Digital Feedback Portal

What could this idea change?

It gives the club a clearer view of people's experiences before decisions are made, including feedback that informal conversations can miss.

It may suit: The people whose experience the club needs to understand, especially voices that are not often heard.

A simple way to start

1. Map current feedback channels and failures, define the service purpose, accepted categories, urgent exclusions, non-digital alternatives, service times and decision owners. Who could lead it: Portal service owner and secretary
2. Complete a data and risk design covering fields, optional identity, notices, access, platform metadata, data location, retention, deletion, complaints, safeguarding and cyber incident response. Who could lead it: Privacy, governance and cyber reviewers
3. Select or configure the smallest suitable platform, establish club-controlled ownership, multi-factor authentication, least-privilege roles, backups, export and exit, and build accessible form and status pages. Who could lead it: Platform administrator and accessibility lead
4. Test with keyboard, screen reader, mobile, low bandwidth, plain language and real non-digital users; run privacy, security, acknowledgement, referral, outage and recovery scenarios before launch. Who could lead it: Independent testers and service owner
5. Operate a 90-day pilot, acknowledge submissions, triage by risk and authority, transfer protected matters safely, record decisions and respond through the contributor's chosen channel. Who could lead it: Triage team and decision owners

What should we look for?

• After 90 days, review Digital Feedback Portal. Look for representative participation, published themes, named actions and a report back on what changed, what did not and why.
• Every submission is acknowledged, triaged and either answered or transferred within the published service times, with overdue matters visible to the board.
• Keyboard, screen-reader, mobile, low-bandwidth and non-digital end-to-end tests pass before launch and after material changes.
• The portal records decisions and delivered improvements while retaining only the minimum information for the promised period.
• Uncontrolled administrator accounts, missing multi-factor authentication, lost referrals, unauthorised access, misleading anonymity and overdue deletion remain at zero.

Before we say yes

• Does it fit a real local need?
• Can people take part safely and fairly?
• Are the facts, permissions and Rotary branding right?
• Who will lead it, and when will we review it?