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Associations process personal data on a daily basis. From membership lists and email distribution lists to online meetings and digital voting. At the same time, they are subject to both association law and the provisions of the General Data Protection Regulation (GDPR). It is therefore important for board members and those responsible to take data protection seriously within the association.
What legal principles apply to associations?
Association law governs the organisation, structure and decision-making processes of an association. Key elements are:
- The association’s statutes
- Decision-making and responsibilities
- General meetings and board meetings
The articles of association are particularly important when it comes to digital formats such as online club meetings. They specify how meetings may be held, who is eligible to vote and what form of voting is permitted.
Data protection in associations: Why the GDPR also affects volunteers
Regardless of size or charitable status, data protection also applies to associations. As soon as personal data is processed, certain principles must be observed:
- Purpose limitation and data minimisation
- Transparent information for members
- Secure storage and access restriction
- Protection against unauthorised access
This applies, among other things, to:
- member management
- E-mail communication
- cloud services
- Video conferences and online meetings
Data protection for online club meetings
During an online club meeting, sensitive data such as names, email addresses, or image and sound transmissions are regularly processed. Clubs should therefore pay particular attention to the following points when it comes to data protection:
- Use of GDPR-compliant video conferencing tools
- Clear rules on record keeping
- Informing all participants before the meeting begins
- European server locations where possible
Responsible handling of data not only strengthens legal certainty, but also the trust of members.
Responsibility of the Executive Board
The association’s executive committee bears organisational responsibility for compliance with association law and data protection. This includes:
- Selecting suitable tools
- Define internal processes
- Informing members transparently
- Regularly review legal requirements
When digitising association work, it makes sense to consider data protection at an early stage rather than correcting it retrospectively.
Better safe than sorry
Association law and data protection in associations are not incompatible with digital association work. They form the basis for it. Those who clearly regulate statutes, decision-making and data protection can hold online association meetings in a legally compliant, transparent and trustworthy manner.
Frequently asked questions (FAQ)
Does the GDPR also apply to small or voluntary associations?
Yes. The GDPR applies regardless of the size or charitable status of an association. Even small, purely voluntary associations must comply with data protection requirements as soon as they process personal data, for example from members, donors or participants in online meetings.
What personal data may an association store?
An association may only store data that is necessary for the purpose of the association. This usually includes name, contact details, membership status or functions within the association. The storage of unnecessary or sensitive data without legal basis or consent is not permitted.
Who is responsible for data protection in the association?
The responsibility lies with the association’s board. It must ensure that data protection requirements are met, appropriate tools are used, and members are informed transparently. The responsibility cannot be completely delegated, not even to service providers.
Is data protection particularly critical for online association meetings?
Yes. Image, sound and access data are regularly processed during online club meetings. Clubs should therefore only use video conferencing tools that comply with the GDPR, provide information about recordings and establish clear rules for use and storage.
Can online club meetings be recorded?
Recording is only permitted if all participants have been informed in advance and have given their express consent. In addition, there must be clear rules governing what the recording will be used for and how long it will be stored.
Does an association need a data protection officer?
In most cases, no. A data protection officer is only required if particularly sensitive data is processed on a regular basis or if a certain size threshold is exceeded. Nevertheless, associations should appoint a person responsible for data protection issues.
What happens in the event of data protection violations within the association?
Data protection violations can lead to warnings, fines or a loss of trust among members. Unsecured data, lack of consent or the use of tools that do not comply with the GDPR are particularly critical.
How can associations implement data protection pragmatically?
Data protection in associations does not have to be complicated. The important things are:
- clear internal rules
- Data protection compliant tools
- Transparent communication
- regular review of processes
This allows data protection to be implemented in a practical and proportionate manner.
Holding club meetings online: How clubs can meet digitally, legally compliant and efficiently
How to run a successful online club meeting: legal requirements, procedures, tools and tips for digital and hybrid meetings in clubs.
Digital association statutes: regulating online meetings in a legally compliant manner
Club statutes in a digital context: Legal requirements for online meetings, votes and general meetings.
