Privacy Policy

This policy explains what information Kittur V Nagesh, an individual in California doing business as ClubPilot360 (“ClubPilot360,” “we” or “us”), collects through clubpilot360.com and the ClubPilot360 app, why, who we share it with, and the choices you have. We collect as little as we need to run the service.

Two kinds of information

• Our customers’ information: the clubs that use ClubPilot360 and their club admins and treasurers, as our customers. For this, ClubPilot360 decides how the information is used.
• Club information: everything a club and its members put into the service, including members’ details. We handle this on the club’s behalf and under its instructions, only to provide the service to that club. Members with questions about their information can ask their club, or us.

What we collect

• Everyone who signs in: email address, name, the clubs you belong to and any officer role, and when you signed in. There are no passwords; sign-in links, codes and sessions are stored only as scrambled (hashed) copies. Officers who turn on two-step sign-in have an authenticator secret stored with their account.
• Members, through their club: name, email, phone, household, membership tier and history, payments and receipts (never full card numbers), event sign-ups, and the choices they make, such as appearing in the member directory or opting out of newsletters and published photos.
• Club records: the club’s books, expenses and receipts, invoices, bills, budgets and bank statement lines it uploads; events; emails and newsletters and who they went to; documents, photos and links to videos; and an audit log of officers’ changes.
• Club plans: the club’s plan and billing status. Payment is handled by Stripe; we receive a record of the subscription, never your full card number.
• Email delivery: whether a club’s email was delivered, bounced or marked as spam, and whether a newsletter was opened, to show the club how its emails are doing and to stop sending to addresses that bounce.
• On this website: what you send us by email.

Cookies

We use only the cookies the service needs: one keeps you signed in, and one remembers, for 15 minutes, the address a sign-in code was just sent to. We do not use advertising or cross-site tracking cookies. Training videos a club adds play from YouTube (in its privacy-enhanced mode) or Vimeo, under their own policies.

How we use it

• To run the club’s membership, payments, events, email and records, and show members and officers what their roles allow.
• To create and secure accounts, send sign-in codes, and send account, billing and service emails.
• To bill clubs for their plans.
• To answer questions, keep the service secure, fix problems and improve it.

We do not sell or share personal information for advertising, and we do not use a club’s members’ information for anything except providing the service to that club.

Who can see it

Each club’s information is kept apart from every other club’s, at the database itself. Within a club, officers see only what their role allows, and members see their own records plus whatever the club chooses to publish. We share information only with the service providers that help us run ClubPilot360, and only as needed for that purpose:

• Vercel (hosting)
• Neon (database)
• Google Cloud (storage for documents, photos and receipts)
• Resend (sending email)
• Stripe (members’ payments to clubs, through each club’s own Stripe account, and clubs’ plans)

We may also disclose information if the law requires it, or to protect the safety of people or the service.

Children

ClubPilot360 is used by clubs, and some clubs have junior members. We do not knowingly collect information directly from children. A club that adds anyone under 18 is responsible for having a parent or guardian’s permission to include them and to share photos of them. A parent or guardian can ask the club, or us, to remove a child’s information or photos.

Security

The service runs entirely over encrypted HTTPS connections. Sign-in links and codes work once and expire after 15 minutes. Money and member exports need two-step sign-in. Stored files are private and are opened only through short-lived links after a permission check. Card details go straight to Stripe and never reach us.

Keeping and deleting information

• We keep a club’s information while its account exists, including while it is read-only.
• A club admin can delete the club at any time. Its information and files are then deleted, except records we must keep by law (such as billing records); copies in our providers’ backups expire on their normal schedule.
• A club can remove a member’s information at the member’s request.

Your choices and California privacy rights

You can ask to know what personal information we hold about you, to get a copy, to correct it, or to delete it. California residents have these rights under California law, and we will not treat you differently for using them. We do not sell or share personal information as those laws define it. Members can update their own details and email choices on their membership page. For anything else, email hello@clubpilot360.com. If your information was added by a club, we may pass your request to that club, since it decides how its members’ information is used.

Changes

If we make significant changes to this policy, we will update the date above and let club admins know by email.

Contact

Privacy questions: hello@clubpilot360.com.