Supporters trust you with their names and their causes.
Members, donors and volunteers give their details because they believe in what you do. They expect you to keep them safe and to ask before you contact them. Clear notices and careful consent protect that trust.
Membership can be sensitive
Belonging to a religious, political or trade-union body reveals beliefs. The GDPR has a specific route for not-for-profit bodies, with limits. The pack explains how to stay inside them.
Volunteers are people too
Volunteer sign-ups, references and rotas all hold personal data, and some roles need checks. The pack covers what to ask and how long to keep it.
Fundraising rules are tighter
Asking for money by email, phone or post follows consent and marketing rules that vary by country. The pack gives wording and a record to keep.
Three parts. One responsible approach to supporter data.
Each part stands on its own and also points to the next: the member and donor notice sets the scene, and the consent wording governs how you ask for more.
Member & donor data
Collect and use supporter details carefully.
- Joining and donation form wording and a privacy notice
- What to record about members and donors, and for how long
- Sensitive membership information and the not-for-profit route under Article 9
Volunteer records
Recruit and rota people fairly.
- Sign-up form wording and what to ask volunteers
- References, checks and rotas: what to keep and who sees it
- Retention after a volunteer leaves
Fundraising consent
Ask for support within the rules.
- Opt-in wording for appeals, newsletters and events
- Keeping thank-you messages separate from fundraising
- Recording consent and handling opt-outs
Real wording, not a table of contents.
Two short excerpts from the pack. Highlighted fields are the parts you fill in for your own organisation.
How we use your donation details
We use the details you give us when you donate, such as your name, address and payment information, to process your gift, send you a receipt and meet our accounting duties. We contact you about further appeals and news only if you have agreed that we may, and you can change your mind at any time by using the unsubscribe link or writing to us.
We keep donation records for [retention period]. Questions can be sent to [contact email].
The full pack adds wording for regular givers and event sign-ups.
Volunteer management
| Purpose | Recruit volunteers, plan rotas and keep people informed |
|---|---|
| Legal basis | Art. 6(1)(b) or 6(1)(f), depending on the arrangement |
| Data subjects | Volunteers and applicants |
| Categories | Name, contact details, availability, role, emergency contact where needed |
| Recipients | Rota tool, email provider, volunteer coordinators |
| Retention | [period] after the volunteer leaves, then delete |
Checks and references are recorded separately, with stricter access.
These are shortened starting points. Your own notices and records must reflect what you actually do, and national rules vary. The pack shows you where to check.
Who it's for, and who it isn't.
A good fit if you
- Run a non-profit, charity, club or association
- Hold member, donor or volunteer details
- Send appeals, newsletters or event invitations
- Have no in-house privacy counsel
Not enough on its own if you
- Work with vulnerable beneficiaries and hold their sensitive case files
- Run large-scale donor profiling or wealth screening
- Are a political party or campaign organisation
- Need a signed, lawyer-reviewed contract; the pack is not legal advice
Three parts. One payment.
Everything on this page, delivered together. Adapt it to your business, update your notices and answer the next question from the same documents.
- Member & donor data
- Volunteer records
- Fundraising consent
Before you ask —
Who is the Non-profit & Association Compliance Pack for?
Non-profits, charities and associations in the EU that hold member, donor and volunteer data and want a clear, documented way to handle it and to ask for support.
What do I receive?
Three parts: member and donor data notices, volunteer record guidance and fundraising consent wording. You get your download page straight after checkout, with no account to create.
Can we keep a list of members whose beliefs are implied by membership?
Not-for-profit bodies with a political, philosophical, religious or trade-union aim can process data about their members and regular contacts under a specific Article 9 condition, provided it relates to their legitimate activities, has safeguards and is not shared outside the body without consent. The pack explains the limits.
Do we need consent to send fundraising appeals?
Usually yes for emails and texts, with national variations. Postal appeals can often rely on legitimate interest, but people must be able to object. The pack gives wording for each channel and a record to keep.
How long can we keep lapsed member data?
Only for as long as there is a reason, such as accounting duties, a membership dispute or a purpose you explained. The pack helps you set periods and leaves national figures for you to confirm.
Is this legal advice?
No. The pack is a practical starting point. The wording and records are drafts you adapt to how you really work, and national rules vary. Have a qualified lawyer review anything you rely on.
What if it isn't what I expected?
Email hello@gdprgard.eu within 14 days for a full refund. No form to fill in.
Keep supporters informed and in control.
Get the notices, volunteer guidance and fundraising wording in one pack.
Get the Pack — €39