Members have the right to see what the club keeps about them, and to ask for it to be deleted. In Clubroom, they ask from their own card, and most of it handles itself. You only answer deletion requests.
1. A member asks for a copy
You don't need to do anything.
- Under Your data on their card or renew page, the member clicks Email me a copy.
- They get an email with Download my data. The link works for 3 days.
- The file has their details, membership periods, payments, event answers, what they've agreed to, and their answers to your own fields.
A member who asks you by email instead can do it the same way: send them their card with Send link under More. See Members' own links.
2. A member asks to be deleted
- Under Your data, the member clicks Ask to be deleted.
- They get an email with Confirm deletion, and confirm on the page it opens. The link works for 7 days, so nobody can ask on their behalf with a forwarded card.
- Your admins get an email with Open data requests. The member's page and the dashboard show it too.
You have 30 days to answer. The request says when it's due, and when it's overdue.
3. Answer the request
- Go to Members, and choose Data requests under More.
- Under Waiting for you, find the request.
- Click Approve, then Approve and erase. Or click Decline, write a Reason, and click Decline and email them.
Decline only when the club has to keep the data, say because of an unpaid amount. The member gets your reason by email, so say why and what they can do. Either way, they're emailed the answer, and it's listed under Answered.
4. What erasing removes
- Removed: name, email, phone and answers to your own fields, uploaded files, tags, segments, consents and event answers. All their memberships end.
- Kept: their payments, in the ledger with the member number but no name, for five years, as the Danish bookkeeping law (bogføringsloven) requires. Activity says a member was erased, without who.
Erasing can't be undone.
5. Erase or delete without a request
Someone asked by phone, or at the general meeting? Open the member, and under More:
- Erase personal data: for anyone who wants to be forgotten. It removes the same as above.
- Delete member: only for someone added by mistake. Their payments stay in the ledger under their name.
6. Export your member list
- Go to Members, and filter the list if you want only some of them.
- Under More, click Export. Or tick members, and click Export selected in the bar that appears.
You get a CSV with member number, name, email, phone, birth date, gender, membership type, status, joined, paid through, tags and one column for each of your own fields. A club with departments also gets two columns per department, such as Football membership and Football paid through, and Club-wide membership and Club-wide paid through for types in the whole club. It opens in Excel, Numbers or Google Sheets. Only owners and admins can export, because names and emails leave Clubroom.
Payments export from Payments. See Match bank transfers to members.