Privacy Policy

1. Information we collect

• Account information: name, email address, password (stored hashed), and optional two-factor authentication settings.
• Club and member data: rosters, chapters, events, dues, documents, images and other content that clubs and their members add.
• Payment information: subscription and billing details, processed by Stripe. We do not store full card numbers.
• Communications: messages, announcements and support requests you send through or to the service.
• Usage and device data: log data, IP address and basic analytics used to operate and secure the service.

2. How we use information

• To provide, maintain and improve the service;
• To process subscriptions and payments;
• To send transactional messages (for example verification, notifications and receipts);
• To secure the service, prevent abuse and troubleshoot problems;
• To comply with legal obligations.

We do not sell personal information.

3. SMS and text messaging

Where a club enables text messaging, MyClubControl sends that club’s members transactional SMS notifications — for example account-activation invites, event reminders and cancellations, and membership dues reminders. Messages are only sent within the member’s own club, and never for marketing.

Text messages require the member’s explicit opt-in. Joining a club, being added to its roster by an officer, or simply giving us a phone number does not opt anyone in. A member consents by ticking a checkbox — unchecked by default — in Account → Membership Settings, and we record when they did so. Withdrawing consent there stops all text messages immediately. Full details are in our Messaging Program & SMS Terms.

• No mobile information sharing: we do not share, sell, or otherwise provide mobile phone numbers or SMS opt-in and messaging consent information to third parties or affiliates for marketing or promotional purposes.
• Message frequency varies depending on club activity.
• Message and data rates may apply.
• To stop receiving texts, reply STOP to any message; reply HELP for help. You can also ask your club administrator to remove your number.

4. Service providers (sub-processors)

We share information with trusted providers only as needed to run the service — for example, our messaging provider transmits the texts a club sends. These providers act on our behalf under contract, may use the data only to deliver their service to us, and are never permitted to use mobile phone numbers, SMS opt-in consent, or messaging data for their own or anyone else’s marketing or promotional purposes. We do not sell your information. Each provider is bound to protect the data they process on our behalf:

• Vercel — Application hosting and content delivery
• Neon — PostgreSQL database hosting
• Cloudflare R2 — File and image storage
• Stripe — Subscription billing and payment processing
• Resend — Transactional email delivery
• Twilio — SMS and WhatsApp messaging (when enabled)
• Ably — Real-time messaging and notifications
• Google — Sign-in and address autocomplete (when used)
• Sentry — Error monitoring and diagnostics
• PostHog — Product analytics on our public pages and the live demo

5. Data retention

We retain personal information for as long as your account is active or as needed to provide the service, comply with legal obligations, resolve disputes and enforce agreements. Clubs control their own member data and can update or delete records within the service.

6. Security

We use industry-standard measures to protect information, including encryption in transit (HTTPS), encryption of sensitive secrets at rest, rate limiting, and optional two-factor authentication for administrators. No method of transmission or storage is completely secure, but we work to protect your data and to notify affected users of significant incidents where required.

7. Your rights

Depending on your location, you may have the right to access, correct, export or delete your personal information, and to object to or restrict certain processing. To exercise these rights, contact us at the address below. Clubs administering member data should direct their members’ requests through their club administrator where appropriate.

8. Cookies

We use strictly necessary cookies to keep you signed in and to remember preferences such as your theme. On our public pages and the live demo we also set an analytics cookie to recognise a returning visitor (see “Demo and product analytics” below). We do not use advertising cookies and we do not sell personal information.

9. Demo and product analytics

On our public pages and in the live demo at /demo we use PostHog to understand how the product is evaluated: which pages and features a visitor opens, and technical details their browser sends, including IP address, approximate location derived from it, browser and device type, and the pages visited. We use this to improve the product, to see which features prospective clubs care about, and to detect abuse of the shared demo sandbox.

We do not use analytics inside a real club’s dashboard. Once you sign in to your own club, your members’ activity is not sent to any analytics provider. Administrative actions inside a club are recorded only in that club’s own audit log, which is visible to the club and not to us except where support access has been granted.

Demo and analytics data, including IP addresses, is retained for up to 12 months under our analytics provider’s standard policy. You can ask us to delete analytics data associated with you at any time using the contact details below.

10. International transfers

We operate primarily in the United States. If you access the service from outside the United States, your information may be transferred to and processed in the United States and other countries where our providers operate.

11. Children

The service is intended for use by clubs and their administrators and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

12. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated effective date and, where appropriate, additional notice.

13. Contact

Trinity Commerce LLC (doing business as MyClubControl)
702 Cypresswood Cv, Spring, TX 77373, United States
support@myclubcontrol.com

See also our Terms of Service and company details.