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Routine for cancelled memberships
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Description

Routine for when members contact us to cancel their membership.

  • Should we ask them why they want to cancel the membership?
  • Can we just delete them from Zynatic?
  • Do we need to keep any sort of information about them?

When established this should be documented on-wiki as a subpage of wmse:Medlemskap.

Event Timeline

Lokal_Profil updated the task description. (Show Details)Apr 5 2018, 7:28 AM
Lokal_Profil updated the task description. (Show Details)Apr 5 2018, 7:32 AM

Should we ask them why they want to cancel the membership?

If we are already in contact with them (to confirm that the membership was cancelled) then I would also include a question about why [because we want to find out what, if anything, we have been doing wrong].

Can we just delete them from Zynatic?

If they request deletion of their data (under PUL/GDPR) then yes we should delete them. We'll need to have a look to see how this affects the Fortnox connection before that is done.
If they are just requesting to have their membership cancelled then simply update the membership data and set Medlem t o m to the date the request was made. The data will then be kept until it is naturally scheduled for deletion per (Registerförteckning och rensningsrutiner).

Do we need to keep any sort of information about them?

Per the above answers. In short we need to check if all info can be deleted without affecting any "underlag" needed by accounting. For members who have never done any payments (i.e. they were imported from CiviCRM deletion should be straight forward.

Just noticed that our personuppgiftsbiträdesavtal specifies

Vid aktivt utträde raderas personuppgifterna utan dröjsmål.

so cancelling your membership should be interpreted as also requesting deletion of the data.

I've added some notes about this to the Zynatic routinesdocument. We should ensure that anything mentioned here is also captured there.

Lokal_Profil added a comment.EditedOct 23 2018, 8:07 PM

Can we just delete them from Zynatic?

Note that Swedish accounting laws requires us to save any invoices they've paid as these are matched against a revenue in our accounts. Thus these need to be exported before the member is deleted. The document on Rensningsinstruktion has more details of where the invoice should be saved