Privacy Policy

1. Introduction

At CLUBTRACK, INC. (hereinafter referred to as "we," "our," or "the platform"), we are committed to protecting the privacy of our users and customers. This Privacy Policy describes how we collect, use, store, and protect the personal data we obtain through our services. By using our platform, you agree to the practices described in this document.

2. Information We Collect

We collect and process different types of personal data through various systems connected to our platform. Below, we detail the data we collect:

User Data

When organizations and their users access our platform, we collect:

Personal Information:

• Full name (first name and last name)

• Email address

• Username

• Role within the organization

Fan and Customer Data

Through our platform, we collect the following data from fans and customers:

Personal Information:

• Full name (first name and last name)

• Email address

• Phone number (if provided)

• Birthday

• Gender

• Address information:

  • Street address

  • ZIP code

  • City

  • Country

Membership Data

For members of sports organizations, we collect:

• Membership Information:

• Membership ID and type

• Entry date

• Expiration date

• Active status

• All personal information as described in section Fan and Customer Data

Transaction Data

We process various types of transaction data:

• Shop Orders:

  • Order ID

  • Customer information

  • Amount

  • Shipping details

  • Order items and quantities

  • Timestamps

    
    

• Tickets:

  • Ticket ID

  • Event information

  • Session details

  • Stadium information

  • Price

  • State/status

  • Customer information

Fan Profile Data

We maintain fan profiles that include:

• Profile Information:

  • Fan ID

  • All personal information as described in section Fan and Customer Data

  • Age

  • Sources of data

  • Origin

  • Membership status

  • Fan score

  • Active status

Third-Party Integrations and Credentials

To enable sports clubs to integrate their systems with CLUBTRACK, INC., we may request and store access credentials for third-party platforms, such as API Keys or OAuth tokens. These credentials are securely encrypted and are only used to access the necessary data for authorized integration.

We do not share these credentials with third parties.

Clients can update or remove their credentials at any time.

We implement security measures, including encryption and restricted access, to protect these credentials.

3. Purposes of Data Processing

The data we collect is used for the following purposes:

• Event and sales management: To process ticket purchases and manage event attendance.

• Online store purchase management: To process and deliver orders placed in sports organizations' online stores.

• User experience personalization: To enhance the user experience, such as personalized recommendations based on purchase or event attendance history.

• Marketing communications: To send news, offers, updates, and other relevant content to users who have agreed to receive them.

• Usage analysis: To understand how users interact with our platform and improve the services offered.

4. Communication Consent Clauses (Opt-In)

Consent Requirements (Opt-In)

Organizations using CLUBTRACK, INC. to send communications to their end users must ensure that:

• They have obtained explicit and verifiable consent from each end user before sending any communication

• This consent complies with applicable regulations such as the General Data Protection Regulation (GDPR), the CAN-SPAM Act (in the U.S.), or other relevant local laws

Use of the Platform for Communications

CLUBTRACK, INC. provides tools to manage communications via emails or other digital channels. Organizations are responsible for:

• Configuring their contact lists only with end users who have given their consent.

• Always include a clear option for end users to unsubscribe from future communications.

• Not using the platform to send unsolicited communications (spam) or messages to users who have not given their consent.

Opt-In Validation Mechanisms

CLUBTRACK, INC. includes the following features to ensure traceability of consent:

• Double opt-in (optional): A setting that sends a confirmation email to the end user, ensuring that only those who explicitly confirm their consent are added to the list.

• Consent records: The platform securely stores information about:

  • The date and time the end user gave their consent.

  • The method used to obtain consent (e.g., web form or in-person event).

  • The specific purpose for which consent was given.

Protection of End User Rights

Organizations must:

• Ensure that end users can withdraw their consent at any time through an unsubscribe link included in each communication.

• Respond to end-user requests regarding access, rectification, or deletion of their data within a reasonable timeframe.

Responsibility of Organizations

Organizations are solely responsible for ensuring that communications sent through CLUBTRACK, INC. comply with applicable data protection regulations.

5. Legal Basis for Data Processing

The processing of personal data is based on the following legal grounds under the GDPR, depending on the type of data and purpose:

Consent:

• The processing of data related to marketing communications.

• Commercial information sharing.

• Commercial partners' data sharing.

Contract Execution:

• The collection of personal data from users is necessary for the execution of contracts between CLUBTRACK, INC. and sports organizations, such as ticket or product sales.

Legitimate Interest:

• Data may be processed for analysis, user experience personalization, or maintaining the security and functionality of the platform, provided it does not override the rights and freedoms of the data subject.

6. Data Security

We implement appropriate security measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Data encryption in transit and at rest.

• Periodic security audits and reviews.

• Access control and role-based permissions.

• Regular security audits.

• Secure data storage.

7. Data Retention

Personal data will be stored only for as long as necessary to fulfill the purposes for which it was collected or as required by applicable laws. Specifically:

• Active user data is retained while the account is active

• Transaction data is retained for legal and accounting purposes

• Inactive or deleted accounts may be retained for a limited period as required by law

8. International Data Transfers

If personal data is transferred outside the European Economic Area (EEA), we will ensure that appropriate measures, such as Standard Contractual Clauses or international certifications, are implemented to guarantee adequate data protection.

9. Subject Rights

Under applicable law, users have the right to:

• Access their personal data

• Rectify incorrect or incomplete data

• Delete their personal data in certain cases

• Restrict data processing

• Object to data processing for legitimate reasons

• Data portability in structured, machine-readable formats

• Withdraw consent at any time

Users can exercise these rights by submitting a request to the contact details provided below or through their account control panel.

10. Changes to this Privacy Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be communicated through the platform or via email, as applicable. The latest version of this policy will always be available on our website.

11. Contact

For any inquiries regarding this Privacy Policy, you can contact us at hello@clubtrack.io.

Clubtrack, Inc.
131 Continental
Dr Suite 305 Newark,
Delaware 19713
United States
+1 740-272-5893