A member leaves the club: archive, delete or erase?

Archive: the normal case

When someone leaves the club (moved away, stopped the sport, joined another club), do this:

1. Open their page from Contacts.
2. In the Actions block, click "Archive (left the club)", then confirm.
3. Several departures at once? Tick the members in the list, then Archive in the action bar.

Then Paak does the rest:

• The member disappears from the contacts list, team selections and the roll call, emails and reminders, and the headcount your plan counts.
• They stay in past sessions, match sheets, ratings and payments: your history does not lie.
• A running direct-debit for their fees is stopped: someone who left must not keep being charged.
• Their household no longer counts them: the household page lists current members, and their siblings' family discount is worked out without them.
• Their member area no longer offers to pay your club: any remaining balance is settled with you, or after reintegration.
• A grading can no longer be recorded for them while archived; their past grades stay readable.
• Their page stays readable under Contacts → Status: Archived, with the departure date.

Result: your lists only speak of current members, and nothing is lost. If they return, open their page and click "Reintegrate": everything resumes as before, memberships and teams included.

Delete: only an empty record

The Delete button stays available for one case: a record created by mistake, an import duplicate, a person who never had a session, a membership or a match sheet.

As soon as the member is part of the club's history, Paak refuses the deletion and tells you why: deleting them would remove them from those past sessions and match sheets, which would become wrong (a roll call of 11 present that now shows 10). The message offers "Archive instead" directly.

Only club administrators can delete a record.

GDPR erasure: anonymise, not erase the sessions

A member (or a parent) can ask for their data to be erased. Paak answers with an anonymisation: their identity and contact details are removed, and past sessions keep only an anonymous line. The club keeps an accurate history; the person is no longer identifiable in it.

• For a request the club receives, email contact@paak.club with the club and the member concerned.
• Without a request, Paak anonymises former members automatically two years after their last membership ended. Archiving a member also starts that clock.
• Payments are kept for the legal period, as accounting records, without identity.

Frequently asked questions