Data protection for clubs: sample template and checklist for your data security

For many organisations, the privacy policy initially seems daunting. The GDPR (General Data Protection Regulation) seems to be too complex and confusing, which explains the fear of contact, especially in voluntary areas. The aim of data protection is to inform members of the association about how their personal data is handled. Article 13 of the GDPR stipulates the obligation to create a privacy policy - even for sports clubs, regardless of their size. In this context, there are always terms that we would like to explain in the following paragraph: 

• Personal Data: These are all pieces of information that can be attributed to an identified or identifiable person. This means that such data can lead to conclusions about the individual. This includes name, address, date of birth, email address, occupation, or phone number. Ultimately, almost any information about a person is considered personal data and is therefore relevant to data protection within the organization.
• Data Processing: This refers to the handling of personal data. It begins with the collection of data and ends with its deletion. In between, this includes writing, organizing, storing, modifying, or transmitting data. A privacy policy must be made available accordingly.
• Controller: Controllers are always individuals who decide on the purposes and means of processing personal data. In associations, these are often board members.
• Consent: As soon as the data subject gives their consent, it is considered an agreement to the specific data processing. The person must have been informed beforehand and must have actively agreed. For example, checking a box counts as active consent.

What data do clubs collect?

The collection of data in clubs begins with the registration of new members.
Names, addresses, dates of birth, and bank account details are collected from each member for administrative purposes. The GDPR ensures that all data is processed responsibly, fostering transparency and trust between members and the club. Email addresses used for communication or photos taken during training sessions or competitions also count as personal data, requiring compliance with the GDPR.

In addition, sports clubs usually participate in competitions or league operations. In such cases, the relevant sports associations also require member data to ensure the proper organization of matches and events.

GDPR: What Clubs Must Pay Special Attention To

Dies DSGVO sieht für alle Vereine eine verpflichtende Erstellung der Datenschutzerklärung vor. Das heißt: Sobald personenbezogene Daten erhoben werden, muss der Verein der betroffenen Person eine Datenschutzerklärung vorzeigen. Und weil das Erheben personenbezogener Daten im Vereinsalltag unausweichlich ist, ist die DSGVO auch in Sportorganisationen von Relevanz. Die DSGVO regelt außerdem, welche Informationen den Personen zur Verfügung gestellt werden müssen. In diesem Zusammenhang sind zwei Faktoren entscheidend:

• Rechtsgrundlage: Die Rechtsgrundlage ist im Zuge der Datenverarbeitung stets zu benennen. Hier kann beispielsweise Paragraf 6 der DSGVO als rechtlicher Hinweis ausformuliert werden. Die Rechtsgrundlage weist darauf hin, in welchen Fällen personenbezogene Daten vom Verein erhoben und verarbeitet werden dürfen.
• Mitgliederrechte: Hierzu zählen das Recht auf Auskunft über die gespeicherten Daten zur Person, das Recht auf Berichtigung oder Löschung der Daten und das Recht auf Datenübertragung. Darüber hinaus gibt es ein Widerspruchsrecht, welches im Text besonders hervorgehoben werden muss.

Darüber hinaus sind folgende Informationen wichtig:

• Kontaktdaten des Datenschutzbeauftragten, falls vorhanden.
• Sofern die Datenübermittlung an Server im Nicht-EU-Ausland vonstattengeht, ist ein entsprechender Hinweis zu vermerken.
• Erläuterungen zur Datenspeicherung. Grundsätzlich gilt: Sobald die Daten nicht mehr benötigt werden, erfolgt die Löschung.

Hinweis: Generell ist immer die Einwilligung der Mitglieder einzuholen. Das gilt besonders für das Veröffentlichen von Fotos auf der Webseite oder auf Social-Media-Kanälen.

How long is data storage permitted?

Data storage is permitted as long as the data is necessary for the purposes for which it was collected.
This provides some flexibility when it comes to deleting data after a member leaves the club. In general, members can withdraw their consent at any time, which means the club should have an efficient process in place to respond accordingly. As previously mentioned, it is recommended that personal data be deleted immediately once a member leaves the organization.

