Erase a member's data
What a permanent erasure removes, what it deliberately keeps, and how it differs from deleting a member from the roll.
There are two different ways to remove someone, and they are not the same.
Delete member: for a mistake
On a member's page, Delete member removes the record and their dues history after you confirm. Use it for a person added by mistake. It does not leave a marker, so a later import of an old file can add them again. It is refused for a member who has a login.
Erase: for a person's request, or retention
Use erasure when a member has asked for their details to be deleted, or when lapsed members have passed the retention period you told them about. On the Privacy page, press Erase their details now on the request, or tick lapsed members past the retention period and press Erase the ticked members permanently (the owner or an officer confirms this one).
What erasure removes
The member's record, their dues lines, their payments' names, references and notes, their send log, their consent ledger rows, and anything else in Clubroll that points to them: their import records, their private-link records and any applications. After erasure, the person's name and email address are in no part of the club's data.
What it keeps, on purpose
- Dues lines and payments with no name. Your totals still add up, because the amounts, dates and receipt numbers stay. The name, reference and note are gone.
- A scrambled marker of the email address. It cannot be turned back into the address. It is kept so that importing an old file cannot quietly add the person to the newsletter again: they come back with the newsletter and directory off, until they agree.
- A switched-off address. If an address bounced or complained, it stays blocked, so the club never mails someone who asked it not to.
Before you press it
A member who has a login cannot be erased until that login is removed, and the page says so. The owner or an officer removes a login from Logins and roles on Settings: see invite another officer. Download their data if they asked to see it first: see answer a privacy request. Erasure cannot be undone, and the export you make afterwards will not contain them.
Related
Checked against the product on 2026-10-01.
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