Interim beta — pending legal review. This copy is a plain-English placeholder so you know roughly what you're agreeing to. Final, lawyer-reviewed terms will replace this before Klubby leaves beta, and we'll email you if anything meaningful changes.

Privacy Policy

This explains what Klubby does with your personal data. It's deliberately short and written in plain English — a lawyer-reviewed version lands before we leave beta.

What we collect

The email address you sign in with, any details you enter about your club (name, logo, committee members, module data), and a small amount of technical data (IP address, browser type) needed to run the service securely. We don't use tracking cookies for advertising.

Why we have it

We use your data only to run Klubby for your club: to sign you in, show you the right information, send transactional emails (invites, trial expiry), and keep the service working and secure. We don't sell your data and we don't use it to train AI models.

Who else sees it

We use a small number of trusted processors to operate the service:

Supabase — database and authentication (EU region).
Vercel — hosting.
Resend — transactional email.
Sentry — error monitoring (personal data stripped before sending).
Upstash — rate limiting.
Anthropic — AI text and document processing. When you use the assistant features (sorting transactions, reading a receipt image, reading a bank statement PDF), the relevant content is sent to Anthropic's API to be processed and a result returned. Anthropic does not use API data to train its models and retains content for at most 30 days for safety review only.

Each of these has their own privacy terms. We don't share your data with anyone else.

How long we keep it

Your data stays in Klubby until you or another admin at your club deletes your club, at which point it's removed permanently within 30 days. Technical logs are kept for 90 days.

Financial data

If your club uses the Finance module, transaction records, receipts, and related financial data are retained for 6 years from the end of the financial year in which they were recorded. This is required by UK law (HMRC record-keeping rules for clubs and unincorporated associations). After 6 years, financial records are deleted permanently. Deleting your club account before that period has elapsed will remove your access, but we are required to keep the underlying records for the full statutory period.

Federation linking

If your club is part of a federation or league that uses Klubby, you can link to them — either when you create your club (via the federation picker in the sign-up form) or later in Settings → Federation.

When a link exists, the federation can see: your club's name, the list of Klubby modules you have switched on, and the timestamp of when the link was created. That is all. They cannot see anything inside those modules — your transactions, member records, meeting minutes, uploaded files, or any other data your club holds in Klubby stays private to your club.

To end the data-sharing relationship, go to Settings → Federation and remove the link. This deletes the federation link record immediately and the federation can no longer see your club in their dashboard.

Your rights under UK GDPR

You can ask us for a copy of your data, ask us to correct or delete it, ask us to stop using it, or ask us to hand it over in a portable format. Email the Klubby team and we'll action the request within 30 days. You can also complain to the ICO (ico.org.uk) if you think we've got something wrong.

Questions

Contact the Klubby team directly for anything else.