Privacy policy

01Scope and responsibility

This policy covers clubdojo.app, api.clubdojo.app and auth.clubdojo.app. ClubDojo is a club management service intended for adult account holders in the United States and Canada. The service operator’s formed legal identity, postal address and privacy contact responsibility must be published before commercial launch; see the prelaunch status. You can contact the team now at [email protected].

ClubDojo makes decisions about account administration, sign-in, security, its software billing and support. A club makes decisions about its member records, activities, communications and charges; ClubDojo processes those records on the club’s instructions. A club may have its own privacy notice. Our Club Agreement and Data Processing Addendum describe that relationship. Particular legal roles depend on the processing activity and applicable law.

02Information you and your club provide

• Account information: name, email, password hash, sign-in methods, account status, and records of age eligibility and the legal edition you acknowledge or accept. We do not store plaintext passwords.
• Profile information you choose: a photo, phone number, bio, skill level, gender and date of birth. A particular activity may need an eligibility detail, such as gender for a restricted competition; choosing not to provide it can prevent joining that activity.
• Club participation: memberships, roles, activity access, reservations, registrations, waitlists, competition participation, scores, substitutions, disputes, posts, photos and messages.
• Financial records: prices, currency, payment status, provider references, subscription and billing periods, hand-collected amounts owed or received, payment destinations, reference codes, member payment reports, settlement notes, credits, adjustments, repayment records and waiver reasons.
• Information from others: a club or family membership payer can enter an invitee’s email. Club administrators maintain membership and payment records; other participants can report scores or post content that concerns you. An invitation can be stored before the recipient has an account.
• Support: your request and the information needed to investigate it. Please do not send full card numbers, passwords, medical records or identity documents unless a specific lawful verification process requires an appropriate secure channel.

03Sign-in and technical information

Sign-in sessions record an IP address, browser user-agent and expiry. Server logs record technical events needed to operate and secure the service. When configured, error reporting can receive error details and technical context; unnecessary personal information should not be included in those reports.

If you choose Google or Apple sign-in, we receive the account details the provider supplies, such as name and email, and retain the technical credentials needed to maintain the connection. Google may supply a profile image. We do not receive your Google or Apple password. A passkey supplies a public-key credential; your biometric template is handled by your device or authenticator, not sent to ClubDojo. Two-factor authentication stores the protected verification material and backup-code information it requires.

Cloudflare Turnstile processes browser signals on protected forms to help detect abuse. If you use Google Places autocomplete while entering a club location, the address text you type is sent to Google to obtain suggestions. These providers’ own notices also govern their services.

Cookies and browser storage support sessions, preferences, authentication returns and safe retries of unfinished transactions. Some recovery records can contain a payment or credit adjustment note. See Cookies and Browser Storage for purposes, lifetimes and controls.

04Payment information

Online member-to-club payments are processed on the club’s connected Stripe account. Polar handles a club’s ClubDojo subscription. ClubDojo stores the amount, currency, status and references needed to match payment, subscription and refund events. The payment providers also process information for their own payment, fraud-prevention and legal responsibilities under their notices.

With hand-collected payments, the club receives money outside ClubDojo and records it here. We do not receive bank login credentials or observe that outside payment. We keep the payment destination and reference, what the member reports, what the administrator records, and the resulting balance and credit history. A settlement or credit note can contain personal information; clubs should keep it limited to the accounting purpose.

05Why we use information

• Provide accounts, club administration, reservations, memberships, activities, competitions and communications.
• Keep payment and credit records accurate, match provider events and resolve cancellations, disputes and support requests.
• Send account and operational messages, including verification, password reset, requested invitations, booking changes and existing balance notices.
• Maintain security, investigate abuse, diagnose faults, improve the service and satisfy legal obligations.

We do not sell personal information or use it for targeted advertising across unrelated services. ClubDojo’s club email tools are limited to operational communications under the Acceptable Use Policy; accepting these terms is not consent to a club’s marketing list.

Where consent is required, the organization responsible must obtain it for the particular purpose. Where another lawful basis applies, account or service processing does not become optional solely because it is described in this policy. We will explain the basis relevant to a privacy request rather than treating policy acknowledgment as blanket consent.

06Who sees information in a club

• Members: the directory can show names, photos, roles and club participation details. Competition participants and members can see appropriate standings, scores, substitute notes and shared club content. Email and phone visibility to peers follows the member’s contact-sharing choice for that club; joining a substitute pool does not by itself authorize extra contact sharing.
• Administrators: owners and authorized admins can see the records needed for their role, including relevant contact, membership and payment information. Activity-scoped admins have narrower access than club-wide admins. A roster role does not provide unlimited access to every member’s private billing data.
• Reservations: an ordinary member viewing another member’s resource reservation sees the slot as booked, rather than the booker’s name. The booker and appropriately authorized administrators have additional access.
• Family billing: covered adults have separate accounts. The payer and club can manage the shared membership and seats. This does not share passwords or make the payer the privacy representative for every covered adult.
• Public pages and links: public club pages disclose club details and published membership offerings. Posts, photos and descriptions can contain information their authors choose to share with an audience. Invitation, offer and media links can disclose information to someone who holds the link; do not forward a private link outside its intended audience.

Sharing controls cannot recall a copy another person has already downloaded or sent elsewhere. Report misuse to the club and to us. The club is responsible for its independent use of member information, subject to its agreement and applicable law.

07Providers and other disclosures

Providers receive only information relevant to their service. Their roles differ: some process on our or a club’s instructions, while payment and sign-in providers also have independent responsibilities.

