Checklist
Technology Governance Checklist for Clubs and Charities
Sports clubs and charities often rely on a mixture of employees, trustees, committee members, coaches and volunteers. Technology responsibilities may be shared between several people, while important information is stored across personal devices, shared inboxes, cloud platforms and specialist-party systems.
This practical checklist helps your organisation understand who controls its technology, where how information is handled handled and where responsibilities need to become clearer. It covers everyday IT access, member and supporter information, safeguarding considerations, suppliers, account ownership, backups and continuity planning.
Use it during a committee or trustee review, when responsibilities change or before appointing a new technology provider. It can also help uncover accounts registered to former volunteers, documents shared too widely and services that nobody currently monitors.
The checklist supports better organisation and discussion; it does not certify UK GDPR compliance, safeguarding compliance or cybersecurity. Requirements will depend on the organisation, its activities and the information it handles. Seek appropriate professional advice where necessary.
What you get
The first section helps you record who is responsible for technology decisions, everyday administration, information protection and supplier relationships. It encourages you to identify who can approve changes and who should be contacted when a security, access or service issue occurs.
The account-management section covers employees, trustees, committee members, coaches, volunteers, contractors and external users. It includes checks for individual accounts, shared passwords, administrator permissions, multi-factor authentication and the process followed when someone joins, changes responsibilities or leaves.
A dedicated information section helps you review how membership records, contact details, photographs, payment information, medical details, safeguarding records and donor information are collected, stored, shared and removed. The checklist prompts you to consider whether access reflects each person's role and whether information is being retained for a defined reason.
The supplier review covers membership platforms, payment services, email systems, websites, social-media accounts, booking tools and other external services. It provides space to record account ownership, renewal details, support contacts and the people authorised to manage each relationship.
The checklist also addresses devices, updates, backups and continuity. It helps you identify whether organisational information is stored on personal computers or phones, what happens when equipment is lost and how essential records could be accessed if a key person were unavailable.
A final action register allows findings to be assigned an owner, priority and review date. Unknown answers can be recorded for investigation instead of being treated as complete.
Who it's for
This checklist is designed for sports clubs, community groups, membership organisations and charities operating in the United Kingdom.
Trustees and committee members can use it to improve oversight of technology and information responsibilities. Club secretaries and charity managers can use it to organise accounts, systems and supplier records. Welfare and safeguarding officers can contribute where technology affects sensitive information or communication with children and vulnerable people.
It is also helpful during committee changes, staff departures, mergers, system replacements or transitions to a managed IT provider. Smaller organisations without an internal IT department can use the checklist to prepare for a more informed conversation with an external adviser.
The checklist should be reviewed periodically and whenever significant people, systems, suppliers or responsibilities change.
Where should we send it?
PDF · 768 B
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