Protect Your Organization from Email Scams

A few years ago, Demosphere posted about the topic of Email Scams and how to protect yourself. This issue has recently re-surfaced with a few of our clients reporting being the victim of email scams.

In one recent situation, the scam involved an email being sent “from” the President of the Club to the Club’s Treasurer, asking for money to be wired into a specific bank account. Unfortunately, the wire transfer was processed and the money has thus vanished from the Club. Local authorities are working to uncover the source, however it’s improbable that the funds will ever be recovered.

These situations are real and it’s important to learn what you can do to prevent them. Below are some recommendations to help protect the Demosphere community:data privacy

  • Keep passwords secure:  It’s important to keep your passwords safe to avoid unauthorized use of your accounts. Check out our previous post for some tips on managing password security.
  • Verify all financial transactions: If someone in your organization asks you to transfer funds, always question and verify the validity of the request first. In this case it truly is better to be safe than sorry.
  • Don’t post personal email address on your public website: Demosphere recommends using one generic contact email address for your organization on your public website, such as info@example.com. Keep board member, administrative and coaching staff emails private.
    • Demosphere’s WebWriter® CMS  product allows you to create protected content pages, so you can ensure your members have access to the info they need, without exposing your organization to potential phishing scams.Data Privacy
  • Protect your member data: Be sure to review the Privacy Policy of your database provider(s) to ensure contact info, such as email address, are kept private and secure.
    • Part of Demosphere’s mission is to maintain an ethical approach to data privacy to protect the privacy of the children and volunteers in our youth sports community.

Have you had a related experience? Post a comment below and let the Demosphere Community know what to watch out for!

Why You Need A Privacy Policy

Privacy Policy

As a youth sports organization, how do you use member data? Are your members aware of how their information is used?

To be safe and smart, your organization needs a Privacy Policy to explain exactly how data will be used.

What’s Included In A Privacy Policy

In general, the following items are included in a Privacy Policy:

  • Describe what information is collected.
  • How data is used … i.e. to analyze demographics.
  • How data is stored … i.e. securely online or in paper files.
  • Whether data is shared with any third parties. If so, what’s shared … and with who?
  • How to ask questions about the policy.

Make sure your organization has one! If not, a quick resource that can help develop one quickly and professionally is iubenda.

How About Your Provider(s)?

In addition to your own policy, there is also a policy that covers each provider you may use online. For example, if you use Demosphere’s RosterPro™ Registration System, our Privacy Policy (which essentially states that we do not sell or distribute member information) covers data stored there.

That said, not all providers are the same – some sell and/or distribute member information to third parties. Make sure you’re aware of how your data is used – and make sure your members are aware as well. This will reduce potential issues down the line should a situation come up that a member isn’t expecting.

Your Privacy Policy is only one component of an effective data management strategy. We recently discussed this topic in-depth during a recent Maximize Demosphere Webinar. Check it out!

Comprehensive Fine-Grain Privacy Controls

Demosphere has protected membership databases for over 22 years – privacy of personally identifiable information has always been a high priority for us.

In our web-based ClubSite® Suite, each organization – club, league, or otherwise, has controls to publish or limit access to a variety of personal information such as player bios, scouting information, height, weight, but most importantly, date of birth and player photographs.

Besides giving organization-level controls for this, individual teams have controls to let them opt-out of sharing particular information to the public for their own team page in the system.

This great feature has now been extended to individual players! If a family wishes to restrict the amount of personal information shown for their player, it can easily be hidden. A Coach or Team Manager also has the ability to turn off all personally identifiable information for any player on their team.

Privacy controls extended to individual players

Looking for more information on privacy controls? Contact our Support Team today!

Children’s Privacy Laws Become Tighter

Children's Privacy

The Children’s Online Privacy Protection Act (COPPA) went into effect in 2000 with the goal of allowing parents to control what information is collected from their young children online.

Just before the end of 2012, the Federal Trade Commission (FTC) released an updated set of guidelines set to go into effect this July.

For example, information like photos, videos and geolocation cannot be collected without parental notice and consent. Additional legislation regarding information collection by third parties without parental notice and consent are also mentioned.

As more details emerge, we’ll see how these changes impact youth sports organizations nationwide. Stay tuned!