The privacy notice: what to tell your members
How Clubroll writes a privacy notice from your club's own facts, how to adopt it and publish it, and the two settings that change what it says.
Members have a right to be told what the club does with their details. Clubroll writes the notice for you from your club's name, address, contact details and how Clubroll actually works, so it never says something the product does not do.
Read it
Open Privacy and consent from your Today page and press What to tell your members. At the top you see the notice as members read it, with your club's own details filled in. It explains who is responsible, what is held, why, who else handles it for the club, how long lapsed members' details are kept, how members see, correct or delete their data, and how to complain to the regulator.
A note on the page says this is plain-language help and not legal advice, and that it does not say your club complies with any law. If your club holds sensitive information (health, religion, politics, children's details) or has members in more than one country, have a solicitor or your data protection authority check it first.
Two numbers you set
The owner or an officer can change:
- How long lapsed members' details are kept. From 6 to 120 months; 24 to begin with. The reason is stated in the notice.
- How quickly you answer a request. From 7 to 60 days; 30 to begin with.
Press Save. The notice and your request deadlines change together.
Adopt it
Once you have read it and it is what your club really does, the owner or an officer presses We have read it and it is what we do. The page then says when you adopted it. The online join form links to the notice, and its settings page warns you until you have adopted it. See turn on the online join form.
Where members find it
The notice is published on your club's own site at its /privacy-notice page. The page tells you the exact address, and suggests linking to it from your join form and the foot of every email you send.
It does not run on its own
Clubroll never deletes a lapsed member without you. Lapsed members past the retention period are listed on the Privacy page; the owner or an officer confirms the erasure. See erase a member's data.
If something changes
If your club starts doing something new with members' details, tell your members. Re-read the notice after any change to your settings.
Checked against the product on 2026-10-01.
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