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Klubology Privacy Policy

We respect the privacy of all our users and of the Members of our users' Clubs and other organisations. We protect all personal data in line with both the UK Data Protection Act 2018 and the EU General Data Protection Regulations. You can find out more about the data we collect, how we use that data, and what rights you have.

What Personal Data We Collect

It may seem obvious, given that this site is all about storing Membership data securely, but we do collect and store a lot of personal data. This includes, but is not limited to, names, addresses, telephone numbers, email addresses, Club Memberships, financial information about payments, and preferences within Clubs. You also don't have to have a Klubology account to have data collected about you if you are a Member of a Club or organisation that we provide services to.

Our technology allows individual Clubs or organisations to specify and collect a wide range of personal data. We require that this information is collected in line with the relevant data protection legislation and is only collected as required for the running of the Club or organisation. If you think any data being collected is not required for the running of the Club or organisation then please get in touch.

How We Use Personal Data

Data protection legislation mandates that companies can only use personal data if there is a genuine reason to do so. We are no different even though we are in the business of collecting personal data. All the Clubs and organisations that use our services must also follow the data protection legislation. There are two tiers of data usage resulting from this, data used by us and data used by our customers.

If you have a Klubology account then we will use your personal data to allow you to use our services and carry out your business. We may send you messages by email, telephone, or by letter regarding your usage of our services. We may link your account with Memberships in Clubs and organisations based on your personal data. We use certain personal data to allow you to sign in to the website and reset your password if needed. We may also use your personal data for legitimate business reasons related to your use of our services.

Whether you have a Klubology account or not, your personal data may well be stored by us. This would be because you are a Member of a Club or an organisation (however informal) that uses our services. We may use that data in carrying out services as requested by our customers. For example we may contact you by email, telephone, or by post about your Membership or to send you Membership renewals or cards. This will always be at the request of our customers. We recommend that you look at the privacy policies of the Clubs and organisations you belong to.

Who We Share Data With

We, obviously, share your data with our customers. This is only where our customers (Clubs and organisations) have either already collected your data by you joining the Club or organisation, or when you have joined the Club or organisation through one of our services. As you might expect, our customers will be able to see the data they have collected about you and will be able to share it themselves with organisations mentioned in their privacy policies.

Again this might be obvious but, we share your data - at least your name and address - with postal services in order to deliver any Membership information that is required.

If required by any law or regulation, we may share your personal data with regulators such as the Information Commissioner.

How Long We Keep Data For

We only keep your personal data for as long as is strictly necessary. Once we do not need your personal data then it is deleted securely (securely shredded for paper records). We will, however, need to keep some data for longer than you might expect such as for corporate tax or financial purposes (HMRC requires 6 years of financial records to be kept). Other personal data may need to be kept for longer due to other legal requirements, but we will seek to minimise this time at every opportunity.

How To Request Your Data

If you think we may be holding your personal data then you may request that from us. Even if you have a Klubology account, another Club or organisation may have your personal data that hasn't been linked to your account. You should, in the first instance, communicate with the Club or organisation you believe has collected your personal data. If you do request your personal data from us then we will need to satisfy ourselves that you are who you say you are through some form of identity check. If you require the data to be posted to you then we may charge a fee for doing so in line with the Data Protection regulations (for example if securing the data will incur excessive administrative costs or if you are requesting additional copies).

To request your data from us, please get in touch using our contact page. We will then ask you for copies of documents to prove your identity and address (such as a Driving Licence, Utility Bill, or Council Tax Bill). If communicating electronically then you should use the same email address that is associated with your data.


Klubology Cookie Policy

Klubology uses cookies on the websites that it operates. The term 'cookies' can refer to a number of technologies that tag or hold small amounts of data. We only use cookies for absolutely necessary purposes without which the website would not function. As a result we do not need to ask for consent to use them.

Cookie Types

Session Cookies: These are temporary cookies that expire and are removed from your device when you close all your browser windows.

Permanent Cookies: These are long-lived cookies that are stored on your device and are not removed when you close your browser. They do get removed when they expire.

Cookie Usage

We use both Session and Permanent cookies to provide you with services available through the Website and to enable you to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these cookies, the services that you have joined this site for cannot be provided. We only use these cookies to provide you with those services. Specifically we do not use cookies to track you or to target adverts at you.


Klubology Terms and Conditions

1. Introduction

These terms and conditions, including the cookie and privacy policies, set out what we require you to agree to in order to use this website. If you do not agree with these terms and conditions then you should stop using the website. The use of 'we' or 'us' in these terms and conditions refers to Klubology.

