Our membership software can help ensure you comply with data protection laws, including GDPR - and is a great alternative to using paper or spreadsheets to keep track of your members. Securely and accurately keep track of your membership details, saving you lots of time (and hassle). Free trial is available at: https://www.libraryplayer.co.uk/search/label/Membership%20Software

1. Member Manager & GDPR
Member Manager & GDPR
Updated 25th
July 2018
What is GDPR?
GDPR (General Data Protection Regulation) is the
new data protection laws that came into effect in May
2018. It provides people with better control over their
data, and makes organisations more accountable over
the data they hold. Whether you are a very small
charity, or a large international business, GDPR effects
everyone.
What is Member Manager?
Member Manager is our application that helps clubs,
charities, societies and sports teams manage their
membership.
Can Member Manager help ensure your data is compliant with GDPR rules?
Yes!
How can Member Manager help with GDPR?
✔ Provides a dedicated application, designed to specifically help you manage your membership,
and provides an alternative to home brewed spreadsheets or paper records.
✔ We make it easy to modify or completely remove a members details from the database.
✔ Helps ensure your data is accurate and up-to-date.
✔ Easily print out a members details if they request to view information held about them.
✔ Data is stored on the local computer rather then on our servers, meaning you are in full control
of the data and know where your data is and who has access.
✔ Track memberships due to expire so members don't get “lost in the system” or forgotten about.
✔ Keep track of dates members joined, subscriptions and how they heard about you.
✔ Easy to use and quick to set up, with minimal staff training required, meaning your team can
be using the software right away, preventing mistakes or delays in making changes to data.
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2. Member Manager & GDPR
What else can you do to ensure GDPR compliance?
Member Manager can help ensure your data is held in compliance to GDPR, however there are still
steps you can carry out to help ensure your organisation is following the new rules, including:
✔ Set up user accounts and passwords on your computer, to control who has access to your
computer. For example, you may wish to create a separate user for your membership secretary
(with access to Member Manager, any letters to members, etc.). This is really easy to do, and
we can help/provide support with this if required.
✔ Review your membership details and make sure they are accurate and up-to-date, and that you
have a justifiable reason for keeping that data.
✔ If you archive or store details on past members (e.g. to keep in touch with them for
fundraising, etc.) make sure you have their consent to keep hold of their details.
✔ Review any application forms or other paperwork members are required to fill out, to ensure
they comply with the rules, and only ask for information that you need.
✔ Make sure any paper records on your members are kept in a secure location.
✔ Review which management/committee members have access to membership details – do they
really need full access to all your membership information? Why do they need access?
✔ Review your policies to make sure they are up-to-date (and if you don't have any policies on
data protection, look at creating written policies).
✔ Look at the ICO website (including their checklists) – www.ico.org.uk - and carry out your
own research on GDPR and how it effects you. It may seem time consuming, but will ensure
you stay legal!
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3. Member Manager & GDPR
Further reading
You may wish to visit the following websites for more information on GDPR:
✔ https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/
✔ https://www.gov.uk/government/publications/guide-to-the-general-data-protection-regulation
✔ https://ec.europa.eu/commission/priorities/justice-and-fundamental-rights/data-
protection/2018-reform-eu-data-protection-rules_en
Any further questions? Need more help?
Contact Simon Pittman at: simon@libraryplayer.co.uk
We are happy to work alongside any existing contractors or third party that may be advising and
helping you with GDPR compliance.
Want to try Member Manager? Download your free trial (no obligation, and no
need to register) at: www.libraryplayer.co.uk
PLEASE NOTE: This document should not be used as a substitute for seeking legal advice. The author can not be held
liable for any inaccurate information – you follow any advice in this document entirely at your own risk. This document
may mention third parties or contain links to other websites – the author is in no way associated with these websites. Data
used in screenshots are fictional examples.
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