Clubtale Privacy Policy

DRAFT — not legally reviewed. Must be reviewed by a lawyer before publication. Version: 0.2 · Last updated: 2026-11-10

This policy explains how we collect, use and protect your personal data when you use the Clubtale mobile app and the clubtale.net website ("Clubtale" or the "Service").

1. Who we are

• Name: [Full name]
• Address: [address]
• Email: [email protected]

We are the data controller for the personal data described in this policy. [EU representative under GDPR Art. 27, if required: name and address.]

Information clubs enter: A club's admins can also enter information about people who have no Clubtale account. These include invitees, prospective members, speakers, dinner guests, the club's founders and past presidents, and members who have passed away. The club enters this information for its own purposes and is responsible for informing these people and, where needed, getting their agreement. Clubtale processes it only to provide the Service.

2. Data we collect

We do not track your location. We do not track you for advertising. We do not sell your data. The website uses no analytics or advertising cookies. Only two essential cookies are used, and only when you sign in to the web panel, to keep you signed in.

3. Details by feature

Location: Your device's location is read once, and only when you ask:

• For "clubs near me", it is sent only to run the search and is not stored.
• If a club admin taps "use my location", it is rounded to about 10 metres and stored only as the club's meeting place.

Map images load on your device directly from OpenFreeMap, which sees your IP address while doing so. Address suggestions come from komoot's Photon service through our server; Photon receives only the text you type.

Messages: Text and voice messages you send inside a club, one-to-one or in a group, are visible only to the people in that conversation. They are not end-to-end encrypted; they travel over encrypted connections and are stored on our servers. If a message is reported, the Clubtale team may review that message only. When you delete a message its text is erased permanently. If you delete your account, your messages stay with their recipients under "Deleted member". Voice messages are not transcribed and are not sent to any third party.

Birthdays and contact details: In Settings you choose who can see your phone number, email and date of birth: all members, admins only, or nobody. Birthday greetings and the club bulletin show only the day and month, never your age.

Polls: Unless the poll's creator chose a secret ballot, club members can see who voted for which option. In a secret ballot members see only the counts; the server still records who voted so that nobody votes twice.

Photo tags: Club members can tag who is in a photo by hand.

• We never use face recognition. We do not extract or store face data from photos.
• Tags are visible only to club members and never appear on public pages.
• You can stop others from tagging you in Settings, and you can always remove a tag of yourself.
• If you delete your account, your tags are deleted.

Importing an old archive (WhatsApp): If a club admin imports an exported WhatsApp chat, the file is opened only on the phone. Only the photos and their dates reach our server. The chat messages and the senders' names are never sent to us and never stored.

Dinner meetings: When you RSVP to a meal you can add your menu choice, the names of your guests and how they relate to you (partner, guest), and an optional dietary note. You, the club's admins and the event organisers can see these.

• A dietary note ("gluten-free", allergies) may contain health information, so write only what is needed.
• Dietary notes are deleted automatically 30 days after the meal.
• If the organiser sends a count to the restaurant, it contains menu counts and dietary notes but no names. The organiser sends it from their own phone.

Dues, treasury and meal fees: You, the club's admins and the current treasurer can see your dues and meal fee payments; other members cannot. In the club's treasury book, meal fee entries carry the payer's name. Every change to these records is written to the club's audit log.

Attendance: Your attendance at meetings is recorded, whether by QR code, by hand or through a visit to another club. The club's admins and event organisers can see attendance lists and reports. If you attend another club's meeting, that club sees your name and your home club.

Member card and Wallet:

• Anyone who scans the QR code on your digital member card sees a verification page. The page shows only your name, your club, your positions, the year you joined, and whether your membership is active.
• If you add the card or an event ticket to Apple Wallet, it is stored only on your device.
• If you add it to Google Wallet, the club name, your name, your positions, the year you joined and the QR link are sent to Google and stored in your Google account. For tickets, the event name, date, place and number of guests are sent too.
• Your email, phone number and date of birth are never put on a card.
• Because cards live on your device, they cannot be removed remotely when your membership ends. The QR verification page always shows the current status.

Calendar link: If you turn on calendar sync, a personal, unguessable link is created. It contains your clubs' events (title, speaker, description, place) and no attendee names. Anyone who has the link can see the calendar. You can renew or turn off the link in the app at any time; the old link stops working immediately.

Emails:

• We email sign-in codes and invitations.
• If you have not opened the app for a while, we send a club digest at most once a week. If your club publishes one, we send the club bulletin. You can turn both off with the one-click link in each email or in Settings.
• A club admin can also send the bulletin to up to 20 people outside the club, such as a district officer. Their emails leave out sections that name members (birthdays, new members, assignments). These recipients can unsubscribe for good with the link in each email.

Districts: If your club is part of a district, district officers see only totals per club (such as members, events and attendance rate) and the names of the club's president and secretary, never members' personal details.

Clubtale Network: Network features are visible only to signed-in members of clubs on Clubtale and are never public.