• Cloudflare: network delivery and protection, Turnstile bot protection, and R2 storage of uploaded media.
• Resend: delivery of account and club email, including recipient information and message content.
• Stripe: connected club accounts, online member payments and related fraud, refund and dispute handling.
• Polar: ClubDojo subscription checkout, billing and payment records.
• Google and Apple: optional sign-in; Google also supplies optional address autocomplete.
• Sentry, if enabled: application error reports and relevant technical context. Its presence in the software does not mean every deployment sends reports.
• Hosting, database, backups and operational support: the actual providers, locations and safeguards must be confirmed in the launch provider schedule before this edition takes effect.

We may disclose information to comply with a lawful requirement, investigate abuse, protect people and the service, or support a business transaction subject to appropriate confidentiality and privacy safeguards. We do not treat a possible business transfer as permission to disregard existing privacy obligations.

US and Canadian users’ information may be processed outside their home country and may be subject to lawful access in the processing country. We must document the actual locations, contracts and required safeguards before launch. This preview does not promise storage exclusively in either country. The Data Processing Addendum addresses the club relationship.

08Retention, account deletion and retained records

We retain information for the service purpose, the club’s lawful instructions, security, dispute handling and applicable recordkeeping duties, then remove or de-identify it when those purposes no longer justify retention. Different records need different treatment. The launch review must approve and operationalize the category-specific retention and backup schedule; this preview does not invent a single duration for all information.

Canceling a club’s software subscription does not automatically delete its data. That is separate from deleting a club or requesting erasure, and is not a promise to keep an inactive club forever.

Self-service account deletion removes the account and associated profile, sign-in methods, memberships and many participation records. It first cancels memberships the account pays for. It can be blocked by ownership that must be transferred, live or unresolved billing, pending payments or refunds, outstanding hand-collected dues, positive credit balances, or competition records that need review. Contact us if a blocker prevents closure; a product blocker does not determine the answer to a legal privacy request.

Some records remain. The club’s settled hand-collected payment and credit history can retain your name, account reference, amounts, activity details, settlement notes and adjustment reasons for accounting or dispute purposes. These archives currently remain with the club until a reviewed removal process or club deletion removes them. Club or activity photos and records provided for a continuing club can remain even when uploader attribution is removed. Accepted invitation records and payment providers’ records can also outlive an account.

Deletion from storage and backups is not instantaneous. Removal jobs, backup cycles, unresolved transactions and lawful retention exceptions can delay disposal. Retained information should be restricted to the purpose that requires it; if a backup is restored, completed deletion instructions must be reapplied. Ask us which categories remain in your case and why.

09Your choices and privacy requests

You can edit supported profile fields, choose contact sharing for each club, manage available notification preferences, review sessions and request account deletion from Account. Necessary account, security and transaction messages may still be needed to provide the service. Browser controls can clear local data, with the consequences described in the storage notice.

For access, correction, deletion, a copy of your information, withdrawal of consent where applicable, or a privacy complaint, email [email protected]. Identify your account or invitation and what you need; do not send a password. We will take proportionate steps to verify identity or representative authority, determine which organization is responsible, and respond under applicable requirements. There is no general self-service data-export tool; requests can be handled through support.

If a request concerns club-controlled records, we will coordinate with the club or explain how to reach the responsible organization. We may need to retain information for a lawful exception, protect another person’s rights or verify a request before acting. We will explain a refusal or limitation and any available review or complaint route. You can contact support to challenge our response.

US state and Canadian federal or provincial law may provide additional access, correction, deletion, portability, consent, appeal or complaint rights depending on the circumstances. We do not condition service on waiving applicable privacy rights or penalize a person for exercising them. You may complain to the privacy or consumer authority with jurisdiction, including the Office of the Privacy Commissioner of Canada or the relevant provincial authority where applicable.

ClubDojo does not change its practices in response to a browser’s Do Not Track setting. We do not sell personal information or use cross-context behavioral advertising, so there is no such sale or advertising use to opt out of through a Global Privacy Control signal. We will assess any additional signal-handling requirements before introducing a different practice.

10Security and reporting a concern

Safeguards include password hashing, expiring sessions, access controls, verified payment-provider webhooks, optional passkeys and two-factor authentication. Production connections use encryption in transit. Access and safeguards must be maintained and reviewed; no system can guarantee perfect security. We do not claim an unverified certification or guaranteed incident-response time.

Report suspected unauthorized access or disclosure to [email protected]. We will investigate and make notices to affected parties and authorities where required by applicable law and our agreements. Do not include unnecessary sensitive information in a report.

11Children and family memberships

Accounts are restricted to people who are at least 18 and have reached the age of majority where they live. Family memberships cover eligible adults using their own accounts; ClubDojo does not offer guardian-managed child profiles. Clubs must keep identifiable junior records and consent arrangements outside this service. General descriptions of junior activities are allowed.

If you believe a child has an account or their personal information was submitted improperly, contact support. We will review the report and take appropriate steps to restrict access, remove information or coordinate a lawful resolution. Account age restrictions are not a claim that every piece of information an adult supplies about a child is regulated in the same way.

12Changes and contact

This page identifies its revision and version. We will preserve accepted editions and give affected users notice of material changes before they apply, with additional choice or consent where required. The prelaunch preview requires a new effective edition before commercial launch.

Privacy questions, requests and complaints: [email protected]. The formed operator’s identity and postal contact will be published with the effective version.