Your Privacy and Data Rights¶

Learn about your privacy rights, how The Club Schedule handles your data, and how to exercise control over your personal information.

Our Commitment to Privacy¶

The Club Schedule is committed to protecting your privacy and giving you control over your personal data. We comply with: - GDPR (General Data Protection Regulation) - European privacy law - CCPA (California Consumer Privacy Act) - California privacy law - Industry best practices for data protection

What Data We Collect¶

Account Information¶

Email address
Name (first and last)
Password (encrypted)
Account creation date
Login history

Club Membership Information¶

Club affiliation(s)
Member join date
Officer roles (if applicable)
Role preferences and opt-outs
Assignment history

Usage Information¶

Assignment responses (accept/decline)
Absence notifications
Email preferences
Two-factor authentication setup (if enabled)

When you agreed to our Privacy Policy
When you agreed to our Terms of Service
IP address at time of consent (for audit trail)
Data sharing consent within your club

How We Use Your Data¶

Primary Uses¶

Club scheduling: Assigning you to meeting roles
Communication: Sending assignment notifications and reminders
Account management: Maintaining your login and preferences
Service delivery: Operating the platform features you use

We Do NOT:¶

Sell your data to third parties
Share your data outside your club without consent
Use your data for advertising
Track you across other websites

Your Privacy Rights¶

You have the right to:

1. Access Your Data¶

Request a copy of all data we have about you.

How to request: 1. Log in to your account 2. Go to Profile > Privacy & Data 3. Click Request My Data 4. You'll receive a download link within 48 hours

Your data export includes: - Account information - Club memberships - Assignment history - Email preferences - Consent records

2. Correct Your Data¶

Update inaccurate or incomplete information.

How to update: 1. Log in to your account 2. Go to Profile > Personal Information 3. Edit any field 4. Click Save Changes

You can update: - Name - Email address - Phone number - Contact preferences

3. Delete Your Data¶

Request permanent deletion of your account and data.

How to request deletion: 1. Log in to your account 2. Go to Profile > Privacy & Data 3. Click Delete My Account 4. Confirm you understand the consequences 5. Your account will be deleted within 30 days

What happens when you delete: - Your account is permanently closed - Your email is removed from all clubs - Your personal information is erased - Assignment history is anonymized (kept for club records but not linked to you) - You'll receive confirmation via email - This action cannot be undone

Before deleting: - Export your data if you want a copy - Notify your club officers - Transfer any officer responsibilities - Understand this is permanent

[Screenshot: Account deletion confirmation screen]

4. Restrict Processing¶

Limit how your data is used.

How to restrict: 1. Contact support@theclubschedule.com 2. Specify what processing you want to restrict 3. We'll implement restrictions within 7 days 4. You'll receive confirmation

Example restrictions: - Stop marketing emails (we don't send these, but you can opt out) - Limit data sharing within club (except essential operations) - Restrict use for new features

5. Data Portability¶

Get your data in a machine-readable format.

Included in data export: - JSON format (computer-readable) - All your club memberships - Complete assignment history - Preference settings - Consent records

You can use this data to: - Move to another platform - Keep personal records - Analyze your role history - Comply with your own data management needs

Revoke previously given consent.

Types of consent you can withdraw:

Email notifications: 1. Go to Profile > Contact Preferences 2. Uncheck notification types 3. Click Save

Data sharing within club: 1. Go to Profile > Privacy & Data 2. Click Withdraw Club Data Sharing Consent 3. Confirm withdrawal

Note: Withdrawing club data sharing consent may limit your ability to use the service, as some features require sharing your name and assignments with club officers.

Within Your Club¶

Your data is shared with: - Club officers: Can see your name, email, phone, assignments - Club members: Can see your name and role assignments in schedules - Purpose: Enable club operations and scheduling

You consent to this when joining a club.

