-compliant?
Our legal experts draft your privacy statement and data processing agreement . View our privacyteam or schedule a free consultation.