2. Who We Are

The website is operated by Klubology. Its office is 6 Bramley Walk, Horley, RH6 9GB, UK.

3. Data Security

By using this site you agree to the collection and use of your data, and any data you control, in accordance with our privacy policy. You also agree to provide your own privacy and cookie policies as necessary on your own website.

The website keeps all members' personal data safe in an encrypted form and we do all we can to protect your data. To help us in this, you must not upload any viruses or malicious code, attempt to solicit or otherwise obtain login information, login to the site using an account you do not have permission to use, or use automated means of accessing the site without our permission.

Additionally, for the safety of everyone in general, you must not post unauthorised commercial communications (e.g. spam), engage in any unlawful behaviour, attempt to maliciously mislead any user or member, upload any content you do not have permission to upload, bully or intimidate or harass any user or member, post content of a threatening nature or that incites hate or violence or that is pornographic or gratuitously violent, or encourage any user to violate these terms and conditions.

4. Our Liabilities

We do not exclude or limit our liability for death or personal injury caused by our negligence. To the fullest extent permitted by law, we exclude all representations and warranties relating to this website and its contents, including in relation to any inaccuracies or omissions in this website; and exclude all liability for loss or damage arising out of or in connection with your use of this website. This includes, without limitation, direct loss, loss of business or profits (whether or not the loss of such profits was foreseeable, arose in the normal course of things or you have advised us of the possibility of such potential loss) and indirect, consequential and incidental damages. We will not be responsible for any loss or damage arising under or in connection with your use of this website or your use of, or reliance on, any of the content contained on this website. The above exclusions and limitations apply only to the extent permitted by law. None of your statutory rights as a consumer that cannot be excluded or limited are affected.

5. Protecting Rights

All intellectual property rights in this website, and the material contained on it, are owned or licensed by us. Klubology is a registered Trade Mark. All website design, text, graphics, their selection and arrangement, and all software compilations, underlying source code, software (including applets) and all other material on this website are copyright of Klubology.

As well as protecting your personal data and rights, we also need to protect others' personal data and rights. To this end you will not post content that infringes or violates someone else's rights or that violates the law. This means that you must not post any copyrighted content unless you have permission to do so, and you agree to fully indemnify the Club against any legal action taken by a third party over any item of content that you have uploaded to the website. You will also not post anyone else's personal information, including but not limited to identification documents financial records or contact details.

6. Your Account Information

If you register an account with us and are provided with a username, identifier, password, or other private information linked to your account, you must treat such information as confidential. You must not disclose it to any third party. We have the right to disable any user identification code or password, whether chosen by you or allocated by us, at any time, if in our reasonable opinion you have failed to comply with any of the provisions of these terms and conditions. We may cancel your account on this website or any service hosted on this website if you breach these terms and conditions or the customer terms and conditions for any service. If you suspect that your account has been compromised then please contact us immediately.

7. Termination and Disputes

We reserve the right to determine whether anything you have done has broken the letter or the spirit of these terms and conditions. If we decide that you have broken the terms and conditions then we reserve the right to ban you from logging into or accessing this website. We also reserve the right to block your access to this website in extreme circumstances.

You will resolve any claim, cause of action or dispute (claim) you have with Klubology arising out of or relating to this Statement or Klubology or the website exclusively in the United Kingdom, and you agree to submit to the personal jurisdiction of such courts for the purpose of litigating all such claims. The laws of the United Kingdom will govern this Statement, as well as any claim that might arise between you and Klubology, without regard to conflict of law provisions.

If anyone brings a claim against Klubology related to your actions, content or information on this website or elsewhere, you will indemnify and hold Klubology harmless from and against all damages, losses, and expenses of any kind (including reasonable legal fees and costs) related to such claim. Although we provide rules for user conduct, we do not control or direct users' actions and are not responsible for the content or information users upload or post. We are not responsible for any offensive, inappropriate, obscene, unlawful or otherwise objectionable content or information you may encounter on the website. We are also not responsible for the conduct, whether online or offline, of any user of the site.


This Statement makes up the entire agreement between yourself, Klubology and its website, and supersedes any prior agreements. If any portion of this Statement is found to be unenforceable, the remaining portion will remain in full force and effect. If we fail to enforce any of this Statement, it will not be considered a waiver. You will not transfer any of your rights or obligations under this Statement to anyone else without our consent. All of our rights and obligations under this Statement are freely assignable by us. Nothing in this Statement shall prevent us from complying with the law. This Statement does not confer any third party beneficiary rights. We reserve all rights not expressly granted to you. You will comply with all applicable laws when using or accessing this website. Your statutory rights are not affected by these terms and conditions.

These policies were last updated on the 30th April 2021.