Privacy Policy
Last updated: February 10, 2026
ClubCRM ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.
1. Information We Collect
Information You Provide
- Account information: Name, email address, password, organization name, and account type when you register.
- Contact data: Member and contact information you upload to ClubCRM, including names, emails, phone numbers, addresses, and custom fields.
- Campaign content: Email templates, campaign content, and images you create within the platform.
- Payment information: Billing details processed securely through our payment provider (Stripe). We do not store full credit card numbers.
- Communications: Messages you send to our support team or through the platform.
Information Collected Automatically
- Usage data: Pages visited, features used, actions taken, and time spent on the platform.
- Device information: Browser type, operating system, IP address, and device identifiers.
- Email tracking data: Open rates, click rates, bounce data, and delivery information for campaigns sent through ClubCRM.
- Website tracking data: If you install our website tracking snippet, we collect visitor page views, referrers, and geo-location data derived from IP addresses.
2. How We Use Your Information
| Purpose |
Data Used |
| Provide and maintain the ClubCRM service |
Account info, contact data, campaign content |
| Process transactions and billing |
Account info, payment information |
| Send service-related communications |
Account email |
| Deliver email campaigns on your behalf |
Contact data, campaign content |
| Generate analytics and reporting |
Email tracking data, website tracking data, usage data |
| Improve and develop new features |
Usage data, device information (aggregated) |
| Prevent fraud and ensure security |
Device information, IP addresses, usage patterns |
| Respond to support requests |
Account info, communications |
3. Data Sharing & Disclosure
We do not sell your personal information or your contacts' data. We may share information in the following circumstances:
- Service providers: We use trusted third-party services to operate our platform, including Amazon Web Services (email delivery), Stripe (payments), and analytics providers. These providers are contractually bound to protect your data.
- Legal requirements: We may disclose information if required by law, court order, or government regulation.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction. We will notify you of any such change.
- With your consent: We may share information when you explicitly authorize us to do so.
4. Data Security
We implement industry-standard security measures to protect your data:
- All data is encrypted in transit using TLS/SSL.
- Passwords are hashed using bcrypt and never stored in plain text.
- Access to production systems is restricted and monitored.
- We conduct regular security reviews of our codebase and infrastructure.
- Session management includes automatic timeout and regeneration.
While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.
5. Data Retention
- Active accounts: We retain your data for as long as your account is active.
- Closed accounts: After account termination, we retain data for 30 days before permanent deletion.
- Email tracking data: Open and click data is retained for the life of your account.
- Backups: Encrypted backups may persist for up to 90 days after deletion.
- You may request earlier deletion by contacting privacy@clubcrm.co.
6. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of your personal data.
- Export: Request your data in a portable, machine-readable format.
- Objection: Object to certain processing of your data.
- Withdrawal of consent: Withdraw consent where processing is based on consent.
To exercise any of these rights, contact us at privacy@clubcrm.co. We will respond within 30 days.
7. Cookies & Tracking Technologies
ClubCRM uses cookies and similar technologies to:
- Maintain your login session.
- Remember your preferences.
- Analyze platform usage and performance.
- Track website visitors when our tracking snippet is installed (on your website, not ours).
You can control cookies through your browser settings. Disabling cookies may affect platform functionality.
8. Email Recipient Privacy
When you send email campaigns through ClubCRM, we act as a data processor on your behalf. You are the data controller responsible for:
- Obtaining proper consent from your email recipients.
- Honoring unsubscribe requests promptly.
- Complying with applicable email marketing laws (CAN-SPAM, GDPR, CASL).
We process recipient data solely to deliver your campaigns and provide analytics. We do not use recipient data for our own marketing purposes.
9. Website Tracking & Visitor Privacy
If you install our website tracking snippet on your website:
- We collect visitor page views, IP addresses, and derived geo-location data.
- We use persistent identifiers (localStorage) to track returning visitors.
- We may link anonymous visitors to known contacts when they click email links containing identifying parameters.
- You are responsible for disclosing this tracking in your own website's privacy policy.
10. Children's Privacy
ClubCRM is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected data from a child under 18, we will delete it promptly.
11. International Data Transfers
ClubCRM is based in the United States. If you access our platform from outside the US, your data will be transferred to and processed in the United States. By using ClubCRM, you consent to this transfer.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the platform. The "Last updated" date at the top of this page indicates when the policy was last revised.
13. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, contact us at: