Keep Your Data Safe

Any of these tools might end up holding personal information about young people — names, contact details, maybe more. That's worth taking seriously, whatever software you're using. Here's the basics. 1. Secure the device. Whatever computer or laptop runs the software should have a password or PIN, and its storage should be encrypted — BitLocker on Windows, FileVault on a Mac. Both take a few minutes to turn on and mean the data is protected even if the device is lost or stolen. 2. Keep it updated. Install operating system and security updates when they're offered. Out-of-date software is one of the easiest ways in for anyone trying to access data they shouldn't. 3. Limit who has access. Don't share logins between staff or volunteers, log out or lock the screen when you step away, and only give access to people who actually need it for their role. 4. Back things up. Keep a separate backup of anything important, somewhere other than the same device — that protects you from theft, damage, or just a hard drive failing. My Backup Software is built for exactly this if you want a hand with it. 5. Know your responsibilities. Your club is responsible for using any tool — mine included — in line with data protection law (UK GDPR / the Data Protection Act 2018, or wherever you're based) and your own safeguarding policy. Free software doesn't change that responsibility, it just makes doing it properly easier and cheaper than the alternatives. 6. Have a plan if something goes wrong. Know who your club's safeguarding lead or data protection contact is, and tell them straight away if you think a device has been lost, stolen, or accessed by someone it shouldn't have been. None of this is complicated or expensive, and it takes far less effort than you'd think. It's also a big step up from what a lot of clubs are doing right now — a shared spreadsheet or a Word document with no protection on it at all.