National Secretary

When clubs maintain their own member lists in spreadsheets and submit them once a year, the federation database is always months out of date and full of duplicates from name spelling variations, transfers between clubs and lapsed-then-renewed members. Communication misses people; rankings credit the wrong identity; GDPR requests find three records for one person.

The secretary spends large fractions of every week on data hygiene that should not exist. Reporting to FIPJP becomes guesswork on numbers nobody fully trusts.

Member Database centralises records with validation on entry — date format, ID number checks, address normalisation — and live deduplication across clubs and historical records. Clubs use self-service to add and update their members directly, with audit trails of who changed what.

Members maintain their own contact details through their account, eliminating the federation's role as data middleman.

GDPR access requests must be answered within one month or the federation faces fines and complaints. Erasure requests require coordinated removal across the database, ranking systems, communication lists and backups — easy to do incompletely, with serious consequences.

Today most federations handle GDPR ad-hoc, with one staff member trying to remember every system that holds player data. Each request consumes a day or more of work, and edge cases (athletes refusing erasure of their ranking history, retention periods for disciplinary records) routinely produce legal questions nobody is positioned to answer.

GDPR & Privacy Tools track consent per processing purpose, generate complete data exports in machine-readable format on demand, and execute right-to-be-forgotten flows that propagate across all platform modules with audit trails. Retention policies are configured per record type — competition results, financial records, disciplinary outcomes — aligned to national law.

Statutory deadlines are tracked and escalated automatically.

When the federation sends every announcement to every member, engagement collapses; people stop reading because most messages do not concern them. But targeting requires segmentation tools the secretary does not have today, so it is all-or-nothing.

Important messages — rule changes affecting umpires, transfer windows for licensed players, AGM notices for delegates — drown in the noise. Members complain about both spam and missed announcements; clubs ask why they were not informed of things the federation did send.

Multilingual Communication Center supports segmented audiences by club, region, role, licence type, age group and engagement history. Templates carry approved branding and translated variants in 43 languages.

Delivery analytics show open, click and unsubscribe rates per segment so messaging improves over time. Compliance with consent records is automatic — unsubscribed members never appear in any audience.