Privacy Policy

Last updated: February 2026

ClubHubPro ("we", "our", or "us") operates the clubhubpro.com website and the ClubHubPro platform (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our platform. Please read this policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

1. Information We Collect

Personal Data

When you register for an account, subscribe to a plan, or contact us, we may collect personally identifiable information, including but not limited to:

• Full name, email address, and phone number
• Club name, role, and organisation details
• Billing information such as payment card details (processed securely via Stripe — we never store full card numbers on our servers)
• Profile photographs and biographical information
• Member data you enter into the platform, including names, contact details, and membership records

Usage Data

We automatically collect certain information when you access or use the Service, including:

• IP address, browser type, operating system, and device identifiers
• Pages visited, time spent on pages, and navigation paths
• Referring website addresses and search terms
• Feature usage patterns and interaction data within the platform

Cookies

We use cookies and similar tracking technologies to enhance your experience on our Service. Cookies are small data files stored on your device that help us remember your preferences, understand how you use our platform, and improve our Service. You can control cookie preferences through your browser settings, though disabling certain cookies may affect functionality.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain the ClubHubPro platform and all associated services
• To process transactions, send invoices, and manage your subscription and billing
• To communicate with you, including sending service updates, security alerts, and support messages
• To personalise your experience and deliver content and features relevant to your club's needs
• To analyse usage patterns and trends so we can improve the platform, fix bugs, and develop new features
• To comply with legal obligations, enforce our terms of service, and protect against fraudulent or unauthorised activity

3. Data Storage & Security

We take the security of your data seriously and implement industry-standard measures to protect it. All data transmitted between your browser and our servers is encrypted using TLS 1.3. Data at rest is encrypted using AES-256 encryption. Our database infrastructure is hosted on Neon PostgreSQL with automatic backups and point-in-time recovery.

We enforce strict access controls internally. Only authorised team members with a legitimate business need can access customer data, and all access is logged and audited. We conduct regular security reviews and vulnerability assessments to maintain the integrity of our systems.

4. Third-Party Services

We integrate with carefully selected third-party services to provide the best possible experience. These services have their own privacy policies, and we encourage you to review them:

• Stripe — Payment processing. Stripe handles all payment card data and is PCI DSS Level 1 compliant. We never store full card numbers on our servers.
• Analytics providers — We use privacy-focused analytics to understand how users interact with our platform. Data is aggregated and anonymised wherever possible.
• Resend — Transactional email delivery for account notifications, invoices, and system alerts.
• Upstash — Redis-based caching and rate limiting infrastructure.

5. Your Rights Under GDPR

If you are a resident of the European Economic Area (EEA), you have certain data protection rights under the General Data Protection Regulation (GDPR). ClubHubPro is committed to honouring these rights:

• Right of Access — You have the right to request copies of the personal data we hold about you. We will provide this information within 30 days of your request.
• Right to Rectification — You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to Erasure — You have the right to request that we erase your personal data under certain conditions, such as when the data is no longer necessary for the purpose it was collected.
• Right to Data Portability — You have the right to request that we transfer the data we have collected to another organisation, or directly to you, in a structured, commonly used, and machine-readable format.
• Right to Object — You have the right to object to our processing of your personal data where we are relying on a legitimate interest, and there is something about your particular situation that makes you want to object to processing on this ground.

To exercise any of these rights, please contact us at hello@clubhubpro.com. We will respond to your request within 30 days.

6. Data Retention

We retain your personal data only for as long as is necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When you delete your account, we will delete or anonymise your personal data within 30 days, except where we are required to retain certain information for legal, accounting, or regulatory purposes (such as financial transaction records, which we retain for 7 years).

7. Cookies Policy

Our Service uses the following types of cookies:

• Essential cookies — Required for the platform to function correctly. These handle authentication, session management, and security. They cannot be disabled.
• Functional cookies — Remember your preferences such as language, timezone, and display settings to provide a personalised experience.
• Analytics cookies — Help us understand how visitors interact with our website and platform so we can improve the user experience. These cookies collect aggregated, anonymous data.

You can manage your cookie preferences at any time through your browser settings. Please note that disabling essential cookies may prevent you from using certain features of the Service.

8. Children's Privacy

Our Service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children under 16. If you are a parent or guardian and believe that your child has provided us with personal data, please contact us at hello@clubhubpro.com and we will take steps to remove that information from our systems. Where clubs store data about minor members, the club acts as the data controller and is responsible for obtaining appropriate parental consent.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top. If changes are significant, we will also send a notification via email or an in-app alert. We encourage you to review this Privacy Policy periodically.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, your personal data, or our data practices, please contact us:

• Email: hello@clubhubpro.com
• Website: clubhubpro.com/contact