Privacy Policy

1. Introduction

Protecting your private information is our priority. This Privacy Policy applies to ClubForms ("ClubForms", "we," "our," or "us") and governs data collection and usage for our form processing and data collection services for clubs and organisations.

ClubForms provides services that enable clubs and organisations to create, distribute, and process forms for membership applications, surveys, event registrations, and other data collection purposes. By using our services, you consent to the data practices described in this policy.

If you don't want us to collect or process your personal information in the ways described in this policy, you shouldn't use our services. By using ClubForms, you acknowledge that we will use your information in the United Kingdom and any other country where we operate.

2. Information We Collect

ClubForms may collect and store personal information that you provide to us. This includes:

• Account Information: When you create an account, we collect your name, email address, and billing information.
• Form Data: Information submitted through forms created using our platform, including any personal data you configure your forms to collect.
• Usage Data: Information about how you use our website and platform, such as your IP address, browser type, pages visited, and access times.
• Technical Information: Information about your computer hardware and software, domain names, and referring website addresses.

If you purchase ClubForms' products and services, billing and payment information may be necessary to provide our services. We may gather additional personal or non-personal information that you provide to us.

Please note that ClubForms does not knowingly collect sensitive personal data unless specifically required for your form processing needs. You are responsible for ensuring that any sensitive data you process through our platform complies with applicable data protection laws.

3. How We Use Your Information

ClubForms collects, stores and uses your personal information to operate our services and deliver the functionality you have requested. We use your information for the following purposes:

• To provide, operate, and maintain our form processing services
• To process and store form submissions as configured by you
• To manage your account and provide customer support
• To process transactions and send related communications
• To improve and personalise our services based on usage patterns
• To communicate service-related updates and notifications
• To ensure security and prevent fraud
• To comply with legal obligations

ClubForms does not sell, rent or lease customer lists to third parties. We may share data with trusted partners to help perform statistical analysis, provide customer support, or improve our services. All such third parties are prohibited from using your personal information except to provide these services to ClubForms.

We may use aggregated, non-personal information to understand how our services are being used and to improve our platform. This data cannot be used to identify individual users.

4. Information Sharing and Disclosure

ClubForms may share your information in the following circumstances:

• Service Providers: With trusted third-party companies that help us operate our services (payment processors, analytics providers, etc.)
• Legal Requirements: When required by law or to protect our rights and safety
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Consent: When you have given explicit consent for specific sharing

We will not disclose your personal information without notice, except if required to do so by law or in the good faith belief that such action is necessary to:

• Conform to legal requirements or comply with legal process
• Protect and defend the rights or property of ClubForms
• Act under exigent circumstances to protect the safety of users or the public

When you use forms created through ClubForms, you are the data controller for the information collected, and ClubForms acts as your data processor. We only process data according to your instructions and applicable law.

5. Data Retention

ClubForms will retain your information only for as long as is necessary for the purposes set out in this policy, for as long as your account is active, or as needed to provide our services to you. We retain and use your information to comply with legal obligations, resolve disputes, enforce our agreements, and as otherwise described in this policy. If you close your account, we will delete your personal information except where we are required to retain it for legal or regulatory purposes.

6. Security of Your Information

ClubForms is committed to protecting your data. We use industry-standard security measures, including encryption and secure servers, to protect against unauthorized access, alteration, or destruction of your data.

When sensitive personal information is transmitted to our services, it is protected through the use of encryption, such as Transport Layer Security (TLS). However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

You are responsible for maintaining the confidentiality of your account credentials and for any activities that occur under your account.

7. Cookies and Tracking Technologies

The ClubForms website may use "cookies" to help personalize your online experience. A cookie is a text file that is placed on your device by our web servers. Cookies help us provide a better user experience by remembering your preferences and understanding how you use our services.

We use cookies for:

• Essential functionality (login sessions, form processing)
• Performance and analytics (understanding usage patterns)
• Security (preventing fraud and unauthorized access)
• User experience improvements

You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. Please note that disabling cookies may affect the functionality of our services.

8. Your Rights and Choices

As a UK-based service, ClubForms complies with the UK GDPR and Data Protection Act 2018. You have certain rights regarding your personal information:

• Right to Access: You can request information about what personal data we hold about you
• Right to Rectification: You can ask us to correct inaccurate personal data
• Right to Erasure: You can request deletion of your personal data (subject to legal requirements)
• Right to Restrict Processing: You can limit how we process your data
• Right to Data Portability: You can receive your data in a structured format
• Right to Object: You can object to processing based on legitimate interests

To exercise these rights, please contact us using the information provided in Section 14 below. We will respond to legitimate requests within 30 days.

9. International Data Transfers

ClubForms is based in the United Kingdom. If you access our services from outside the UK, your information may be transferred to and processed in the UK.

We ensure that international data transfers comply with UK data protection laws. We will only transfer personal information to countries that provide adequate protection or where we have appropriate safeguards in place.

By using our services, you consent to the transfer of your information to the United Kingdom and other countries where we operate.

10. Third-Party Services and Links

ClubForms may contain links to other websites or integrate with third-party services. These external sites and services are not under our control, and ClubForms is not responsible for their privacy practices.

We encourage you to review the privacy policies of any third-party websites or services you use in conjunction with ClubForms. We disclaim any liability for the privacy practices of third parties.

When you use forms created through ClubForms that integrate with third-party services (such as payment processors or marketing platforms), those services may collect additional information according to their own privacy policies.

11. Children's Privacy

ClubForms does not knowingly collect personally identifiable information from children under the age of 13. Our services are intended for use by adults and organisations. If you are under 13, you must have permission from a parent or guardian to use ClubForms. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

12. Your Responsibilities as a Data Controller

When you use ClubForms to create and process forms, you are typically the data controller for the information collected through your forms. This means you are responsible for:

• Obtaining appropriate consent from individuals whose data you collect
• Ensuring the data you collect is necessary and proportionate
• Complying with data protection laws applicable to your use case
• Responding to data subject requests regarding information collected through your forms
• Maintaining appropriate security measures for the data you control

ClubForms acts as your data processor, meaning we process data only according to your instructions and applicable law. You warrant that you have all necessary rights and permissions to process the data you collect through our platform.

13. Changes to This Privacy Policy

ClubForms may occasionally update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. We encourage you to periodically review this policy to stay informed of how we protect your information.

14. Contact Information

ClubForms welcomes your questions or comments regarding this Privacy Policy. For inquiries or concerns regarding ClubForms' privacy practices, please contact us: