Privacy

Depending on how your club configures and uses ClubCensus, the categories of personal information processed may include: member and board profiles (name, contact, membership status, roles, emergency contacts), event and facility bookings and RSVPs, payment and invoice records (where Stripe is enabled by the club), governance documents and meeting records (minutes, packs, notices), tasks and action assignments, communications metadata and delivery logs, policy acknowledgements, conflict of interest declarations, and audit logs of user actions within the platform. Clubs determine what data to enter and set retention via the product's tools. Only information reasonably necessary for club operations should be stored.

We process club data solely to deliver the subscribed service: membership lifecycle and directory tools, board governance workflows (meetings, packs, tasks, compliance signals), facilities booking, financial recording and exports, reporting, and the notifications and communications the club elects to send. We do not sell, rent or trade member lists or personal data. We do not use club data for our own marketing. Aggregated or de-identified analytics (if made available) are described in the club's own member notices. Disclosure occurs only: to subprocessors listed below for service delivery; to the club's own authorised users under RBAC; or where required by law or valid legal process (with notice to the club where lawful).

Club data is entered by the club's authorised users via the web application. It is stored in the primary database and object storage (Supabase, region chosen for the deployment — AU regions preferred for Australian clubs). When Bill, the ClubCensus Assistant is used, only the minimum excerpts and context required for the requested operation are sent to the Bill processing provider; results flow back into the club's workspace. Transactional emails are routed via Resend. Where a club enables payments, limited card and payment metadata flows to Stripe (club remains merchant of record). Edge hosting may see transient request metadata. All subprocessors are bound by contract (DPA) to equivalent or stronger protections. Cross-border disclosure to the listed subprocessors is on the basis of contractual safeguards; counsel should confirm current regions and adequacy for the club's risk profile.

Bill, the ClubCensus Assistant performs real operational work for Australian clubs inside the product: drafting compliant notices and minutes, preparing board packs with compliance signals, turning captured actions into tasks, summarising documents and packs, surfacing renewals, policy acknowledgements and governance gaps from the club's own data, and supporting day-to-day secretary and board workflows. Bill operates strictly within the permissions and data the club controls. Bill does not provide legal, accounting, regulatory, tax or professional advice. Clubs remain solely responsible for their constitution, notice compliance, record-keeping, member communications and all decisions. Every output must be reviewed by qualified officers or external advisers before reliance or distribution. The club is the data controller; Bill processing is a tool, not a substitute for competent governance.

ClubCensus relies on the following categories of trusted infrastructure partners. Your executed DPA and final privacy policy must list each subprocessor, purpose, and the relevant region or safeguards. Current categories:

• Supabase — primary database, authentication, file storage and real-time for the application (region selected at deployment; typically AU for Australian customers).
• Stripe — payment processing (cards, direct debit) only where a club enables member billing, event fees or deposits. Club is merchant of record in most configurations.
• Resend — transactional email delivery for notices, digests, reminders and operational messages the club triggers.
• Hosting / edge provider — application hosting, compute and CDN (e.g. Vercel or equivalent). Edge functions may process limited request metadata.
• Bill processing provider — contracted language-model infrastructure used solely to power Bill, the ClubCensus Assistant. Prompts and relevant excerpts are sent only for operations the club requests; data is not used to train models. Final policy and DPA must name the specific vendor(s) and retention terms counsel approves.

Access is enforced by role-based permissions (RBAC) scoped to the organisation (club). Sensitive actions are recorded in immutable audit logs visible to club administrators. Data in transit is encrypted (TLS); at rest per provider standards. Retention periods are primarily controlled by the club through the product's settings and deletion tools. We retain personal data only as long as necessary to provide the service or to meet legal obligations (e.g. financial records, audit logs for dispute or compliance). On termination or verified request, we provide export tools and delete or return data per the DPA. Audit logs may be retained for a limited period after deletion for security and legal reasons.

Individuals should first direct access, correction or complaint requests to the club (the controller) using the club's published contact. Club administrators can export member data, update records and manage consents directly in the product. Where a request is made to us directly and we can verify the individual's identity and the club relationship, we will assist the club to respond within the timeframes required by the Australian Privacy Principles. Complaints about our handling as processor may be directed to the contact below; we will acknowledge and work with the club to resolve.

A standard Data Processing Agreement (DPA) aligned to the Australian Privacy Principles, with the club as controller and ClubCensus as processor, is available on request for Professional and Enterprise customers and for any club requiring one prior to contract. The DPA includes a subprocessor schedule, security and confidentiality obligations, breach notification timelines, assistance with data subject requests, and deletion/return terms. Contact hello@clubcensus.com to obtain the current template before signing.

Privacy or commercial enquiries before go-live or during a trial: hello@clubcensus.com. For member or data subject enquiries, direct people in the first instance to your club's published privacy officer or secretary contact as controller.