Tip: Make sure that access to complete member data is limited to a small group of people within the club. Not every coach or board member needs access to all personal data. Restricting access reduces the risk of errors and protects the data from misuse.

Data Protection Pitfalls in Club Operations

Most sports clubs likely have a privacy policy integrated into their daily operations, as this topic is not new.
However, there are pitfalls in every organization that may go unnoticed in the rush of daily activities. We've outlined typical data protection mistakes in clubs in the sections below.

Excel Lists
Excel files are often created for management and overview purposes (e.g., for membership fees or tournaments) and contain data such as names, addresses, and bank account details. These lists are often stored unprotected in the cloud, or sometimes shared via email. This is not GDPR-compliant. Therefore, these lists should be stored in a secure cloud with restricted access.

Photos on Social Media
A quick snapshot of the team’s last victory is easily taken and uploaded with just a few clicks to various online platforms. However, the club needs the consent of all individuals shown or recognizable in the photos. If your club is active on social media, it’s essential to discuss this with the teams in advance and obtain consent.

Note: Individuals depicted in photos have the right to request that the photo or video be deleted at any time. This may happen if someone feels they are portrayed in an unfavorable manner and doesn't want others (e.g., employers) to access their private activities. Regardless of prior consent, in such cases, the club must delete the photo or video.

Access to Member Data

Oftmals sind die Mitgliedsdaten so lapidar abgespeichert, dass alle oder sehr viele Personen Zugriff haben. Das erhöht das Fehlerpotenzial und macht die Daten anfälliger für Angriffe von außerhalb. Sorgt dafür, dass nur ein eingeschränkter Personenkreis sämtliche Daten der Vereinsmitglieder einsehen kann. Idealerweise ist es der Datenschutzbeauftragte und weitere Personen, die alle Daten benötigen und mit diesen auch arbeiten.

Deletion of Member Data 

The collection of data is permitted as long as it serves the purpose for which it was collected.
In sports clubs, this purpose generally ends after a member's departure or the termination of their membership. Therefore, it is advisable that the person handling membership cancellations also takes care of deleting the member's data.

Privacy template for clubs: This is what your privacy policy might look like

Publishing photos of club members on the internet

Many clubs want to have a presence on social media channels and their website and require the consent of their members to do so. For simplicity, sports clubs often include corresponding notices in their privacy policy. Does that make sense? Yes and no.

The purpose-specific privacy policy for the club and the publication of photos or videos on the internet are two different matters. This is especially a sensitive issue for minor members and their parents.

Most clubs maintain more active social media management in their senior divisions. In this context, it may make sense to include the publication of images and videos in the privacy policy.

In youth membership forms, however, the social media section should be omitted. If junior teams also engage in social media activities, separate consent forms can be collected specifically for that purpose.

Checklist: How to Successfully Implement Data Protection in Your Club

There are now numerous tools and software solutions available for data protection in clubs. These, for example, automatically delete data of departing members or securely store files in the cloud using passwords. Modern technology helps clubs avoid getting lost in the complexity of data protection and focus on their core activities.

In addition, the regional data protection authorities are available to support clubs with advice and assistance in case of uncertainty.

With this checklist, your club will be well equipped for the topic of data protection in the future:

• Create or update your privacy policy using our sample template

• Systematically collect and document consents

• Protect and secure member and team lists

• Handle photo and video usage with sensitivity

• Appoint a data protection officer

• Ensure restricted access to personal data

Conclusion: Data protection is a serious matter, but not an insurmountable obstacle

Data protection and the GDPR may initially seem like an obstacle for clubs.
However, with a few adjustments to everyday club operations and a proper privacy policy, this hurdle can be easily overcome. Even small measures—like handling team lists with care—can contribute to a secure data environment.

In a digitized world, where countless digital fingerprints are left behind online, data protection should not be seen as a burden, but as a mark of quality.

Today, clubs can stand out with a well-organized and thoughtful approach to data protection. Members increasingly view this as a sign of trustworthiness—an important factor for both attracting and retaining members.