Privacy Policy

Last updated: 12 July 2026

This Privacy Policy applies to custom club administration apps supplied by Clubdashboard.co.uk trading as Club Dashboard (“we”, “us” or “our”).

Our contact email is hello@clubdashboard.co.uk.

Our business address is:

5 Brayford Square

London

E10SG

1. Information we collect

Depending on how you interact with us, we may collect:

Contact information

  • Your name;

  • Email address;

  • Telephone number;

  • Job title or role; and

  • Club or organisation name.

Enquiry and onboarding information

  • Information entered into enquiry forms;

  • Details about how your club operates;

  • Your requested app features;

  • Class and staff structures;

  • Branding and design materials; and

  • Messages and correspondence with us.

Purchase and payment information

  • The package purchased;

  • Transaction status;

  • Billing details;

  • Subscription or renewal status; and

  • Payment-related correspondence.

Payments are processed by Stripe. We do not receive or store your complete card number.

Technical information

When you use our website or app, we may receive:

  • IP address;

  • Browser and device information;

  • Login and security records;

  • Website usage information;

  • Error and diagnostic information; and

  • Cookie information.

Club member information

Apps supplied to clients may contain information about children, parents, members, staff and emergency contacts.

When we host this information on behalf of a client, the client decides why the information is collected and acts as the data controller. We act as its data processor.

That processing is governed by a separate Data Processing Agreement and the client’s own privacy notice.

We do not use club member information for our own marketing.

2. How we use personal information

We may use information to:

  • Respond to enquiries;

  • Provide quotations;

  • Process purchases;

  • Build and configure apps;

  • Manage customer accounts;

  • Provide support;

  • Process yearly renewals;

  • Maintain the security of our systems;

  • Prevent misuse and fraud;

  • Keep accounting and tax records;

  • Improve our website and services;

  • Manage complaints or disputes; and

  • Send marketing where you have agreed or where the law otherwise permits it.

3. Our lawful bases

We process personal information where:

  • It is necessary to take steps before entering into a contract;

  • It is necessary to perform our contract with you;

  • We have a legal obligation;

  • It is necessary for our legitimate interests, such as providing support, protecting our systems and managing our business; or

  • You have given consent, including for certain marketing or non-essential cookies.

Where we rely on consent, you may withdraw it at any time.

4. Payments

Stripe processes payments made through our checkout.

Stripe may collect payment-card details, billing information and information needed to prevent fraud and process recurring payments.

Stripe’s own handling of personal information is governed by its privacy information and contractual arrangements.

5. Who we share information with

We may share personal information with providers that help us operate our service, including providers of:

  • Payment processing;

  • Website and form hosting;

  • App hosting and development;

  • Database and file storage;

  • Authentication and account access;

  • Email and customer communication;

  • Accounting;

  • Legal or professional advice; and

  • Security, diagnostics and technical support.

Our current providers may include Stripe, Systeme.io and Replit.

We may also disclose information where required by law, to protect legal rights or to respond to a valid request from a regulator or authority.

We do not sell personal information.

6. International transfers

Some suppliers may process information outside the United Kingdom.

Where a restricted international transfer takes place, we take reasonable steps to ensure an appropriate legal safeguard is used, such as an adequacy regulation, approved contractual clauses or the UK International Data Transfer Agreement or Addendum.

7. How long we keep information

We keep personal information only for as long as reasonably necessary.

As a general guide:

  • Unsuccessful enquiries may be retained for up to 12 months;

  • Customer, contract and transaction records may be retained for up to six years after the relationship ends;

  • Marketing information is retained until you unsubscribe or we no longer need it;

  • Support correspondence is retained for as long as needed to manage the account and resolve issues; and

  • Club member information processed on behalf of a client is retained and deleted in accordance with the relevant Data Processing Agreement.

We may retain information for longer where required by law or where necessary in relation to a dispute.

8. Security

We use reasonable technical and organisational measures intended to protect personal information.

These may include:

  • Controlled access;

  • Individual user accounts;

  • Password protection;

  • Multi-factor authentication on administrative accounts;

  • Secure service providers;

  • Backups where appropriate; and

  • Processes for responding to suspected security incidents.

No online system can guarantee absolute security, but we work to reduce foreseeable risks and respond appropriately to concerns.

9. Your rights

Depending on the circumstances, you may have the right to:

  • Ask for access to your personal information;

  • Ask for inaccurate information to be corrected;

  • Ask for information to be deleted;

  • Ask us to restrict how information is used;

  • Object to certain processing;

  • Receive certain information in a portable format;

  • Withdraw consent; and

  • Complain about how your information has been handled.

Some rights are subject to legal limitations and may not apply in every situation.

To exercise your rights, email hello@clubdashboard.co.uk.

If your request concerns child or member information held inside a club’s app, you should normally contact the relevant club first because that club is likely to be the data controller.

10. Marketing

We may send service-related communications necessary for your purchase, app or account.

We will only send promotional marketing where permitted by law.

You can unsubscribe from marketing at any time by using the unsubscribe link in an email or contacting us.

Unsubscribing from marketing will not stop essential service, payment or security messages.

11. Cookies

Our website may use cookies and similar technologies.

Necessary cookies help the website, forms and checkout function correctly.

Where we use non-essential analytics, advertising or tracking cookies, we will request consent where required.

You can manage available choices through the cookie banner or your browser settings.

12. Children

Our website and checkout are intended for adult club owners, administrators and staff.

We do not knowingly market directly to children.

Where children’s information is held in an app supplied to a club, we process that information only on behalf of the club and under the separate Data Processing Agreement.

13. Complaints

Please contact us first if you have concerns about how we use personal information.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

14. Changes to this policy

We may update this Privacy Policy when our services, suppliers or legal obligations change.

The latest version will be published on our website with its updated date.

15. Contact us

Club Dashboard
Email: hello@clubdashboard.co.uk