Privacy Policy

This Privacy Policy explains how Clubloop, LLC ("Clubloop," "we," "us," or "our") collects, uses, discloses, and protects personal information when you use clubloop.com, the Clubloop mobile app, club administration and platform portals, and related services (the "Services"). If you use Clubloop through a club or organization, that club may also have its own privacy practices and notices.

1. Clubloop and Your Club

Clubloop provides a multi-tenant platform to subscribing clubs. A club generally decides which members and staff may use its workspace and how club records are used. Clubloop processes that information to provide and secure the Services. Each club's workspace is separated from other clubs. A person who belongs to more than one club has a separate membership and club-specific experience in each workspace.

2. Information We Collect

• Account and membership information: name, email, phone number, member number, account role, club memberships, household or dependent relationships supplied by you or your club, profile photo, birthday when provided, and account preferences.
• Club activity: event registrations, class and service reservations, waitlists, attendance, check-ins, service requests, guest passes, digital member-card activity, and related operational records.
• Content and communications: posts, comments, reactions, photos, chat messages, messages to a club inbox, moderation reports, blocked-user choices, and communications sent by a club through Clubloop.
• Location information: with device permission, precise or approximate location may be used for club geofences, arrival and departure detection, and member check-in. Background location is optional and can be disabled in device settings. Clubs may offer a manual or staff-assisted check-in alternative.
• Camera, photos, and media: content you choose to capture or upload for profiles, posts, chat, club branding, or other features. Clubloop does not access your photo library or camera without your permission and an action you initiate.
• Device and technical information: device and app identifiers, push-notification tokens, IP address, browser type, operating system, language, crash and diagnostic data, security logs, and feature interactions.
• Billing information for club customers: subscription plan, billing contact, invoices, payment status, and a payment-method token from Stripe. Clubloop does not store complete payment-card numbers.
• Website information: contact and signup form submissions, cookies required to operate the website (such as the session and security cookies used by our forms), and basic traffic and security information. Our website uses Google Analytics, which sets cookies to count visits and help us understand how the site is used; this data is aggregated and is not used for advertising.

3. Where Information Comes From

We receive information from you, your club and its authorized staff, CSV membership imports, the device and browser you use, and service providers that help us operate the Services. Your club is responsible for having the authority to provide member records to Clubloop.

4. How We Use Information

We use personal information to:

• create and authenticate accounts, connect people to the correct club, and apply role-based permissions;
• provide club feeds, events, reservations, classes, check-in, messaging, digital passes, service requests, and administrative tools;
• send requested transactional, push, email, or SMS communications and honor available notification preferences;
• personalize club-specific experiences and remember settings;
• detect abuse, filter objectionable content, investigate reports, enforce rules, and protect users and clubs;
• support customers, maintain reliability, troubleshoot, measure product performance, and improve the Services;
• process subscriptions and comply with legal, accounting, and contractual obligations.

5. How We Disclose Information

We disclose information only as needed for the Services, including:

• Your club and its authorized users: club administrators and staff can access information needed to operate their club. Other members see only content and profile information made available to them under the club's settings and your privacy choices.
• Service providers: providers supporting cloud hosting, authentication, databases, storage, push notifications, email, SMS, maps or geocoding, diagnostics, security, customer support, and payment processing. These currently may include Google Firebase and Google Cloud, Apple and Google app services, Stripe, SendGrid, and Twilio where the corresponding feature is enabled.
• Legal and safety purposes: when reasonably necessary to comply with law, protect rights or safety, investigate fraud or abuse, or enforce applicable agreements.
• Business transactions: in connection with a merger, financing, acquisition, reorganization, or sale of all or part of our business, subject to appropriate protections.

We do not sell personal information. We do not use member information for cross-context behavioral advertising, and the Clubloop app does not track you across third-party apps or websites for advertising.

6. Text Messaging and Mobile Consent

When a club has enabled text messaging, a member may choose to enroll in that club's texting program using the instructions displayed in Clubloop. Messages may include club announcements, reservation confirmations and reminders, schedule changes, check-in notices, and support replies. Message frequency varies. Message and data rates may apply. Members can reply HELP for help or STOP to opt out. Additional details are available in the Clubloop SMS Terms.

Mobile information and text-messaging originator opt-in data and consent will not be sold, rented, or shared with third parties or affiliates for their marketing or promotional purposes. We may disclose this information to service providers solely as necessary to deliver messages, operate and secure the texting program, or comply with law.

Clubloop LLC also operates a separate Clubloop Demo Texts program for its employees and authorized product testers. That program is not a shared sender for Clubloop customers; live customer texting programs use separately provisioned sender numbers and their own enrollment disclosures.

7. Social Content, Visibility, and Safety

Content shared in a club workspace may be visible to members or authorized staff in that club according to the feature and club settings. Members can report messages, profiles, posts, and comments, and can block other members. Clubloop and authorized club moderators may review reported content and related account information, remove content, restrict accounts, or preserve evidence when needed for safety, security, or legal reasons.

8. Your Choices

• Change notification, appearance, profile, privacy, and check-in preferences in the app where available.
• Manage camera, photo, notification, and location permission through device settings.
• Use the private-profile control to limit visibility to other members, subject to information your club must retain for administration.
• Block another member or report content from the applicable profile, post, comment, or message menu.
• Follow unsubscribe instructions in eligible communications. Replying STOP ends text messages from that club; essential account or service information may still be delivered through non-SMS channels.

9. Retention

We retain information while an account or club workspace is active and as reasonably necessary to provide the Services. Retention varies by record type and may reflect a club's operational needs, legal requirements, dispute and fraud prevention, safety investigations, financial recordkeeping, and backup cycles. When information is no longer required, we delete, de-identify, or isolate it from further use. Some club operational records, such as reservation, attendance, check-in, billing, audit, or safety records, may be retained by the club or in de-identified form after an individual account is deleted.

10. Account Deletion and Data Requests

Members can request deletion inside the Clubloop app at Profile Settings > Account Details > Delete Account. You can also contact privacy@clubloop.com. Deleting a Clubloop identity applies across all connected club memberships. We may ask you to verify your identity. Content may be removed or de-identified, while records that a club or Clubloop must retain for legal, security, fraud-prevention, financial, or operational reasons may be preserved with access restricted. Club administrators should contact Clubloop support for workspace-level export or deletion requests.

11. Security and International Processing

We use administrative, technical, and physical safeguards designed to protect information, including authentication, access controls, tenant separation, encrypted network transport, and security monitoring. No system is completely secure. Information may be processed in the United States and other countries where our providers operate, with protections appropriate to the processing and applicable law.

12. Children and Dependents

Clubloop is not directed to children under 13. A club may create or manage dependent records when it has obtained any required parent or guardian authorization. If you believe a child's information was provided without proper authorization, contact us so we can investigate with the club.

13. Privacy Rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of personal information, or to object to or restrict certain processing. Submit a request to privacy@clubloop.com. We may verify your identity and, when the request concerns club-controlled records, coordinate with the applicable club. You may appeal a response by replying to our decision. You may also contact your local privacy regulator.

14. Changes to This Policy

We may update this policy as the Services or legal requirements change. We will post the revised policy with a new effective date and provide additional notice when required.

14. Contact Us

Clubloop, LLC
820 W Danforth Road #735
Edmond, OK 73003
privacy@clubloop.com
help@clubloop.com