• Events: If you say you'd like to come to an event another club shared with the network, your name and your club's name are shown to that club's admins. Club-to-club conversations are visible to the admins of both clubs.
• Professional directory: If you choose to list your business in the directory, your business details, your name and your club are visible to members of other clubs. Otherwise your business is visible only within your own club.
• Mentoring: Only for people aged 18 or over. As a mentor, your name, profession, topics and short bio are visible. Your email address is shared only with the other person while a mentorship you accepted is active.
• Speaker bank: A speaker's contact details are visible only to the admins and event organisers of the club that added them. A speaker is listed on the network, without contact details, only if the club confirms the speaker agreed.

Memorial pages: A club can open a memorial page for a member who has passed away. By default it is visible only to club members. If the club makes it public with the family's consent, only the name, years, portrait and text are published. The family can ask [email protected] to close or delete the account or remove the page.

Downloading the club archive: Club admins can download the club's archive as a file. It contains the club's content and members' names, positions, what they wrote and what they were tagged in. It does not contain email addresses, phone numbers, dates of birth, messages or prospective members. The file is deleted from our servers after 7 days; the club is responsible for the downloaded copy.

AI: If a club admin turns AI features on, the related club content is sent to Anthropic (USA) for processing when a member asks for a summary, an archive search, a translation or bulletin text. Anthropic does not use this content to train models. Nothing is sent while the feature is off.

Guest requests: If a visitor without an account asks to attend a meeting through the form on a club page, their name, email address and, optionally, phone and message are passed only to that club's admins. These records are kept for at most 180 days and then deleted automatically.

Prospective members: Club admins can record a prospective member's name and, optionally, contact details, profession and notes. Only the admins and the member who brought them in can see these. Records of people who joined or dropped out are deleted automatically after 180 days; records nobody has updated are deleted after 2 years.

Payments (Kulüp Pro): Kulüp Pro is sold only in the app, as an App Store or Google Play subscription. Apple or Google takes the payment; we never see your card or billing details. We use RevenueCat to manage subscriptions. RevenueCat receives the club's ID and the paying admin's Clubtale user ID. We store only which club is subscribed, who started the subscription, its status and its end date.

App errors: When the app crashes or hits an error, it sends Expo (EAS Observe) the error report, device model, operating system, app version and an ID specific to the installation, to monitor errors and performance. Your name and email are not included.

The Clubtale team: Authorized Clubtale staff can see user and club information for support, club verification, reviewing reports and security. Every action they take is written to an audit log.

4. Why we use your data, and legal bases (GDPR Art. 6)

5. Who can see your data

• Members of your club can see your profile, your positions in the club and the content you share in that club. You decide who can see your phone number, email and date of birth.
• Your club's admins can see your membership, attendance, dues and meal details and the club's management records.
• Members of other clubs, only through the network features described in Section 3 and as far as you choose.
• The public can see only what is on the club's public page. That means events, moments, bulletins and documents a club admin marked as public, plus the club's sponsors, history (founders, past presidents, milestones) and twin clubs. Member lists are never public.
• The Clubtale team, only when needed for support, security or reviewing reports.
• Our service providers that run the Service for us (see Section 6).
• Authorities, only when required by law.

6. Service providers and international transfers

Where data is transferred outside the EU/EEA, we rely on appropriate safeguards such as the EU Standard Contractual Clauses or the EU-US Data Privacy Framework.

7. How long we keep data

When you delete your account, your name, email, phone number, profession and date of birth are erased immediately. So are your sign-in methods, sessions, devices, notifications, photo tags, business listing, mentor profile and calendar link. Copies in backups are gone within 30 days.

• Club archive exception: moments and photos you added to a club's timeline, your comments and your messages are part of that club's history and are kept, shown as "Deleted member" instead of your name. You can ask the club administrator or us to remove such content.
• Records we must keep by law are kept for the legally required period.

8. Your rights

You have the right to access, correct, delete, restrict and object to the processing of your data, and the right to data portability. You can withdraw consent at any time where processing is based on consent. You can correct your profile and delete your account yourself in the app. For other requests, such as a copy of your data, write to [email protected]. You also have the right to lodge a complaint with your local data protection authority.

9. Deleting your account

• In the app: Settings → Delete account
• On the web: clubtale.net/account/delete

10. Age requirement

You must be at least 16 years old to use Clubtale; mentoring is only for people aged 18 or over. If we learn that we hold data of a user under 16, we will delete the account.

11. Security

• All connections are encrypted (HTTPS).
• Sign-in codes and session tokens are stored hashed.
• Photos, audio and files are only accessible to authorized people, through short-lived and unguessable links.
• Every club request checks membership, so one club's data is never visible to another club.

No system is completely secure. If a data breach occurs, we will notify you and the relevant authorities within the legally required time.

12. Changes

We may update this policy. We will notify you in the app or by email about significant changes.

13. Contact

[email protected]