Privacy policy

Personal data processed through Clubify is handled by Clubify SAS, a French société par actions simplifiée with a share capital of €2,000, registered with the Orléans Trade and Companies Register under number 107 632 945 R.C.S. Orléans (SIRET 107 632 945 00013), whose registered office is at 585 rue de la Juine, 45160 Olivet, France (publication director: Evan Petit).

Depending on the context, Clubify may act either as a data controller or as a processor.

• Clubify acts as controller for data relating to the public website, account creation, authentication, support, service security, invoicing, and product improvement.
• Clubify acts as processor when a club uses the platform to manage its members, documents, contracts, attendance, schedules, communications, and internal administrative data.

In that case, the club using Clubify remains responsible for the processing decisions taken in its own environment.

For any request relating to personal data, users may contact Clubify through the contact page.

Depending on the Services used, Clubify may process the following categories of personal data:

• account data: first name, last name, email address, phone number, language, time zone, login details;
• club data: memberships, roles, teams, licenses, contracts, attendance, schedules, and related administrative data;
• uploaded content: documents, images, files stored in the Drive, attachments, and comments;
• communication data: private messages, support requests, notifications, and message metadata;
• billing data: subscription details, invoices, payment status and administrative payment data processed by the payment provider named on the Sub-processors page;
• technical data: logs, device data, IP address, browser, and usage statistics strictly necessary to operate and secure the Services.

Clubify processes personal data in particular to:

• create and manage user accounts;
• provide club management, communication, scheduling, administrative, and operational features;
• store and organize files, documents, and private or shared content;
• manage support requests and improve service quality;
• ensure security, prevent abuse, and maintain the integrity of the platform;
• manage subscriptions, billing, and administrative follow-up for paid offers;
• comply with legal, accounting, and regulatory obligations.

Depending on the purpose, processing is based on one or more of the following legal bases:

• performance of a contract or pre-contractual measures;
• Clubify’s legitimate interest, in particular for security, fraud prevention, and service improvement;
• compliance with a legal obligation;
• consent, where consent is specifically required.

Data may be accessible, within the limits of their permissions, to:

• Clubify's authorised team and its technical providers acting as processors, listed on the Sub-processors page;
• authorized representatives of the club concerned, in particular club owners and administrators;
• members, staff, guardians, or users with whom content is intentionally shared according to configured permissions;
• public authorities or competent bodies where required by law.

Server hosting, email delivery, network protection and payment processing are entrusted to providers. The complete, up-to-date list is on the Sub-processors page.

Private conversations are intended to remain accessible only to the users concerned, except where disclosure is required by law or technically necessary for maintenance and security.

Personal data is retained only for as long as necessary for the purposes for which it was collected, subject to legal retention obligations.

• account data: for the duration of the account, then deactivation after 24 months of inactivity and intermediate archiving for 3 additional years before deletion or anonymization;
• club operational data: for the duration of the relationship with the club, then archiving for 5 years, subject to any longer legal obligation applicable to the club;
• licenses, contracts, and administrative documents: during the active relationship, then archiving for 5 years, unless a longer legal retention period applies;
• billing, subscriptions, and invoices: 10 years when accounting or tax obligations apply;
• support data: 3 years after closure of the request;
• messages and media shared in conversations: kept for as long as the club is active, with no automatic deletion based on their age;
• conversation content in the event of inactivity: after 24 months without activity and several reminders, the club is deactivated; its messages and media remain recoverable for 90 days, and signing back in reactivates everything; after that period they are deleted, while account and billing data follow their own retention periods;
• technical and security logs: 12 months maximum;
• backups: 90 rolling days.

Where Clubify acts as a processor, it is for the club, as controller, to keep whatever it needs, in particular as evidence. The Data processing terms provide a thirty-day export window at the end of the contract for that purpose.

Clubify implements technical and organizational measures intended to protect personal data against unauthorized access, loss, disclosure, alteration, or destruction.

These measures include in particular access control, authentication mechanisms, role-based permissions, and secure hosting practices adapted to the nature of the Services.

Clubify may process data relating to minors in the context of sports club management.

• users aged 15 or over may use the Services independently, subject to applicable law;
• for users under 15, a legal guardian or holder of parental authority is required;
• for users under 13, standalone account creation is not permitted.

Clubify also allows clubs to associate guardian information with a minor member’s file where relevant.

Clubify aims to host and process data within the European Union or in countries offering an adequate level of protection.

If a transfer outside the European Union becomes necessary, Clubify undertakes to implement the safeguards required by applicable law, including contractual mechanisms where appropriate.

Information relating to cookies and similar technologies is described in the dedicated Cookies Policy.

In accordance with applicable law, users may exercise their rights of access, rectification, erasure, restriction, objection, and portability, where applicable.

Users may also withdraw consent at any time where processing is based on consent. They may lodge a complaint with the competent supervisory authority, including the CNIL in France.

When Clubify acts only as a processor on behalf of a club, requests relating to club-managed data may also need to be addressed directly to the relevant club.

For any question about this Privacy Policy or to exercise data protection rights, please use the contact page.

For personal data matters, users may also write to [email protected].

July 17, 2026