Privacy Policy
Last Updated: August 2023
1. Introduction
Welcome to Clubware UK ("we," "our," or "us"). We are committed to protecting your privacy and the privacy of your customers. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our software platform designed for Gyms, Health Clubs, and Spas throughout the United Kingdom.
Please read this Privacy Policy carefully. By accessing or using our platform, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy.
2. Information We Collect
2.1 Business Information
We collect information about your business including your business name, address, contact details, business registration details, VAT number (if applicable), and financial information necessary to provide our services.
2.2 Personal Information
We collect personal information about you and your staff members, including names, email addresses, phone numbers, and job titles.
2.3 End Customer Information
Through your use of our platform, we process information about your end customers including their names, contact details, membership details, payment information, and attendance records.
2.4 Payment Information
Our platform uses Stripe Connect to process payments. While we do not store complete payment card details, we do receive and store payment identifiers and transaction information from Stripe.
2.5 Usage Data
We collect information about how you use our platform, including log data, device information, IP addresses, and cookies.
3. How We Use Your Information
We use the information we collect for various purposes, including:
- Providing, maintaining, and improving our platform
- Processing payments and charges
- Communicating with you about your account, updates, or promotional offers
- Responding to your inquiries and providing customer support
- Ensuring the security of our platform
- Complying with legal obligations
- Analyzing usage patterns to enhance user experience
4. Payment Processing
We use Stripe Connect as our payment processor. When you process payments through our platform:
- Payments from your customers are processed directly through Stripe
- Our platform charges a 6% Platform fee on transactions
- End customers' payment information is handled directly by Stripe and is subject to Stripe's privacy policy
- Customer payments appear as charges from your business, not from Clubware UK
For more information about how Stripe processes personal data, please visit Stripe's Privacy Policy.
5. Data Sharing and Disclosure
We may share your information in the following circumstances:
- With third-party service providers who assist us in operating our platform
- With Stripe for payment processing purposes
- In response to legal requests or to comply with applicable laws
- To protect our rights, privacy, safety, or property
- In connection with a merger, sale, or acquisition of all or part of our company
We do not sell or rent your personal information to third parties for marketing purposes.
6. Data Retention
We retain your information for as long as necessary to provide you with our services and for legitimate business purposes, such as maintaining the performance of our platform, making data-driven business decisions, and complying with our legal obligations.
7. Data Security
We implement appropriate technical and organizational measures to protect the information we collect and process. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
8. Your Rights
Under UK data protection laws, you have rights regarding your personal data, including:
- The right to access your personal data
- The right to rectify inaccurate personal data
- The right to request erasure of your personal data
- The right to restrict processing of your personal data
- The right to data portability
- The right to object to processing
To exercise these rights, please contact us at support@clubware.uk.
9. End Customer Data
As a data processor for your end customer data, we will:
- Process such data only on your documented instructions
- Ensure that persons authorized to process the data have committed to confidentiality
- Assist you in responding to requests from your customers to exercise their rights
- Assist you in ensuring compliance with security, breach notification, and impact assessment obligations
10. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our platform and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.
11. Children's Privacy
Our platform is not intended for children under the age of 16, and we do not knowingly collect data from children.
12. International Data Transfers
Your information may be transferred to and processed in countries other than the country in which you reside. These countries may have data protection laws that are different from the laws of your country. We ensure that adequate safeguards are in place to protect your data when it is transferred internationally.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.
14. Contact Us
If you have any questions about this Privacy Policy, please contact us at support@clubware.uk.