Privacy Policy

Last updated 6 Jan 2026

"Clubby" (hereafter referred to as "the Application") is developed by Double Click Development Ltd.. This Privacy Policy describes how Double Click Development Ltd. ("we", "us", "our") collects, uses, stores and protects personal data in connection with the Application, including when you:

• Visit the website https://clubbyapp.net or any website of ours that links to this Privacy Policy;
• Access the Clubby web application either through a web browser or as an installed Progressive Web Application ("PWA"); or
• Engage with us in other related ways, including via marketing, events and direct communication.

Questions or concerns? Reading this Privacy Policy will help you understand your privacy rights and choices. We are responsible for determining how your personal information is processed. If you do not agree with our policies and practices, please do not use the Application or related services. If you still have any questions or concerns, please contact us by emailing: hello@doubleclickdevelopment.com.

1. What data do we collect?

We collect the following categories of personal data:

• Personal Identification Information: email addresses and passwords for user accounts (passwords are stored only in hashed form and cannot be read or retrieved by us).
• Other Personal Data: name; phone number; email address; postal or billing address; date of birth; attendance history; and general free-text information.
• Technical and Usage Data: Internet Protocol (IP) address; login data; browser type and version; operating system; and device brand, family and model.

2. How do we collect your data?

We collect personal data using different methods, depending on the context:

Information you provide to us directly

You provide personal data directly when you:

• Register for an account by providing an email address and password;
• Use the Application to manage personal data associated with your account; or
• Interact with the Application, which collects technical data via error-monitoring tools for performance and debugging purposes.

Information provided by Staff Users about their Members

A core function of the Application is to allow users ("Staff Users") to manage their club memberships. In this context, the Staff Users act as the Data Controller, and we act as a Data Processor, processing personal data strictly in accordance with their instructions.

Staff Users are responsible for ensuring that they have a valid legal basis (such as consent or a contractual relationship) to collect and input their members' (Data Subjects) personal data using the Application. We collect and store this data as instructed, in accordance with a Data Processing Agreement in place with the Staff User or the organisation on whose behalf they act.

Information we collect automatically

When you use the Application, we automatically collect certain technical and usage data to ensure functionality and improve our service.

3. How will we use your data?

3.1. Purposes for processing

We collect and process personal data for multiple purposes:

Provide, improve and develop the Application

In the normal operation of the Application, personal data is used for:

• creating and maintaining user accounts;
• facilitating club administration and attendance tracking by Staff Users;
• linking user accounts with member accounts (only when initiated by the Member User or Staff User); and
• providing secure authentication and access control.

Maintain the stability and security of the Application

Both personal and technical data may be used to:

• perform analytics and debugging;
• monitor, diagnose and fix errors or performance issues; and
• comply with legal obligations.

3.2. Lawful basis for processing

We process personal data under the following lawful bases, as applicable:

Contract

Processing is necessary for the performance of a contract, including allowing you to register for the Application, create and manage a user account and access the Application's core functionality.

Consent

Where you have explicitly opted in, we process personal data for specific purposes including marketing communications. You may withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Legal obligation

Processing is necessary for compliance with applicable legal obligations, including:

• responding to lawful data requests and requests from public authorities; and
• complying with legally binding court orders or statutory requirements.

Legitimate interest

Processing is necessary for our legitimate interest in:

• developing, providing, securing, operating and improving the Application; and
• monitoring errors, performance and system stability.

In relying on this lawful basis, we have considered the purpose of the processing, its necessity and the potential impact on individuals' rights and freedoms. We have determined that, on balance, such processing is necessary and that these freedoms are not adversely impacted.

4. How do we store your data?

We use several, reputable Cloud Service Providers ("sub-processors") to security store and process personal data. The following is a comprehensive list of the providers used:

• Amazon Web Services (AWS): used for application hosting and data storage; processes application and personal data on our behalf as a Data Processor.
• Sentry: used for application error monitoring; processes technical and usage data for diagnostic purposes as a Data Processor.

4.1. Retention period

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected.

• Where processing is based on a contractual relationship between the Data Controller and the Data Subject, data will be retained for the duration of that contract.
• Where processing is based solely on the consent of the Data Subject, data will be retained until that consent is withdrawn.

When personal data is deleted, it is removed permanently and cannot be reconstructed.

5. Marketing

Where you have provided consent, we may send you information about our products and services that we believe may be of interest to you and, where applicable, those of our partner companies.

You may withdraw your consent and opt out of marketing communications at any time by emailing: hello@doubleclickdevelopment.com.

6. Children's data

The Application is not intended for independent use by children under the age of 16. However, we may collect personal data of children where such data is provided by a parent or guardian (for example, when enrolling a child in an event or activity). In such cases the Data Controller is responsible for obtaining and maintaining appropriate parental consent.

If we become aware that the personal data of a child has been provided to us without valid parental consent, we will take immediate steps to remove and delete that data from the Application.

7. What are your data protection rights?

Under applicable data protection laws, all Data Subjects have the following rights with respect to their personal data:

• The right to access: You have the right to request from us copies of all personal data we hold.
• The right to rectification: You have the right to request for us to correct any information you believe is inaccurate or incomplete.
• The right to erasure: You have the right to request that we delete your personal data where there is no overriding lawful basis for continued processing.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data.
• The right to object to processing: You have the right to object to our processing of your personal data.
• The right to data portability: You have the right to request that we transfer the data that we have collected to another organisation or directly to you.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us by emailing: hello@doubleclickdevelopment.com.

8. Cookies

8.1. What are Cookies?

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

8.2. How do we use Cookies?

We use cookies to keep you signed in and, where applicable, to improve your experience of the Application. No personal data is stored directly in cookies.

8.3. What types of Cookies do we use?

The application uses functional cookies to recognise you, keep you signed in and remember your previously selected preferences.

8.4. How to manage Cookies

You can set your browser to not accept cookies from some or all websites; see your browser help for guidance on how to do this. Disabling cookies may affect the functionality of the Application.

9. Privacy policies of other websites

The Application or the Clubby website (https://clubbyapp.net) may contain links or facilitate access to other websites, applications or services. This Privacy Policy applies only to the Application and this website. You should review the privacy policies of any third-party sites you visit.

10. Changes to our Privacy Policy

We may update this Privacy Policy from time to time, including to reflect changes in legal requirements or updates to the Application.

If changes materially affect you or how your personal data is processed, we will make reasonable efforts to notify you in advance, including by email where appropriate.

The date of the most recent update is shown at the top of this document.

11. How to contact us

If you have any questions about this privacy policy, the data we hold on you, or you would like to exercise your rights (see section 7), please do not hesitate to contact us by emailing: hello@doubleclickdevelopment.com.

12. How to contact the appropriate authority

If you wish to raise a complaint or believe that your concerns have not been adequately addressed, you may contact the Information Commissioner's Office (ICO), the UK supervisory authority for data protection matters.