Answer a privacy request
Where members' requests to see, correct, delete or stop emails arrive, the one-click answers, the deadline, and how to log a request that came in some other way.
When a member asks the club what it holds about them, or asks to be deleted, the club has a duty to answer in a reasonable time. Clubroll gives you a queue, a deadline and one button for each kind of request.
Where they arrive
On your Today page, a privacy card links to Privacy and consent. The card Requests waiting for you lists every open request with the kind, who asked, when, and the date you should answer by. The date comes from your club's setting: members are told you answer within 30 days unless you changed it (anything from 7 to 60).
The four kinds, and your answer
- See what the club holds. Press Download their data to get their record as a file, send it to them, then press I have sent them their data.
- Correct something. Correct their record on the roll, then press I have made the correction.
- Delete my details. Press Erase their details now. This is permanent: see erase a member's data.
- Stop all club email. Press Stop all their email.
If you cannot or should not do what was asked, put your reason in the box and press Decline. Every answer is written to the audit trail with your name.
A request that came by letter or phone
Under Someone asked you outside Clubroll? type their email address, choose the kind and press Log it, so the clock is running. A member with no email is found from their own record on the roll, which has a button to log a request.
A consent you were told about
If a member told you on paper, in person or by email that they agree, use Record a consent: pick what they agreed to, say yes or no, and say how you know. It is written to the ledger with your name and the note. Nothing changes a member's consent without saying where it came from.
The record
The consent ledger shows every change to a newsletter, directory or club-notice choice, from every route. A line at its top confirms that the ledger replays to the roll for every member. What has been done is the audit trail.
Not legal advice
Clubroll helps you keep the record. It does not decide what the law requires of your club.
Checked against the product on 2026-10-01.
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