Outside Your Club¶

We share data only: - With service providers: Payment processing (Stripe), email delivery, cloud hosting - Required by law: Legal compliance, court orders - With your explicit consent: Any other sharing requires your permission

Public Information¶

When enabled, public schedule PDFs include: - Your name - Role assignments - Meeting dates

Public PDFs do NOT include: - Email addresses - Phone numbers - Personal notes

Data Security¶

How we protect your data:

Encryption¶

Passwords: Hashed using industry-standard algorithms
Data in transit: SSL/TLS encryption (https)
Data at rest: Encrypted database storage
Field-level encryption: Sensitive fields get extra protection

Access Controls¶

Role-based access: Officers see more than members
Club isolation: You only access your club's data
Audit logging: Track who accessed what and when

Security Measures¶

Two-factor authentication (optional but recommended)
Rate limiting (prevents brute force attacks)
Session management (auto-logout after inactivity)
Regular security audits

See our Security Summary for technical details.

Cookies and Tracking¶

What We Use¶

Session cookies: Keep you logged in
Preference cookies: Remember your settings
Analytics: Understand how people use the platform (anonymized)

What We Don't Use¶

Advertising cookies
Third-party tracking
Cross-site tracking

Managing Cookies¶

Your browser controls cookie settings: - Block all cookies (may break functionality) - Block third-party cookies (recommended) - Clear cookies when closing browser

Children's Privacy¶

The Club Schedule is not intended for children under 13. We: - Do not knowingly collect data from children - Require users to be 13+ years old - Delete any data if we learn it's from a child under 13

If you believe a child's data was collected, contact us immediately.

Data Retention¶

How long we keep your data:

Data Type	Retention Period
Active account data	While account is active
Deleted account data	30 days (then permanently deleted)
Assignment history	7 years (for club records)
Consent records	7 years (legal requirement)
Audit logs	90 days
Email logs	90 days

After retention periods: - Data is permanently deleted - Anonymized summaries may be kept for analytics - Legal requirements may extend some retention periods

International Data Transfers¶

The Club Schedule operates in the United States: - Your data is stored on US servers - Data transfers comply with international privacy frameworks - Adequate protections are in place for international users

If you're in the EU: - GDPR applies to your data - You have all rights listed in this document - Contact our Data Protection Officer at privacy@theclubschedule.com

Exercising Your Rights¶

How to Make Requests¶

For most requests: 1. Log in to your account 2. Go to Profile > Privacy & Data 3. Use the self-service tools

For complex requests: - Email: privacy@theclubschedule.com - Include: Your name, email, club name, and specific request - Response time: Within 30 days (often faster)

We May Ask for Verification¶

To protect your privacy, we may ask you to: - Confirm your email address - Log in to your account - Provide additional identification

This prevents unauthorized access to your data.

Free of Charge¶

Exercising your privacy rights is free unless: - Requests are excessive or repetitive - You request multiple copies of the same data - Requests are clearly unfounded

We'll notify you of any fees in advance.

Questions or Concerns¶

Contact Us¶

For privacy questions: - Email: privacy@theclubschedule.com - Mail: [Company address - to be added]

For data protection officer: - Email: dpo@theclubschedule.com

For general support: - Email: support@theclubschedule.com

Response Times¶

Simple questions: 1-2 business days
Data requests: Within 30 days
Urgent security concerns: Within 24 hours

Filing Complaints¶

If you're unhappy with how we handle your data:

Contact us first - we want to resolve issues
If unresolved, you can file a complaint with:
EU residents: Your local data protection authority
California residents: California Attorney General
Others: Your local privacy regulator

Policy Updates¶

We may update our privacy practices: - You'll be notified of material changes - Continued use after notice means acceptance - You can always request deletion if you disagree

Last updated: [Date to be added]

Account Settings
Two-Factor Authentication Setup
Officer Roles and Permissions (for officers handling member data)

Quick Reference¶

Want to download your data? Profile > Privacy & Data > Request My Data

Want to delete your account? Profile > Privacy & Data > Delete My Account

Want to stop email notifications? Profile > Contact Preferences > Uncheck notifications

Have a privacy question? Email privacy@theclubschedule.com

Need to update your information? Profile > Personal Information > Edit & Save