Clouds for clubs and associations: Secure storage of member data

Digitization also affects clubs and associations that manage member data. In the past, applications from new members were still archived in paper form in folders. Now, new members fill out a digital membership application. Cloud solutions and data protection are playing a greater role in storing association members’ personal data securely. We highlight the advantages of a cloud for associations and organizations and show use cases from practice.

What are the advantages of a cloud for associations?

Cloud computing offers a number of advantages in the day-to-day administration of an association. Working with data starts with membership administration and extends to the board of directors, which takes digital minutes of its meetings. These documents are often made available to other members of the association. An association is also obliged to carry out audit-proof accounting and to produce an audited financial report every year. A cloud solution like TeamDrive helps to handle typical association tasks easily and securely, as well as collaboratively.

An intelligent software solution offers associations the chance to work efficiently. This includes the exchange of data, the storage and archiving of files and collaborative work, for example in working groups. The biggest advantage of a cloud for associations is that authorized members can access stored data at any time and from any location. This facilitates, for example, the administration and maintenance of member data or the exchange of working papers. Secure and encrypted communication between members and the association’s bodies can also be realized via cloud services.

Members can access documents and relevant information provided that an administrator grants them the necessary access rights. Cloud solutions for associations therefore provide the basis for modern, location-independent communication and collaboration in groups.

Associations do not need their own server or IT infrastructure for this. With their software, cloud providers offer a perfect alternative for relieving the workload of an association’s executive bodies and employees. Furthermore, storing data on external servers of a cloud also protects against data loss. By using a cloud solution, it is possible to network with external partners and assign appropriate access rights.

Use cases of cloud solutions in clubs and associations

Associations process personal data on a daily basis. Especially in membership management, a secure cloud is worth a lot as a basis for data processing. In addition to the option of accessing data quickly and regardless of location, the data can also be synchronized when changes are made, so that several employees can work on it simultaneously.

Audit-proof archiving of invoices and receipts not only simplifies administration, but also promotes transparent cash auditing. The responsible team has access to digitized files, online on the Internet and in parallel via computers, tablets or mobile apps on smartphones.

The digital storage and archiving of documents from the association’s work automatically saves space in the association’s rooms. Documents that have already been archived can be quickly retrieved via the search function. In addition, paid cloud providers in particular comply with European data protection under the GDPR. This means that no one has to worry about the requirements of the General Data Protection Regulation.

Using a professional cloud for associations ensures responsible handling of all sensitive and personal data in the association. This often sends an important signal to members as well. Cloud storage simplifies collaborative work within the association and with other stakeholders. With just a few clicks, it is possible, for example, to give a tax consultant access to all necessary files.

Cloud maintenance is automatic, as most software solutions are available online without installation. If necessary, a local update of the software is carried out.

Find the best cloud service for associations

Cloud services have some advantages for community organizations and their members. However, the services and security features offered by different providers vary widely. Free cloud storage for associations, such as Dropbox, Google Drive or Microsoft OneDrive, are inexpensive and promise ease of use. However, they do not meet the requirements for storing personal data and the strict specifications of the GDPR as well as the regulations for audit-proof archiving according to GoBD.

TeamDrive as a cloud for clubs and associations

That’s why it’s worth taking a look at TeamDrive as the optimal cloud solution for associations. The Professional Starter 5 package is suitable for associations to store and process confidential member data in accordance with European data protection regulations. All data is stored on servers located in Germany. This also includes internal club documents and invoices.

With TeamDrive, it is possible to connect both club software and member administration with a cloud. In this way, you lay the foundation for simple administration. With TeamDrive’s service, the organization does not need its own servers to store data or create backups. TeamDrive’s cloud solution offers these functions itself.

TeamDrive is constantly developing the functions of the cloud to improve usage and security. The software can also be linked to external programs such as Microsoft Office 365 via an Outlook add-in or Secure Office apps. TeamDrive is not only interesting as a cloud for associations, but also as a cloud for non-profit organizations and associations that have similar structures in terms of organization and collaboration.

Data protection in membership management for clubs and associations

Professional cloud solutions that use servers in Germany meet data protection requirements in most cases. Nevertheless, there are some aspects to consider for storing sensitive data. The membership administration in your association may only store information that is necessary for the execution of the association membership. This means that, for example, for the creation and use of photos, further consent must be obtained from the members concerned.

Of course, the association receives an agreement for order processing according to GDPR. This allows the processing and storage of sensitive data by third parties. The board of directors thus protects itself legally even if sensitive data is stored in a secure cloud by TeamDrive. This is where the Zero Knowledge principle comes into play, that a cloud provider as a service provider itself does not have any insight into the cloud.

No special technical expertise is required for TeamDrive. Our storage solution can be easily integrated into the existing way of working. The GDPR-compliant data storage enables the legally compliant management of member data. In addition, any number of Spaces can be set up to share photos of events with participants or members. Using TeamDrive Spaces to organize for events and projects is also a useful feature for associations.

Are you looking for a secure and viable cloud solution to handle confidential or personal data? You do not have your own IT department, servers or technical infrastructure? Your employees or members use their own end devices? Then try TeamDrive now as a cloud solution for clubs, associations or non-profit organizations.