Respond when a vendor asks for a group’s member list
Hold off on sending the list. First ask what the vendor plans to use it for. Then find out who in the group has the authority to share member contact details. Ask whether the organization’s name, mailing address and authorized contact are enough to locate the promotional record.
Answer the request in order
- Write down who asked, what they asked for and the reason they gave.
- Ask the vendor to explain the purpose in writing if the reason is vague.
- Look in the group's bylaws or member-records policy for who decides about sharing contact details. If nothing covers it, record the question as unresolved.
- Offer the smallest set of group-level details that fits the stated purpose.
- Send only what an authorized person has approved, or send a short holding reply.
An advertising change doesn't need a roster
A request about advertising sent to the organization should identify that organization record. Do not supply members' names or home addresses to support it. Ask why any extra details are necessary and whether the vendor can act using the group name, mailing address and an authorized contact. Authority over the group's record does not extend to members' personal mail.
Private decision record
Example for your own use. Replace the bracketed details and review what you share.
Take one question to the decision maker
Send the unresolved question to whoever the group's documents name, such as the board or the member-records holder. Include the vendor's stated purpose and the group-level alternative you offered. Write the answer in the record before you reply to the vendor.
Official source
Keep personal records with the organization that handles them
Junk Mail Magic is for ordinary unwanted advertising. Use the official contact route in this guide for records, account changes or someone else’s correspondence.
Compare removal routes