From “we do our best” to “we can prove it”

What the law or decree requires

Since 1 February 2023 for every new adult staff member or volunteer in structural contact with minors, including anyone who supervises a sports activity. The extract may be at most one month old and the organisation may not keep a copy. From 1 January 2027 every three years, also for existing staff and volunteers.

How Membrix builds it in

A check record per coach and volunteer (date, who checked, valid until), never the document itself. A reminder and a signal at the expiry date, and no assignment to a youth group without a valid check.

What the law or decree requires

A duty of care for every sports organisation. Federations have a response protocol, an integrity contact person (API) and codes of conduct.

How Membrix builds it in

The club's integrity contact person is visible in the app, and every coach signs the code of conduct digitally at the start of the season. A reporting flow following the response protocol will follow in version 2.

What the law or decree requires

The codes of conduct from the decree govern contact outside training.

How Membrix builds it in

No one-to-one messages between an adult and a minor in the app. A parent or guardian is always copied in, and group messages go to players and parents.

What the law or decree requires

Belgium sets the age of consent for online services at 13 (Act of 30 July 2018). Below that age, the parent decides.

How Membrix builds it in

A child under 13 has a profile without a login and the parent acts on the child's behalf. From 13 there is an own login for the calendar and self-evaluation, with access for the parent.

What the law or decree requires

Authority remains joint. Towards third parties acting in good faith, each parent is deemed to act with the other's consent, and the parent without day-to-day custody keeps the right to information (Articles 373 and 374 of the Civil Code).

How Membrix builds it in

Both parents are listed as guardian by default, with the same information and notifications. A registration by one parent is valid and the other is notified. Exclusion is only possible on the basis of a court judgment that the club registers.

What the law or decree requires

Health data is a special category under the GDPR (Art. 9). You keep it no longer than necessary.

How Membrix builds it in

The medical form is visible only to the supervisors of that activity, with an audit log of who looked. Retention periods per type of data with automatic deletion, and a data processing agreement per club.

What the law or decree requires

For children up to 14 (21 with a severe disability), with an indexed maximum per day of care and per child (€17.30 for expenses in 2026). The national register number of the child and the payer is mandatory, and the club submits the certificates electronically via Belcotax-on-web before 1 March.

How Membrix builds it in

Certificates automatically per child, with the daily cap for the right year, and the Belcotax file for the club in one click. National register numbers are stored encrypted and used for this purpose only.

What the law or decree requires

Since 1 January 2026, VAT-registered businesses, including non-profits (vzw), send each other structured e-invoices. Not for private individuals, and with an exemption below €25,000 turnover.

How Membrix builds it in

Invoices to businesses, such as sponsorship and rentals, go via Peppol. Membrix also receives e-invoices from suppliers.

What the law or decree requires

In 2026 at most €44.02 per day and €1,760.83 per year, raised to €3,233.91 for sports trainers, instructors, coaches, youth sports coordinators and referees, among others. Non-profits (vzw) insure their volunteers for civil liability and inform them.

How Membrix builds it in

An allowance register per volunteer that monitors the daily and annual cap, an information note that is signed digitally and the insurance certificate per club.

What the law or decree requires

Distance selling gives a 14-day right of withdrawal and a duty to inform in advance. Leisure activities on a fixed date are an exception, but according to hub.brussels sport keeps the right of withdrawal.

How Membrix builds it in

Terms, cancellation policy and withdrawal information are shown before payment, and the confirmation is logged. The text can be set per offer, in consultation with the club.

What the law or decree requires

SEPA direct debit requires a mandate, a pre-notification and a refund right for the payer.

How Membrix builds it in

A digital mandate at registration, a pre-notification per collection, automatic retries and handling of refunds.