Privacy Statement

We endeavour to treat personal and confidential organisation information with equal care and respect. To reflect this we are committed to upholding the statements below.

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How is your information used?

We use the information that we collect for a number of purposes:

• To better understand the needs of our customers and how we can improve our platform.
• To provide a service for clubs to manage their membership.

We collect only the personal information required to provide services to our customers and potential customers. This includes:

• Name
• Address
• Email address
• Phone number(s)
• Gender
• Date of birth
• Date of account created
• Sign in history

The clubs using our system can also ask for relevant information when you sign up, this will also be stored in our secure database, but can only be accessed by us (The Club Membership Platform), you and the club you signed up to. Other clubs using our platform will not be able to access any information that was requested by other clubs.

In addition to basic contact and account information, we also store records that relate to your participation in club and event activities. This may include:

• Membership subscriptions and payment history
• Shop and merchandise orders
• Event registrations, ticket purchases, and attendance records
• Event results, rankings, awards, qualifications, and certifications
• Roles held within a club (including volunteer or safeguarding-related roles where required by law)

This information is used solely to administer memberships, events, competitions, safeguarding obligations, and related services. We only collect and retain this information where it is necessary to provide these services or to meet legal or regulatory requirements.

We process personal data under the following lawful bases:

• Contractual necessity – to provide membership and club management services
• Legal obligation – including safeguarding, accounting, and regulatory requirements
• Legitimate interests – to operate, secure, and improve our platform and provide support
• Consent – where optional information is provided or where required by law

Where we seek to collect personal information through our website, we will be up clear and open about this. We will make it evident when we are collecting personal information and will explain what we intend to do with it.

When you provide personal information, we will enter and store it in our secure database and may use it to contact you to assist with any necessary technical support.

Your rights

Your personal information is owned by you. If you have any questions or issues with the way in which we are using your data you have the following rights:

• ​You can ask to see what data we hold on you (right of access)
• You can ask for information to be corrected
• You can ask to receive a copy of the data we hold on you (right to portability)
• You can ask us to delete any information we have about you (right to be forgotten)
• You can object to the way in which we use your information
• You can complain to the supervisory authority
• If you wish to enact any of these rights then you can do so by emailing hello@clubmembership.cloud

Retention and data storage

When we store data, reasonable measures are taken to protect personal information from access by unauthorised persons. This information will be stored, archived and backed up as part of internal systems which are hosted by cloud service providers.

When we do store information, we keep it for the following periods:

Personal data is retained for as long as an account remains active and for a reasonable period afterwards to meet legal, safeguarding, and accounting obligations. Data may be deleted earlier upon request, unless we are required by law to retain it.

Where else does the data collected go?

As a principle, we do not sell or share personal information with third parties for marketing purposes. Personal data is only shared where necessary to provide our services, and only with organisations that have appropriate data protection and security measures in place.

In the course of operating our platform, personal data may be shared with or processed by the following parties:

• Payment processing

  To process payments securely, relevant payment information is passed to Stripe. We do not store full card details on our systems.

• Affiliated clubs and governing bodies

  Personal data is shared with the club(s) you are affiliated with in order to manage membership, participation, safeguarding, and administrative obligations.
  Where a club is affiliated with a governing or regulatory body, relevant information may also be shared with that body in line with their requirements. Please refer to the individual club’s privacy statement for further details..

• Cloud service providers

  We use reputable third-party service providers to support the operation of our platform, including:
  • Dropbox for secure remote backups
  • Google Workspace for email and business communications
  Personal data is primarily stored and processed within the UK. Where data is processed outside the UK, appropriate safeguards are in place (such as approved contractual clauses) to ensure compliance with UK GDPR.

• Usage and analytics data

  We may share aggregated and anonymised information about the use of our platform with third parties for analysis and service improvement. This information does not identify individual users and cannot be used to identify a natural person.

• Technical support and development

  We use JAB Networked Solutions Ltd to provide software development, maintenance, and technical support services.
  Where necessary, this may involve access to systems containing personal data. Access is limited to what is required to perform these services and is subject to appropriate confidentiality and data protection obligations.

If you need more information, here's who can help:

Data Controller: Design UNLTD Limited, trading as Club Membership is a data controller and our contact is Matt Sanwell, 39A St Pirans Road, Perranporth TR6 0BJ hello@clubmembership.cloud

Data Protection Contact: Matthew Sanwell, 39A St Pirans Road, Perranporth TR6 0BJ dataprotection@clubmembership.cloud

Is this clear and easy to understand? Tell us what you think – hello@clubmembership.cloud