Where your data lives, and who can see it
This page is written for the person who has to defend the decision in a board meeting. It describes how Club Base Cloud is actually built — not what we would like it to be. Where something is not finished, it says so.
Your club gets a database of its own
Club Base Cloud is not a shared platform where every club is a row in the same table. Each club gets its own database under its own address. In data protection terms your club is the controller and we are the processor acting on your instructions — the same relationship you already have with your accounting software.
Donors are separated by a wall, not by a permission
Donor data lives in a second database with its own connection and its own role circle — also separated per club. The office's session cannot reach it. This is not a checkbox somebody might accidentally clear: an automated test creates two clubs and fails the moment one can see the other's donations. Delete a club and its donor database goes with it.
Bank details are stored encrypted
The IBAN on a SEPA mandate and a donor's postal address are encrypted at rest. The server can read them, because the direct debit file and the donation receipt need them. A stolen dump is therefore not a list of accounts. The interface shows only the last four digits.
The direct debit file is never public
A generated SEPA file carries the IBAN of every collectable member. It sits on its own storage, separated per club, that is never served over a URL; it is downloaded through the admin panel, where the role has already been checked.
Your money never touches us
Fees are collected to your account under your club's own creditor identifier, and donations go straight to your account. At no point is there a DigitAI account in between — which is also why we take no percentage: there is nothing to take it from.
Financial records are never deleted
Invoices are voided, not deleted; the number sequence stays gapless. A returned direct debit is reversed rather than removing the payment. An issued donation receipt never changes — the legally required duplicate (§ 50 (7) EStDV) is stored encrypted, and the software refuses any change to it. A resignation does not take the fee history with it either: accounting records must be kept for ten years under German law, so definitive erasure under GDPR is a separate, deliberate act.
What is not finished yet
The honest state as of 26 August 2026: there is no two-factor sign-in yet, no automated dunning run, and no importer for any particular legacy program — we will build that with the first club whose records we see. Proof that the generated direct debit file passes a bank's own schema check is still outstanding; so far it has been checked against the structure the rulebook describes and against our own test suite. Anyone joining as a design partner knows this in advance.
How you get your data back out
Members, fee categories, invoices, payments, mandates, dates and attendance all come with you as CSV per table. Donor data comes in its own archive, tied to the fundraising role — the separation survives the export. Free of charge, no notice period, no justification.
What your board will want in writing
A data processing agreement under Art. 28 GDPR, a list of sub-processors, a deletion policy and the hosting location. We put these on the table before the decision, not after. Ask early — a board that sees these papers late defers to the next meeting, and that is usually a quarter.
Where the servers are
For a pilot we agree the hosting location with you before anything is set up. Our own existing systems run on servers in Germany and Finland. If your board requires a particular country, say so in the first conversation — that is a matter of setup, not a redesign.
Who we are
DigitAI Solutions LLC is registered in Florida and run personally by Christian Weidtke. A US company is a fair question for a German club, and the honest answer is: the seat is in the United States, the systems run in Europe. Full details are in the legal notice.
Last updated 26 August 2026. Questions: hallo@clubbasecloud.com