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Secure for the future: How Membership Management Software enhances your data security

Written by Andy Pearson

how membership management software enhances your data security title alongside cartoon of a locked up computer

If you run an organisation, you’ll know all too well that data security is a top priority. 

This is especially true for membership organisations that handle sensitive member information on a daily basis. 

With the increasing threat of cyberattacks and data breaches, it is crucial for these organisations to implement robust security measures to protect their members’ data. 

This is where membership management software comes into play. 

By using advanced security features and best practices, membership management software can enhance data security and ensure the confidentiality, integrity, and availability of member information.

So, how exactly does membership management software enhance your data security?

Secure online platforms

Membership software stands out with its secure online platforms. One of the key features of membership management software is the storage of data in the cloud. 

Unlike traditional methods that rely on spreadsheets and manual data entry, membership management software provides a centralised and secure database for storing member information. 

Traditional methods of data management for membership organisations run a higher risk of data loss, through not having a centralised data source, as well as a higher data leak risk through the sharing of data through email and communication channels.

Features like end-to-end encryption, two-factor authentication, and access controls ensure member data stays safe, reducing the risk of data breaches.

Centralised membership databases

Membership management software simplifies the handling of member details through a centralised database. 

This database is like a secure vault, allowing organisations to collect, store, and organise information in a structured and efficient way. 

Having a single source of data avoids inconsistencies that can occur when you store data in more than one place, benefitting both your organisation in terms of time saved and the experience of your members.

It also enables you to access the data you need from anywhere, on any device, allowing for greater flexibility.

Access management features also mean that you can easily remove access for people when they leave the organisation, and add access quickly for new administrators.

This means that you do not need to worry about old staff retaining access or having to manually delete copies they hold.

With access controls in place, only authorised personnel can access and update sensitive member data.

Secure payment processing 

The processing of any payments securely is critical to safeguard organisations and their customers against unauthorised transactions, account takeovers, and other fraudulent activities.

It is forecast that in 2024, £30.2 billion will be lost to card fraud, and 34% of merchants experience first party fraud globally. [1]

This is why, if you are considering taking payments, you need to consider security when choosing a payment processing system.

These systems are designed to comply with industry standards, making sure every financial transaction is secure through encryption and tokenisation. 

Furthermore, membership management software can automate the payment and renewal process, reducing the risk of human error. 

Saving card payment details securely within your management software to automate renewals also increases trust for your members, as they are not having to add their card details multiple times, which would open them to a higher risk of phishing scams.

Not only does this software protect card details, but it also offers members a smooth payment experience, making it easier for you to collect payments.

Role-based access controls

Recognising the need for tailored access, membership management software introduces role-based controls. 

This ensures that only authorised individuals have access to specific member data. 

By assigning different roles and permissions, organisations can control who can view, edit, or delete member information.

Role-based access controls are especially important in organisations with multiple staff members or volunteers who handle member data. 

By limiting access to sensitive information, organisations can minimise the risk of data breaches caused by internal threats or unauthorised access.

Furthermore, membership management software often provides audit logs and activity tracking features, allowing organisations to monitor and track changes made to member data. 

This provides an additional layer of security and accountability, ensuring that any unauthorised access or data modifications can be detected and addressed promptly.

Two-Factor Authentication

For further security layers, you should ensure that your membership management software offers two-factor authentication, to protect against cybercriminals who might steal, destroy, or access your data records for their own use.

Two-factor authentication requires any users logging in to the platform with a password to further verify their identity with an extra step.

This could be through an email or text verification, or through a verification app installed on the user’s smartphone.

Membership management software will contain a substantial amount of data about your organisation and its members, so to protect both them and yourself, having two-factor authentication is the safest option.

Secure communication channels

Effective communication is essential for membership organisations, but it must be done securely to protect member data. 

Membership management software ensures this communication is secure by offering robust and authenticated email and messaging systems

This guarantees that sensitive information, like account details or personal data, stays confidential and protected from unauthorised access.

Additionally, organisations can track and monitor communication history, ensuring that all communication related to member data is documented and logged. 

This provides a comprehensive record of every interaction with members and enhances transparency and accountability.

Data backup and recovery

Nobody likes the idea of losing data. To counter this fear, membership management software includes robust backup and recovery mechanisms. 

These typically offer automated data backup features, allowing organisations to regularly create secure copies of their member data. 

This means that even in the face of accidental data loss or system failure, organisations can quickly restore their data.

Compliance with data protection regulations

Membership organisations must comply with various data protection regulations, such as the General Data Protection Regulation (GDPR) in the European Union. 

This software typically provides tools for managing consent, data retention, and data subject rights. 

By using membership software that is designed with data protection regulations in mind, organisations can ensure that their data management practices align with legal requirements, minimising the risk of regulatory penalties and reputational damage.

Ongoing support and updates

The journey with membership management software doesn’t end after implementation. Vendors consistently provide support and regular updates. 

These updates include security patches, bug fixes and new features, actively addressing any emerging security threats to ensure that organisations stay ahead.

These updates may include security patches, bug fixes, and new features designed to enhance data security.

In essence, membership management doesn’t just provide a secure space for data, but also the tools needed to navigate the complexities of data security confidently. 

By doing all of the above, this software allows organisations to safeguard their members’ data and create a secure and seamless member experience.

At White Fuse, we’re here to help with our membership management software. 

We’ll help you strengthen your data security practices, reduce the risk of data breaches, and enhance member trust and confidence.

We’d love to chat with you about how we can help – don’t hesitate to get in touch with us!

[1] https://www.merchantsavvy.co.uk/payment-fraud-statistics/

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