TOPIC:

We would like to be able to send the meeting agenda email to people in our "guests" tab (in membership management) but I can see no way to tell FTH to include them from the Select Recipients dialogue box (see attachment).  Could this be possible in some way? We want to encourage guests to return for additional meetings.
 

Because of privacy laws we will not be allowing FTH servers to email the agendas to non members.

We cannot prevent a member from forwarding an agenda to a guest, but as per Toastmasters regulations you cannot.

If the non-member was added to our FTH website as a Prospect, and they "opted in" to be included on our FTH website, then wouldn't it be OK to send that non-member the meeting agenda without causing a non-compliance to the privacy rules?

Until a person has signed the Toastmaster's membership for they have not agreed not to misuse people's information.

ebmay01 wrote:

If the non-member was added to our FTH website as a Prospect, and they "opted in" to be included on our FTH website, then wouldn't it be OK to send that non-member the meeting agenda without causing a non-compliance to the privacy rules?

Non-members have also not signed a Membership Application which contains the agreement below.  Non-members essentially have not agreed to anything so exposing members names and potentially contact information is still a risk.  They may have opted into the website, but that does not provide any kind of agreement to lessen the risk that they behave badly to members.

Trust me, we have discussed these issues in depth.  None of this prevents you from emailing a PDF of your agenda to non-members, although we do not recommend that. (In that case, it is your responsibility and you have to deal with the potential consequences.)