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!

Play It Safe With Your Child’s Personal Information

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“Most parents probably do not realize that the simple act of signing a child up for soccer or Little League could put enough information online to put the minor in harm’s way.”

California Attorney General Kamala Harris

The Internet has become an essential tool for youth sports leagues to track scores and statistics, create rosters, and post game schedules – but before logging your child’s personal information online, think carefully about how that information is being protected or posted.

From home addresses to photos, birthdates, phone numbers, and more – youth sports leagues inherently collect large amounts of personal information about their players.

As the realization that most free youth sports solutions are funded through the use and sharing of personal information comes to light, concerns about protecting the online data of youth players has been brought to the forefront of concerns for many league officials, coaches, and parents.

Advocates for data safety are increasingly worried about child identity theft and other safety concerns.

Identity Theft

The identifications of children aren’t already under surveillance by credit monitoring agencies because they lack an existing credit file, making them even more vulnerable to identity theft that can go undiscovered for years.

Steps can be taken to minimize the risk, like sharing your child’s birth year rather than the full birth certificate. If you must provide a copy of the birth certificate, it is not safe to send any sensitive documents via e-mail. Ask the league what safeguards they have set up to protect the information on the birth certificate – where it will be stored, how long it will be kept until disposed of, etc.

Noting which information is publicly shared on the club’s website and team roster, and which combination can contribute to identity theft (i.e. full name and birthdate) can also mitigate his risk.

Location

When a league shares details online about a team’s game schedule, it can also be over-sharing information about each player’s location.

Not only do leagues collect home addresses from each player, they may also post when and where games are played publicly, creating the opportunity for anyone to learn the whereabouts of a child.

Eliminating jersey numbers from the online posting can reduce concern.

Protect Yourself

Over 180 state bills concerning student data protection were introduced in 2015 with several federal proposals also in discussion.

In the meantime, parents and leagues need to be aware of how their service provider is handling your child’s information by reading into the vendor’s privacy policies.

Demosphere holds a high regard for data privacy and does not use that data for personal gain or profit. For more information on how we protect and store your information, read our full privacy policy.

What To Look For In Your Privacy Policy

As an administrator, you’re responsible for keeping your organization safe. But how much do you really know about how your providers are using your members’ data?

Demosphere has created the following tutorial to help protect your organization’s sensitive information:

Need some help finding how your provider is using your organization’s data?

Find your privacy policy below!

For more information on what to look for in Privacy Policies and other helpful tips to keep your organization protected, reference the Safety Center in the Demosphere Blog!

Safety Center

Demosphere’s Safety Center has compiled various webinars, research, and articles to help protect your organization’s sensitive information.

Choose from the two available categories below: Provider Security and Organization-wide Security

 

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Choose from the list of Provider Security resources below to learn more about the important factors you should consider when evaluating service providers:

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Perils of ‘Free’ Solutions
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[two_third_last]Perils of ‘Free’ Solutions
There are a few important things to keep in mind when evaluating online services, especially when you hear the word “free”. Watch out for Privacy Policies, Content Usage, and Support.[/two_third_last]
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Checking Your Privacy Policy
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[two_third_last]What’s In Your Privacy Policy
How much do you really know about how your providers are using your members’ data? Demosphere has created the following tutorial to help protect your organization’s sensitive information.[/two_third_last]
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Demosphere Data Usage
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[two_third_last]Demosphere Data Usage
Wondering how your data is being shared if you’re using a Demosphere system? Demosphere answers the question “How is my data being used?”[/two_third_last]
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Data Security Information
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[two_third_last]Data Security Information
Demosphere’s security policy is based on a fundamental obligation to protect membership lists and sensitive information. Read about Demosphere’s Off-Site Hosting, SSL Encryption, Secure Coding and more.[/two_third_last]
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Demosphere Security Q&A
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[two_third_last]Q&A With Demosphere About Security
To keep our clients informed about their data security, we answered some of the most asked questions in regards to our security practices![/two_third_last]
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Demosphere’s Privacy Policy
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[two_third_last]Demosphere’s Privacy Policy
Read the details yourself in Demosphere’s Privacy Policy to see exactly how your organization’s information is being used.[/two_third_last]
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Read up on what you can do to protect your organization and keep your sensitive data safe in the Organization-wide Security list:

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Keeping Your Organization Safe
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[two_third_last]Keeping Your Organization Safe
As an administrator you have a responsibility to protect the data of your players and their parents. It’s time to get serious and vigilantly take matters into your own hands when it comes to preparing yourself for potential issues. This blog talks Privacy Policy, In-Office Security, Background Checks, Chargebacks, And User Protection. [/two_third_last]
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Take Your Privacy Back
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[two_third_last]Take Your Privacy Back
If your privacy policy contains statements about data sharing with outside partners or vendors, be wary of where your members’ information is being sent for your provider’s own financial gain. It’s time to protect your organization’s privacy and take the power back into your own hands![/two_third_last]
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Effective Data Management
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[two_third_last]Effective Data Management
A serious data breach could put the organization out of business – either legally (via lawsuit) or because parents aren’t comfortable with you holding their information. The following Maximize Demosphere webinar talked about how to protect your organization with Privacy Policies, In-Office Security, and Individual Security[/two_third_last]
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Create Your Privacy Policy
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[two_third_last]Create Your Privacy Policy
To be safe and smart, your organization needs a Privacy Policy to explain exactly how data will be used. The following blog posts discusses what items to include when creating your policy.[/two_third_last]
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Password Security Tips
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[two_third_last]Password Security Tips
People use passwords for just about everything online.The security of these password cannot be underestimated. Often times, users use extremely easy passwords (think ‘temp’) that can be compromised without much effort.[/two_third_last]
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Protect Against Scams
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[two_third_last]Protect Against Scams
The two most common online security vulnerabilities within youth sports organizations concern registration systems and email accounts. In both cases, the password used to access these areas is of utmost importance.[/two_third_last]
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Create An Emergency Plan
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[two_third_last]Create An Emergency Plan
Whether gathered in a professional stadium or watching from your school’s gymnasium, it’s better to be safe than sorry when it comes to having a prepared plan for all possible events.[/two_third_last]
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For more information and tips regarding online security reach out to Demosphere at support @ blog.demosphere.com.

It’s Time To Take Your Privacy Back!

Privacy PolicyYouth sports organizations have a responsibility to protect the personal sensitive data of their members, especially children.

How much do you really know about how your registration provider is using your data?

If your privacy policy contains statements about data sharing with outside partners or vendors, be wary of where your members’ information is being sent for your provider’s own financial gain.

Although commonly believed that U.S. consumers are content with having their personal data collected as long as they receive a benefit in return, a new report from the University of Pennsylvania’s Annenberg School for Communication reveals that those beliefs were just a fallacy perpetrated by marketers.

The report surveyed 1,506 Americans to prove that marketers have given “false justifications for allowing the collection and use of all kinds of consumer data often in ways that the public find objectionable.”

The results support the new explanation that consumers are not happy with having their data collected, but that the majority are actually resigning to the inevitable. This group of consumers believes that the undesirable outcome is bound to happen in the end and feels powerless to intervene.

It’s time to protect your organization’s privacy and take the power back into your own hands!

With Demosphere’s RosterPro® Registration System, your member data is private and secure. Rest assured that your members’ personal information will not be sent to outside partners, other vendors, or marketing firms.

Over 2,500 organizations trust Demosphere to keep their information safe, and you can too! Contact us at sales@blog.demosphere.com to discuss how the RosterPro® System can benefit your organization.