Use “We Miss You” Card Campaign to offer former members a respectful way to reconnect without assuming that they want to rejoin.
Where this idea came from
Playbook entry
E-127 · “We Miss You” Card Campaign
Theme
Theme 2: Engagement & Belonging · Subtheme 8: Past Member Re-Engagement
Source material
Current playbook index title and category plus an internally authored detailed-guide draft
Initiative-specific development wave
How this draft was developed
These sources support general principles for voluntary Rotary reconnection and purpose-limited use of contact information; they are not an endorsement of the named “We Miss You” Card Campaign or authority to contact any former member.
Primary references consulted
Rotary Clubs(Rotary International) Used for: Rotary provides a voluntary route for people whose circumstances have changed to rejoin a former club or find another club.
Read the Australian Privacy Principles(Office of the Australian Information Commissioner) Used for: Where the Australian Privacy Principles apply, use of personal information for a secondary purpose and direct marketing require an applicable basis and relevant safeguards.
Chapter 6: APP 6 Use or Disclosure of Personal Information(Office of the Australian Information Commissioner) Used for: Personal information should not be reused or disclosed beyond the understood purpose without an applicable basis.
Candidate District material consulted
These records remain draft evidence and still need a human source decision.
Club Playbook - Theme 2 Candidate record 78 “We Miss You” Card Project provides the related handwritten-card, warmth, no-recruitment and social-invitation concept. It is not a literal current-title match and does not supply contact authority, exclusions, household privacy, response, no-pursuit or data-closeout controls.
Theme 2 source-assurance wave
What has been checked
3 current primary pages used by this guide were reopened on 9 August 2026.
3 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.
See each source's scope and limit
Rotary clubs Supports: The 12 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping. Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Read the Australian Privacy Principles Supports: The 2 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping. Does not establish: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the actual circumstances.
Chapter 6: APP 6 Use or Disclosure of Personal Information Supports: The 21 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping. Does not establish: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the actual circumstances.
What still needs a person to confirm
Confirm the member, prospective-member, past-member and community needs, preferences and consent that the local design assumes.
Confirm which privacy, safeguarding, incorporated-association, charity, work health and safety, food, liquor, copyright, licensing, screening and other duties apply to the club and the activity.
Test accessibility, cultural safety, belonging, language and alternative participation routes with affected people and recognise First Nations cultural authority rather than inferring suitability from the guide.
Confirm every local fact, starting point, cost, role, current service contact, measure, stopping condition and platform capability before the club decides to proceed.
Confirm the authority and current scope of each primary source, resolve login-gated or moved-page references and keep any candidate District material attributed and unapproved until its source decision is made.
The source-verification release gate remains closed.
Checks still on hold
The club must approve the contact purpose, privacy basis, eligible cohort, exclusions, message, response service and deletion controls.
No person may be contacted through an uncertain source, after a no-contact choice or where a complaint, safety matter or sensitive circumstance makes the approach unsuitable.
The card cannot seek membership, money, an explanation or publicity, and silence cannot trigger another approach.
The privacy obligations that apply to the club must be confirmed locally; this guide does not determine legal coverage or authorise contact.
Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.
What could this idea change?
It helps more people feel known, valued and able to take part in ways that work for them.
It may suit: Former or less-connected members, and the club members reaching out to them.
Could this work in our club?
Consider “We Miss You” Card Campaign when past members may value news, friendship or a limited service opportunity but have not been offered a suitable route back.
A small, verified contact group with a clear relationship to the club and no current no-contact, complaint, safety or legal restriction.
A brief handwritten or signed message that carries no membership form, donation request, promotional insert or assumption about the person's circumstances.
A club able to offer an easy no-contact response and close the contact record promptly when there is no reply.
Before you start
A board-approved contact purpose, eligibility rule, privacy assessment and exclusion process covering no-contact choices, complaints, safety matters and uncertain addresses.
A current address obtained through an authorised source, with the source, verification date and permitted use recorded without copying unrelated former-member data.
A plain message and neutral envelope reviewed for privacy, warmth, accessibility, cultural fit and freedom from recruitment, fundraising and membership pressure.
A named response contact, correction and no-contact pathway, secure fulfilment method and deadline for deleting working lists and undelivered-address notes.
At the end: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether “We Miss You” Card Campaign will change, continue or stop.
Made for this initiative
Tailored supporting documents
These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.
01
Former-Member Contact Authority and Exclusion Check
Decide whether each proposed card can be sent without reopening risk or disregarding a contact choice.
