An association handles the data of children and of their families. That responsibility should not fall on volunteers with no legal training.
Children's names, year groups, allergies, the people allowed to collect them, the families' bank details. An association builds up sensitive information, and the usual practice spreads it across spreadsheets sent by email, lists on phones and folders on personal computers.
Nobody does it with bad intent: there simply is not the time or the knowledge to think through every step. But when the board changes, that data is left scattered across places nobody controls any more.
Inside the platform, not spread between emails, chats and personal computers.
Permissions for each user mean not everybody reaches all the information.
When the board changes, access is withdrawn, with no copies of lists doing the rounds.
We have our own legal department to keep the platform up to date with the regulations in force.
It is worth saying plainly: the association is still responsible for the data it handles. Using a platform that is set up for it helps a great deal, but it does not excuse the association from collecting the consents, informing the families and treating the information with care.
What we do spare you is the board having to work out the technical side on its own.
Get the sensitive information out of the WhatsApp groups and the loose spreadsheets.
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