Privacy Policy

Information We Collect

We collect account information, such as your name, email address, and authentication details, when you sign in or create an account. We also collect club data you enter into Clubby, including club names, member names, student IDs, email addresses, attendance sessions, check-ins, point records, and settings.

Google Forms Data

If you connect Google Forms, Clubby requests read-only access to the Google Forms you choose to connect. Clubby uses the scopes https://www.googleapis.com/auth/forms.body.readonly and https://www.googleapis.com/auth/forms.responses.readonly.

Data accessed from Google may include form metadata, form titles, form questions, question identifiers, response identifiers, response timestamps, and submitted answers. The submitted answers may include names, student IDs, email addresses, attendance responses, or other fields you added to the connected Google Form.

Clubby uses Google Forms data only to provide the connected form integration. This includes loading form questions, helping you map Google Form fields to Clubby member and attendance fields, importing responses into Clubby members, check-ins, and points, avoiding duplicate imports, showing import status, and helping you review or fix import errors.

Clubby stores the Google OAuth tokens needed to keep the integration connected, the connected form configuration, field mappings, raw responses, normalized responses, linked Clubby records, and import processing status. Clubby does not use Google Forms data for advertising, does not sell Google Forms data, and does not use Google user data to train artificial intelligence or machine learning models.

You can disconnect Google from Clubby at any time. Disconnecting removes Clubby's stored Google connection tokens and pauses Google Forms imports. You can also remove a connected Google Form from Clubby and choose whether to keep or remove imported Clubby records created from that form.

How We Use Information

We use your information to provide Clubby features, maintain your club records, process attendance and member imports, troubleshoot issues, prevent abuse, improve the product, and communicate important service updates.

How We Share Information

We do not sell personal information. We may share information with service providers that help us run Clubby, such as authentication, hosting, database, analytics, and infrastructure providers. We may also disclose information if required by law or to protect Clubby, users, or others.

Google user data is shared only with service providers needed to operate Clubby and provide the Google Forms integration. Clubby does not transfer Google user data to third parties for advertising, profiling, or unrelated purposes.

Data Retention

We keep information for as long as needed to provide Clubby, comply with legal obligations, resolve disputes, and enforce agreements. You may delete club data from within the product where supported or contact us for help with deletion requests.

Security

We use reasonable technical and organizational safeguards to protect information. No system is perfectly secure, so we cannot guarantee that information will always remain secure.

Children and Schools

Clubby is designed for club management. If you use Clubby for a school or student organization, you are responsible for making sure you have appropriate permission to enter and manage student information.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date above.

Contact

If you have questions about this Privacy Policy, contact us at support@clubbyup.com.