Privacy Policy — Clubware
Effective: 5 November 2025, 7:00 pm NZDT
Website: https://clubware.app/
Terms: https://clubware.app/terms
Contact: contact@clubware.app
This Privacy Policy explains how Clubware ("Clubware", "we", "us", "our") collects, uses, discloses, and protects personal information in connection with our multi‑tenant platform for clubs, coaches, and their members (the "Platform"). This Policy is designed to be clear and concise, and aligns with the New Zealand Privacy Act 2020. By using the Platform, you agree to this Policy.
1. Who we are and scope
- Clubware provides software tools that clubs use to manage members, payments, and communications.
- This Policy applies to:
- Clubs (our customers) and their personnel using the Platform; and
- Members (our customers’ customers) who interact with Clubs via the Platform.
- For most Member data, Clubs act as the data controller and Clubware acts as a processor/service provider. For our own account, billing, service, security, and website data, Clubware is the controller.
2. Personal information we collect
We collect and process the following categories of information:
- Account and contact data: name, email, phone number, role, login identifiers, and authentication data.
- Club configuration and content: club name, branding, agreement text, pricing/products, preferences.
- Member records (on behalf of Clubs): names, contact details, date of birth (where provided), guardian details, membership status, attendance/engagement signals, notes provided by Clubs, and Club agreement metadata (e.g., signature timestamps). Clubs determine what they collect.
- Payment metadata: payment intent IDs, statuses, amounts, last 4 digits/brand/expiry month/year tokens as returned by Stripe (we don’t store full card numbers). Refunds/chargebacks information is handled by Stripe and the Club.
- Communications: support emails, in‑app messages, notifications preferences, and consent settings.
- Technical data: app and device information, IP address, timestamps, usage events, diagnostic logs, cookies or similar technologies.
3. How we use personal information
We use information to:
- Provide, operate, and improve the Platform and related services;
- Authenticate users and secure accounts; detect, prevent, and investigate fraud, abuse, and security incidents;
- Process payments via the Club’s connected Stripe account and allocate platform/application fees;
- Provide support and communicate about service notices, changes, and updates;
- Fulfil legal obligations and enforce our Terms;
- Generate anonymised or aggregated analytics and statistics to improve and market the Platform (we don’t use personal information for third‑party advertising).
4. Our roles; Clubs’ responsibilities
- Clubs are responsible for having a lawful basis and obtaining all necessary consents to collect, use, and disclose Member personal information (including storing payment cards, phone numbers, and emails).
- Clubware processes Member data on behalf of Clubs and in accordance with Clubs’ instructions and our Terms.
5. Sharing and international transfers
We may share information with:
- Service providers/subprocessors that help us run the Platform: Stripe (payments), Cloudflare (hosting/edge), Koyeb (hosting), OneSignal (notifications), Sentry (error/performance monitoring), Resend (email). We may update this list from time to time.
- Authorities, regulators, or others where required by law, legal process, or to protect rights, safety, and security.
- Successors or affiliates in connection with a reorganisation, merger, or transfer.
Information may be transferred and stored outside New Zealand. Where we transfer information internationally, we take reasonable steps to ensure appropriate protections are in place (for example, using providers with suitable safeguards and contractual commitments).
6. Cookies and similar technologies
We use cookies and similar technologies to operate the Platform, maintain sessions, improve performance, and measure usage. You can control cookies through your browser settings; disabling some cookies may affect functionality.
7. Data retention
- We retain personal information for as long as necessary to provide the Platform, for legitimate business purposes (e.g., security, audits), and to comply with legal obligations.
- On termination, a Club may request a data export within 30 days; Clubware may, at its discretion, provide an export and may delete or anonymise data after a commercially reasonable period, subject to legal retention requirements.
8. Your rights
Under the New Zealand Privacy Act 2020, you may request access to and correction of your personal information.
- If you are a Member, please contact your Club first (as the controller) for requests related to your Club account or records. We may refer or coordinate Member requests with the relevant Club.
- You can also contact us at contact@clubware.app for requests relating to information for which Clubware is the controller (e.g., your login to Clubware, support correspondence, and website usage).
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner (www.privacy.org.nz).
9. Security
We implement reasonable technical and organisational measures to protect personal information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Children and guardians
Clubs may enrol minors. Where required, Clubs must obtain verifiable consent from parents/guardians and maintain appropriate records. The Platform supports electronic records and signatures in accordance with New Zealand’s Electronic Transactions Act 2002.
11. Changes to this Policy
We may update this Policy from time to time. The updated version will be posted at https://clubware.app/privacy and becomes effective when posted. We may, but are not obligated to, notify you of significant changes. Your continued use of the Platform after the effective date constitutes acceptance of the updated Policy.
12. Contact us
Questions or requests: contact@clubware.app