Effective and Safe Club Data Management

This edition of our Maximize Demosphere Webinar Series focused on Effective & Safe Club Data Management for your youth sports organization and is featured below. Click to download a copy of the slides in PDF format. The slides are available to view as well with no narration.

Our comprehensive session focused on four critical areas:

  • Why Is This Important? The topic is clearly an important one – we examined it from three perspectives:
    • Your Organization – A serious data breach could put the organization out of business – either legally (via lawsuit) or because parents aren’t comfortable with you holding their information. Other scenarios are possible too, but the potential threat cannot be understated.
    • Members – If data is compromised or shared inappropriately, it could lead to phone/email/mail spam or even fraudulent credit card charges.
    • Administrators – Administrators have the responsibility of protecting the data AND informing members of how the data can and is being used.
  • Privacy Policy. Does your organization have a Privacy Policy? If not, you need one! This policy should include:
    • Information Collected – What information do you collect from your members?
    • How Is It Used? – What do you do with the data internally?
    • How Is It Stored? – For example, is the data secure online with a third party, or is it in a filing cabinet in someone’s basement?
    • Is It Shared? – Does the data get shared with any governing bodies, sponsors, or otherwise? If so, what’s shared?
    • How To Ask Questions – If someone has a question about the policy, who should they contact?

As to the point about sharing, keep in mind that any group you share information with will also have their own Privacy Policy. Make sure you are comfortable with those policies because they impact your members – and their data!

  • In Office Security.
    • Passwords – When in an office or shared workspace, make sure you’re not sharing passwords with other users. Each administrator should have their own username and password.
    • Credit Card Information – If someone calls on the phone and wants to pay by credit card, either instruct them to pay online or be able to enter their card information directly into your online interface – do not write down their card information offline!
    • Background Checks – Keeping your organization safe is very important – be sure you’re running background checks on your volunteers. When doing so, make sure information is transmitted securely – staff should not have direct access to a volunteer’s social security number, for example.
  • Security Amongst Individual Users.
    • Passwords – Choose a complicated password with letters and numbers – nothing easy.
    • Virus/Spyware Scans – Make sure your computer is virus and spyware free – any breach here will compromise any online activity.
    • Delete! – Selling or donating a computer? Make sure everything is deleted. Both PC’s and Mac’s have utilities to make sure data on hard drives cannot be compromised.

Hopefully the presentation helps get your organization thinking about data security for this year!

We hope you can join us for a future Maximize Demosphere session!

Contact us for more information