Privacy Policy

Depending on how you use the Services, we may collect:

• Account & profile information — name, email address, phone number, profile photo, and the Club(s) you belong to.
• Membership information — membership status, member number, category, and dues or renewal history.
• Workforce information (Workforce app) — employee profile, job title, department, schedules and shifts, time-clock events, availability, time-off requests, and, where enabled by your Club, approximate location used only at the moment of a geofenced clock-in to confirm you are on-site.
• Payment information — payments are processed by our payment provider (Stripe). We do not store full card numbers; we receive limited transaction details such as amount, status, and the last four digits.
• Content you submit — messages, announcements, acknowledgments, photos uploaded to galleries, documents, form submissions, and similar content.
• Communications data — mobile push notification tokens, and email and text message delivery status when you receive Club communications.
• Device & usage information — app version, device type, platform and operating system version, which pages of a Club’s website and which screens of the app are opened (counted with a random identifier kept in your browser or app; it is linked to your account only while you are signed in), and basic logs used to operate and secure the Services.

• Provide, maintain, and improve the Services.
• Authenticate you and keep your account and your Club’s data secure.
• Deliver the features you use — membership, events, news, menus, scheduling, time tracking, and payments.
• Show your Club how its website and app are used, such as visit counts, popular pages, and which members use the app.
• Send notifications and communications you or your Club have enabled (push, email, text message).
• Process payments and maintain related records.
• Provide optional AI-assisted drafting tools to Club administrators.
• Detect, prevent, and respond to fraud, abuse, and security incidents, and comply with legal obligations.

We do not sell your personal information, and we do not use it for cross-context behavioral advertising.

The Workforce app may request location access only to support geofenced clock-in, where a Club requires employees to be on-site to clock in. Location is checked at the time of that action and is used to confirm proximity to the workplace; the app does not track your location in the background. You can decline or revoke location permission in your device settings, though clock-in features that depend on it may not work.

We share information only as needed to run the Services:

• With your Club — administrators and authorized staff of the Club(s) you belong to can access information relevant to your membership or employment.
• With service providers (subprocessors) who help us operate the Services, under contracts that limit their use of the data, including: hosting and infrastructure, database/authentication/storage, payment processing, push notification delivery, and email and text message delivery.
• Optional integrations you or your Club enable — for example, posting selected content to a connected social media page, or AI-assisted content tools. These run only when enabled.
• For legal reasons — to comply with law, enforce our terms, or protect the rights, safety, and security of users, the public, or ClubWorks.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We retain personal information for as long as your account or your Club’s account is active, and as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. When information is no longer needed, we delete or de-identify it.

• Access, correct, or update your profile information from within the app or by contacting your Club.
• Manage notification preferences (push, email, text message) in the app or your device settings.
• Request access to, correction of, or deletion of your personal information. Because Clubs control their members’ and employees’ data, we may direct your request to the relevant Club or act on the Club’s instruction.
• Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA/CPRA. Contact us to exercise them; we will not discriminate against you for doing so.

We use administrative, technical, and organizational safeguards designed to protect personal information, including encryption in transit, encryption of stored secrets, and access controls that isolate each Club’s data. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

The Services are intended for use by Club members and staff and are not directed to children under 13 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.

Our apps may request permissions such as notifications (to deliver Club alerts), camera or photo access (to upload photos or scan a Club QR code), and location (for geofenced clock-in in the Workforce app). Each permission is used only for the stated feature, and you can manage permissions in your device settings.

We operate in the United States, and information we process may be stored and handled in the United States or other countries where we or our service providers operate. By using the Services you understand your information may be transferred to and processed in those locations.

We may update this Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Services after an update means you accept the revised Policy.

If you have questions about this Policy or your personal information, contact us at privacy@clubworks.org or through our support page.