We are in the process of switching to a new database management system called Very Connect. Members will receive an email explaining the pertinent points but here we bring you a fuller explanation on why we need a new system, and what it means for you.
The current set up and why it needs to be upgraded
Until now we have been operating with a number of different systems, none of which are interlinked.
1. Excel spreadsheets for the core membership and Trust in Killie data
2. Mailchimp for sending the regular updates,
3. Election Runner for project votes
4. Eventbrite for registrations for things like ‘On Board, In Person’ nights
5. Gocardless where members initially set up their direct debits
Each of these, apart from Eventbrite, have separate member email address lists which need to be individually updated for all changes to member data and status, and then reconciled frequently to ensure consistency.
All this background administration is a considerable workload for the Killie Trust committee. Removing the need for much of this work would free up committee time to help move the Trust forward in other ways.
Although we take regular backups of files, the data could still be vulnerable to things like hardware failure or file corruption on individual computers or other devices.
Also, in these days of strict data privacy and GDPR regulations, a stand-alone spreadsheet-based system does not deliver the required standard of security for member data.
The use of Excel, Mailchimp and Eventbrite are free to the Trust at present, although that may not always be the case in future as membership numbers increase. Election Runner incurs costs of c £80 per vote.
What will replace the current set up?
A list of core requirements for any new system was drawn up, and considerable research and trials undertaken of available off-the-shelf solutions. We eventually decided to go with a Glasgow-based platform called VeryConnect, which provides a membership database platform which can be customised and comes with built-in integration to Mailchimp and payment systems.
The system will deliver the following benefits for member administration:
• One central database of member data
• Built-in email and balloting functions
• No need to maintain separate mailing lists in Election Runner and Mailchimp
• Internet cloud based so can be accessed by all authorised committee members without the need to copy or download and distribute information for specific purposes.
• Secure service provider platform with frequent backups.
• Fully compliant with GDPR laws
• The link with the payment system ensures member data is captured as part of the joining up process.
• We''ll be able to run fundrasing projects, like season ticket donations with one off donations which will be available to members and non members.
The new portal also allows members to register and log in, enabling them to check and update their own personal and contact details, avoiding the need to contact the Killie Trust by email to request changes.
There are many other standard features which could be made available in future, including blogs, interest groups, an event calendar and the chance to read Trust documents stored in the system. These will be introduced gradually as and when appropriate. All of this will let us provide a much improved service to members.
But as you’d expect, professional systems like this don’t come for free. There is a one-off set-up cost (£xxxx), and like most software services these days, an ongoing monthly subscription (£xxx).
We believe the net cost represents good value for the degree of functionality and customisation Very Connect will offer us, compared to many of the other possible solutions we looked into, many of which cost a lot more but with limited customisation options.
Whilst we always strive not to spend funds on operating costs if we can avoid it, we can’t go on forever as an organisation with a six-figure annual income and more than a thousand members if that operation is being run from an Excel spreadsheet on someone’s personal PC.
Also, if we’re not able to streamline the workload involved here, we may have needed to employ a part-time administrator to look after this for us, which other trusts (such as The Well Society and Foundation of Hearts) already do. This system will set us up for the foreseeable future as regards membership records and all that they involve.
All of our membership data has now been uploaded from the spreadsheets into the new system and we are currently working with Very Connect on the final set-up of the live system and running our final checks and reconciliations of the data.
Not all functionality will be activated on initial roll out of the portal, as we want to ensure that the core membership functions are in good order first.
Members will soon be invited to log in and register. We will require everyone to do this to check their address and contact details, and update them if required.
You will also be able to set your preferences for contacts from the Trust and to add optional information to your Profile page.
Our policy relating to data collection and privacy has fairness at its heart and is never intended to cause objection or complaint and to that end if there is any dubiety we will not store your information. As a business we wish to stay in communication with your and keep you up to date with news, offers and updates on our product which you may find of interest, but we will only do this with your clear and specific consent.
KILLIE TRUST is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
KILLIE TRUST may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 13th Jun 2018
We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and offline.
Where we collect this information
As a business we collect data for a number of sources, but our data policy applies to all of the following including personal data collected at reception, check in, exhibitions, on and off-line competitions, guest questionnaires, online bookings, online communications, digital newsletter sign ups from websites and social media, shared promotions with partners and others not listed.
We confirm that unless specific consent is given by the user the information shared will not be stored beyond the purpose intended. If specific consent is given to use the information collected it will be stored securely and digitally encrypted and password protected.
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We undertake that third parties will only include businesses that support our business and your stay such as travel providers, visitor attractions, event providers and others directly related to our business offering.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us [email protected] as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
Our Website and In House Data Collection Policy
Our email collection policy is fully consent based and in entering your details clear consent is given by the user to receive future marketing materials from ourselves. The following information makes clear our policy on use of consent based email marketing and communications.
What we collect
We may collect the following information on a consent only basis:
â name and job title
â contact information including email address
â demographic information such as postcode, preferences and interests
â other information relevant to customer surveys and/or offers
What we do with the information we gather
The majority of the information we gather is required for contractual and legal purposes and to allow us to offer products and services as purchased.
When consent is given to use the information for marketing and communication purposes it is used for the following reasons:
â We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
â From time to time, we may also use your information to contact you using your provided email address for market research purposes.
Your information will never be shared with any third parties and at all times you have the right to unsubscribe permanently from our database with a simple click of the unsubscribe information at which time your details will be deleted from the mailing lists and removed from the database permanently with no archived records retained.
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We reserve the right to change these terms and conditions at any time by posting changes on the Web Site. It is your responsibility to review the Web Site terms and conditions to ensure you are aware of the latest terms and conditions. Your use of this Web Site after a change has been posted will be deemed to signify your acceptance of the modified terms and conditions. We recommend that you print off and retain for your records a copy of these terms and conditions from time to time and a copy of any terms and conditions relating to any product or service which you apply for online, together with any related application form completed and submitted.
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Every effort will be made to carry out the contract but its due performance is subject to cancellation by Killie Trust or to such variation as we may find necessary as a result of inability to secure labour, materials or supplies or as a result of any act of God, War, Strike, Lockout or other labour dispute, Fire, Flood, Drought, Legislation, or other cause (whether of the foregoing class or not) beyond the sellers control.
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