Under data protection law, a member can ask you to delete their personal data or to give them a copy of it. ClubRight gives you the tools to handle both: members can lodge an account deletion request from the app, and you can export a member's data from their profile. This article explains how each request works and what to do when one comes in.
Important: ClubRight is a data processor. Deciding whether and how to action a member's data request is the responsibility of your club as the data controller. ClubRight does not delete or release member data automatically on your behalf. We are not legal professionals, so if you are unsure of your obligations, take your own legal advice.
Account deletion requests
A member can request that their ClubRight account is deleted from within the member app. This is a request to your club, not an automatic action: nothing is deleted until you action it. It is also separate from cancelling a membership. A deletion request does not cancel the member's membership or stop their payments, and cancelling a membership does not delete a member's data. Treat the two as different jobs.
Because a deletion request often comes from a member you have not seen for a while, it can be a chance to re-engage them before you remove their record.
How a member submits a request
From the member's side, the request is made in the My Profile section of the member app:
The member opens My Profile and scrolls to the bottom of their personal details.
They select Remove online access.
The request is lodged with your club and shows in the member's app as pending.
The member can keep using the app as normal while they wait for your club to respond.
How to action a request in club
When a member lodges a request, it comes through to your club as a task to handle:
A notification appears under your tasks on the club dashboard, flagging the request.
A task is created automatically, labelled so you can see it is a data deletion request rather than a general task.
Contact the member if you need to, then open their profile and delete them from your club database when you are ready to action the request.
Mark the task as Done once the member has been removed.
Important: Deleting a member from your database is permanent. Before you delete, make sure you have dealt with anything that depends on their record, such as outstanding payments, and that you are satisfied the request is genuine.
Exporting a member's data
A member also has the right to ask for a copy of the personal data you hold about them, usually in a digital format. ClubRight lets you export this directly from the member's profile, so you can send it to them. Although data protection law allows up to 30 days to respond, it is good practice to action the request promptly so it is not forgotten.
From the member's profile you can export two things:
Member data: the member's personal information.
Membership data: the details of all their active and inactive memberships.
Open the member's profile, find the export options, and choose whether to export their member data, their membership data, or both. Send the exported file to the member to fulfil their request.
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