Privacy Policy: ClubHubCRM Ltd

Last Updated: [29/08/2026]

1. Introduction

Welcome to ClubHubCRM Ltd (“we”, “us”, or “the Company”). We value the privacy of our users and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard information from our registered users and website visitors (“you”).

This policy governs the collection and use of information by ClubHubCRM Ltd. It does not apply to the practices of companies that ClubHubCRM Ltd does not control. If you visit a website linked from our platform, please review that site's privacy policy.

2. Contact Details

ClubHubCRM Ltd is the Data Controller for the personal data we process.

Company Name: ClubHubCRM Ltd
Address: Toms Folly, Vinehall Road, Robertsbridge, East Sussex, TN32 5JN
Email: paul@clubhubcrm.com
Phone: 07590559421
Websites: clubhubcrm.co.uk / clubhubcrm.com

3. The Data We Collect

We collect information in three ways:

A. Information You Provide to Us:

  • Identity & Contact Data: Name, surname, email address, phone number, organisation, and billing address.

  • Payment Data: Payment information processed via our secure payment gateways.

B. Automatically Collected "Device Information": When you visit our site, we automatically collect information about your device, including:

  • Technical Data: IP address, web browser, time zone, and cookies.

  • Usage Data: The individual web pages or products you view, the search terms or websites that referred you to us, and how you interact with the site.

C. CRM Customer Data: As a CRM provider, we process the data that you (the customer) upload into our system to manage your own clients and members. In this capacity, we act as a Data Processor for that specific information.

4. How We Use Your Data (Lawful Basis)

Under the UK GDPR, we must have a lawful basis for processing your data. We rely on:

  • Contractual Necessity: To provide you with the CRM services, manage your account, and fulfil our agreement.

  • Consent: Where you have opted in to receive our newsletter or marketing materials.

  • Legal Obligation: To comply with UK tax, accounting, and legal requirements.

  • Legitimate Interests: To improve our software, identify and prevent potential cases of abuse/fraud, and establish statistical information regarding website usage.

5. Your Rights

If you are a resident of the UK or EEA, you have the following legal rights:

  • The right to be informed about how your data is used.

  • The right of access to request a copy of your personal data.

  • The right to rectification to correct inaccurate data.

  • The right to erasure (the "right to be forgotten").

  • The right to restrict processing or object to processing.

  • The right to data portability to move your data to another service.

  • Rights regarding automated decision-making and profiling.

To exercise any of these rights, please contact us at paul@clubhubcrm.com.

6. Data Retention & Security

Retention: We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements.

Security: We secure your information on computer servers in a controlled, secure environment. We employ administrative, technical, and physical safeguards to protect against unauthorised access or disclosure. However, please note that no data transmission over the internet can be 100% guaranteed.

7. International Transfers

Your information may be transferred to and processed in countries outside of the UK/EEA (including the United States and Canada) where our servers or service providers are located. We ensure that appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your data.

8. Legal Disclosure

We will disclose any information we collect, use, or receive if required or permitted by law, such as:

  • To comply with a subpoena, court order, or similar legal process.

  • When we believe in good faith that disclosure is necessary to protect our rights, protect your safety, or the safety of others.

  • To investigate fraud or respond to a government request.

9. Third-Party Links

Our website may contain links to other websites not owned by us. We are not responsible for the privacy practices of third-party sites. We encourage you to read the privacy statements of any site you visit.

10. Children’s Privacy

Account Registration: ClubHubCRM accounts are intended for use by business owners and administrators. You must be at least 18 years old to create an account and enter into a contract with ClubHubCRM Ltd.

Member/Student Data: We recognise that our customers (the "Club Owners") may use our CRM to store personal data regarding students or members who are under the age of 16 (or the applicable age of consent in their jurisdiction).

In these instances:

  • The Club Owner acts as the Data Controller. It is the responsibility of the Club Owner to ensure they have obtained the necessary parental or guardian consent to collect and process the child's personal data.

  • ClubHubCRM Ltd acts as the Data Processor. We provide the technical infrastructure to store this data securely on behalf of the Club Owner. We do not independently collect or use this children's data for our own marketing or profiling purposes.

11. Changes to This Policy

We reserve the right to update this policy to reflect changes in our business practices or legal requirements. We will notify you of any material changes via email or a notice on our website.