Retention and deletion periods in the club at a glance
This overview shows when CLUP.life deletes data automatically and what the club must keep itself.
PrivacyBasic (free)Checked on 30.10.2026
Prerequisites
- You are in the leadership of the club.
Who may do this?
Every member of the leadership can read this. Whoever may manage a function changes deletion and periods in that area.
Step by step
Trips and camps
Health details and emergency contacts are deleted automatically immediately on withdrawal and otherwise after the end of the trip plus the set retention days (default 14, at most 90). Names and consents remain as proof of participation.
Child protection register
The note of inspection of the certificate of good conduct is deleted at the latest three months after the activity ends, immediately if it is not taken up. There is never a copy. Assignments lapse when a person leaves.
File storage
Deleted folders and files stay in the trash for 30 days and are then permanently deleted. From the 11th version the oldest one is dropped.
Finances and donations
Entries and audit notes in the non-profit assistant remain as club records; entries are reversed rather than deleted; ten years is typical, the club determines the period. The duplicate of the donation receipt is kept for ten years.
Minutes, elections and awards
Meeting minutes, resolutions and closed election minutes remain until the leadership or the organization deletes them (the club's period under association law). Awards remain as long as the person wants to keep them. Limited memberships become a regular departure on the end date.
Administration log and contracts
Entries in the administration log are kept for three years. The proof that the data processing agreement was accepted remains while the organization exists and afterwards until the end of the sixth calendar year.
You can find the feature here: /organisation/<verein>/verwalten
Common errors and solutions
- You want to delete something earlier.
- You can delete in the respective areas yourself. Observe statutory retention duties (for example the Fiscal Code) and your bylaws.
- Someone requests deletion or access.
- Data subjects have rights of access and erasure. For data the club keeps itself, the club is responsible; accounts are managed by the person themselves.
Good to know
- The periods come from the platform's deletion concept; periods under association and tax law are determined by the club. This is not legal advice.