Privacy policy

1. Data Controller

ClubSystem is responsible for processing your personal data. For privacy-related inquiries, contact us at: contact@clubsystem.app

2. What Data We Collect

When you register your club or use our services, we may collect:

• Registration data: Club name, address, contact email, phone number (optional)
• Account data: Username, password (encrypted), admin contact information
• Booking data: Customer phone numbers for SMS verification, reservation details
• Usage data: System logs, session statistics, feature usage analytics
• Technical data: IP addresses, browser type, device information, cookies

3. Purpose and Legal Basis

We process your data for the following purposes:

• Service delivery — providing booking system functionality, SMS notifications, account management (Legal basis: Contract performance, Art. 6(1)(b) GDPR)
• Pre-contractual activities — responding to trial registration, preparing quotes, scheduling deployment (Legal basis: Pre-contractual measures, Art. 6(1)(b) GDPR)
• Communication — responding to inquiries, customer support, service updates (Legal basis: Legitimate interest, Art. 6(1)(f) GDPR)
• System security — preventing fraud, ensuring service stability, troubleshooting (Legal basis: Legitimate interest, Art. 6(1)(f) GDPR)
• Legal compliance — fulfilling legal obligations, accounting requirements (Legal basis: Legal obligation, Art. 6(1)(c) GDPR)

4. Data Recipients

Your data may be shared with:

• Hosting providers — for server infrastructure and database storage
• SMS service providers — for sending verification codes and notifications
• Technical service providers — for system maintenance and support
• Legal authorities — when required by law or to protect our legal rights

We ensure all data processors comply with GDPR requirements through appropriate data processing agreements.

5. Data Retention

We retain your personal data for the following periods:

• Registration inquiries: 12 months from last contact
• Active accounts: Duration of service usage plus 30 days after termination
• Booking history: 24 months from reservation date for operational purposes
• Financial records: As required by law (typically 5-7 years)
• Technical logs: 90 days for security and troubleshooting purposes

After these periods, data is securely deleted or anonymized.

6. Your Rights

Under GDPR, you have the following rights:

• Right to access — request a copy of your personal data
• Right to rectification — correct inaccurate or incomplete data
• Right to erasure — request deletion of your data ("right to be forgotten")
• Right to restriction — limit how we process your data
• Right to data portability — receive your data in a structured format
• Right to object — object to processing based on legitimate interest
• Right to withdraw consent — where processing is based on consent, withdraw it at any time
• Right to lodge a complaint — file a complaint with your local data protection authority

To exercise these rights, contact us at contact@clubsystem.app. We will respond within 30 days.

7. Cookies and Tracking

Our website uses cookies and similar technologies to enhance your interactions with our website and services. This includes essential cookies for system functionality (authentication, session management) and analytics cookies (Google Analytics) for traffic analysis and improving our services.

By accessing our website and using our services, you agree to let us use cookies and similar technologies. You can control cookies through your browser settings, but disabling essential cookies may affect service functionality.

For more information about how we use cookies and how to manage your preferences, please refer to this Privacy Policy or contact us at contact@clubsystem.app.

8. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encrypted data transmission (HTTPS/TLS)
• Password encryption using industry-standard algorithms
• Regular security updates and vulnerability assessments
• Access controls and authentication mechanisms
• Secure backup procedures

9. International Data Transfers

Your data is primarily stored and processed within the European Economic Area (EEA). If data is transferred outside the EEA, we ensure appropriate safeguards are in place (standard contractual clauses, adequacy decisions).

10. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Significant changes will be communicated via email or prominent notice on our website.

12. Contact Us

For any questions or concerns about this Privacy Policy or our data practices:

Email: contact@clubsystem.app

Subject line: Privacy Policy Inquiry