What This Policy Covers
This Privacy Policy explains how ClubVibe may handle information when clubs use the platform to manage leads, members, bookings, staff workflows, onboarding, communications, and related business operations.
It applies to ClubVibe websites, authenticated product areas, secure booking links, and related services connected to the ClubVibe platform.
Information Processed Through ClubVibe
Depending on how a club uses the service, ClubVibe may process account details, club profile information, member records, lead and prospect details, booking activity, staff records, onboarding information, verification records, communication history, uploaded files, and technical usage data.
That information may include names, contact details, appointment selections, notes, internal status fields, club configuration details, and records generated through workflows inside the product.
How Information Is Used
ClubVibe may use information to provide the service, secure accounts, operate bookings, support onboarding, send transactional communications, power workflow automations, maintain records, troubleshoot issues, and improve product performance and reliability.
Where AI-assisted features are available, they may use the information available in the relevant workflow to help generate suggested messages, follow-up content, or operational actions within the service.
Role of Each Club
Each club is responsible for the information it chooses to place into ClubVibe and for the communications it sends through the platform. That includes making sure it has the right to collect the information, the right to contact the relevant person, and the internal authority to allow staff to access the records stored in the workspace.
If you are a member, prospect, or staff person whose details were entered by a club, that club is usually the first point of contact for requests about the content, accuracy, or deletion of those records.
Messaging, Booking Links, and Automations
ClubVibe may send or support emails, text messages, booking links, reminders, and automated follow-up sequences at the direction of a club. It may also log delivery activity, message content, workflow timing, and booking responses so the club can see what happened inside the customer journey.
Clubs are responsible for deciding when to use those tools and for ensuring that their outreach, reminders, and automations are appropriate for the audience and lawful in the relevant market.
Service Providers and Infrastructure
To operate ClubVibe, information may be handled by infrastructure, hosting, authentication, messaging, email, analytics, support, and security providers that assist with delivering the service.
Provider relationships, hosting arrangements, and cross-border processing details should be documented and kept current as the commercial service matures.
Security and Verification
ClubVibe uses reasonable technical and organisational measures to protect the service, including account security features, verification flows, and access controls where available. No system can promise absolute security, so clubs should also use strong passwords, restrict internal access, and review their own operational processes.
Security logs, verification events, and related technical records may be retained where reasonably necessary to protect accounts, investigate issues, and maintain service integrity.
Retention and Deletion
Information may be retained for as long as reasonably necessary to operate the service, maintain account continuity, support legitimate business records, resolve disputes, meet legal obligations, and protect platform security.
Final retention schedules, deletion workflows, and customer export commitments should be confirmed in ClubVibe's production legal and operational documentation.
Cookies and Product Analytics
ClubVibe may use essential cookies or similar technologies for sign-in, session continuity, security, product preferences, and platform performance. If analytics or marketing technologies are enabled, they should be documented clearly and configured in line with the privacy requirements that apply to the service.
Clubs should also consider their own obligations if they use ClubVibe together with other advertising, CRM, or analytics systems.
Requests and Review
Privacy questions can be sent to ClubVibe using the contact details below. If the request relates to data that a club entered into the platform, the request may need to be handled with that club directly or in coordination with it.
This document is a product-specific draft and should be reviewed by qualified legal counsel before final production use. It is not legal advice and may need to be updated to reflect final provider lists, applicable laws, retention periods, and customer commitments.