Data protection in the association, "What should happen, we are only a small association? The sentence is easily pronounced, but could ultimately cost the entire association head and neck. Not that in approximately a warning of the authority is expressed or this overlooks once over it, no, apart from fines even the executive committee is asked personally to the cash.
Why then in data protection in the association?
Even in the smallest association, personal data such as name, date of birth, membership number and account details are processed and allow conclusions to be drawn about the respective person.
In the association, the data of members, full-time employees and volunteers, as well as functionaries, fans and service providers are processed.
Protection against data theft
The responsibility in handling personal data is high and the processing must be well protected. Therefore, for example, your computers should be secured by passwords and virus protection, regular data backup and security updates.
Data Protection Officer
According to Art. 37 (7) DSGVO, the association must notify its data protection officer to the competent supervisory authority. Of course, you can do this via the online form service or by mail. The data protection officer is appointed by the board of directors. He or she must have the necessary expertise and reliability to carry out his or her duties. (§ 4 f para. 2 BDSG). This includes knowledge of the association but also basic knowledge of data protection law.
Children and teenagers
Members under 16 years of age are particularly protected. Here, the legal representatives must fill out and sign the so-called declaration of consent, only then is it legally effective.
In a nutshell: In the future, associations should also thoroughly deal with the topic of data protection and fulfill at least the basic requirements from now on. This means obtaining declarations of consent from members/festival visitors, at events on Photography and data protection rights, appoint a data protection officer and always store data securely.