Shared access without a shared password
If the platform allows it, give several organisers their own roles with personal logins instead of one password for everyone. That makes it easier to remove access when someone leaves.
Safety
Safety
A club runs on trust: members share their contact details, agree to be photographed and expect that the community's page will not fall into the wrong hands. Below are the basic rules that help you keep that trust.
A password to the club's page that everyone knows protects it from no one.
How this section works: we describe principles that apply to any platform. We give legal information only as set out in the text of the law, and in unclear cases we suggest checking with a lawyer.
Club accounts
The club's page or group is shared property and should be treated as such.
Two-factor authentication
Turn on second-step sign-in verification for everyone who manages the club's page. Then even a stolen password will not give an attacker access.
A backup owner
The page, the chat and the cloud folder should each have at least two owners. Otherwise one person's illness or move can leave the club without anyone in control.
Member data
A sign-up list is personal data, even if it contains only names and phone numbers.
Collect only what you need
Russia's Federal Law No. 152-FZ works on the basis that processing personal data generally requires the person's consent; other countries, including EU states under the GDPR, have their own rules. Ask only for the details without which the meeting cannot happen.
Don't post lists in the group chat
A contact spreadsheet that is shared publicly is visible to everyone, including people added by mistake. Keep it with the organisers and share only what is needed.
Delete what is out of date
Lists from past events that are no longer needed are better deleted. The less you store, the less you can lose.
Photos and video
A photo from a meeting shows who was where and when, so the decision to publish it should be the person's own.
Ask for consent in advance
Under Article 152.1 of the Russian Civil Code, a person's image may generally be published only with their consent. The law provides for exceptions, but how they apply is best discussed with a lawyer. Elsewhere, check your local image-rights rules.
Club news (in Russian)
Take special care with children
In children's clubs and classes, parents decide about photos and publication. Agree on this before the first picture is taken.
Remove on first request
If a member asks you to delete a photo, do it straight away without asking for reasons. That way the club keeps their trust and avoids conflict.
Read next
- Guides
Practical guides for club organisers, from announcing a meeting to collecting sign-ups. The article catalogue is here too.
- Tools
Types of tools: online forms, shared calendars, group chats, video calls, cloud folders and simple announcement editors.
- Problems
Nobody showed up, spam in the chat, a choppy stream, muffled sound, photos posted without asking: what to do, step by step.
- Questions
Answers about this reference, running a club online, and members' photos and data.
- Glossary
Terms in plain words: sign-ups and mailing lists, streaming and sound, personal data and accessibility.
Sources
- Federal Law No. 152-FZ on Personal Data (Russia)
- Civil Code of the Russian Federation (Art. 152.1)
Information on personal data, the use of people's images and accessibility requirements was checked against the texts of the law and guidelines as of the date this page was prepared. Software and services for clubs change quickly, so we describe their features in general terms and do not name specific products.