How we keep your data

Your first and last name help clubs identify the correct person, administer memberships and events, and respond if a safety incident occurs during a club activity.

We ask for your year of birth, not your full date of birth, so ClubCP and participating clubs can assess whether you meet age requirements, including whether an activity is limited to adults aged 18 or over. Your year of birth is not published on your public profile.

Your email address is stored with your account so you can sign in, recover access, receive service messages, and receive club communications that apply to you. A club may also require additional information, such as a phone number or emergency contact, for its activities. The form tells you when such information is requested.

ClubCP does not store your password as readable text. Your password is processed using a one-way password hash. Staff and club administrators cannot retrieve your original password. You should use a unique password and keep your login details private.

Member card and bank account details are handled by the payment provider and are not stored in ClubCP's database. ClubCP does not have access to your full card number or bank login details.

We do store transaction records needed to operate the service, such as the club, member, amount, payment status, provider, and transaction reference. Payment providers keep and process payment information under their own privacy and security terms.

Information shown on your profile follows your profile privacy settings. Club administrators may access information needed to manage your membership, bookings, and activities. Emergency contact information is intended for authorised club leaders when needed for a safety incident and is not displayed on your public profile.

ClubCP uses service providers for functions such as hosting, email delivery, payment processing, monitoring, and support. They may process limited information as needed to provide those services. ClubCP does not sell your personal information or use it to train AI models.

You are responsible for providing information that is accurate and current. False or incomplete information can make an age or safety assessment unreliable and may result in a booking, membership, or account being restricted or cancelled.

ClubCP and participating clubs may rely on the information you provide, but they cannot guarantee that user-submitted details are correct. Providing false information does not transfer responsibility for that misinformation to ClubCP or a participating club. This does not exclude responsibilities that cannot lawfully be excluded.

We use access controls and technical safeguards designed to protect personal information from unauthorised access, loss, misuse, or disclosure. No online service can promise absolute security.

Information is kept while it is needed to operate your account, provide club services, maintain transaction and security records, resolve disputes, or meet legal obligations. You can request account deletion, although some records may need to be retained for legal, financial, fraud-prevention, or legitimate operational reasons.

You can update most profile information from your account. To request access, correction, export, or deletion, or to raise a privacy concern, email support@clubcp.app. Please include enough information for us to identify your account and understand your request.

This explanation should be read with the Terms and Conditions. If our data practices materially change, this page will be updated.