Privacy Policy

1. Information we collect

Profile information

When you create an account or are added to a club, we collect information such as your name, email address, phone number, date of birth, and profile picture.

Account and membership information

We collect information about the clubs you create or join, training groups you belong to, your membership status, roles within clubs, and associated activities such as sport types.

Financial information

When you make or receive payments through Klubio, we collect transaction details including purchase amounts, payment dates, and subscription information. Payment card details are processed by our payment provider and are not stored on our servers.

Technical and behavioral data

When you use our platform, we automatically collect technical information including your IP address, browser type, device information, operating system, pages visited, and session duration.

Information provided by others

Club administrators may add your basic profile information when registering you as a member. Parents or guardians may provide information about children they are responsible for.

2. How we use your information

Service delivery (legal basis: contract)

• Creating and managing your account
• Enabling club administrators to manage memberships and training groups
• Processing payments and subscriptions
• Providing communication features between club members and administrators
• Handling customer support requests

Service improvement (legal basis: legitimate interest)

• Analyzing usage trends and platform performance
• Developing and testing new features
• Compiling aggregated usage statistics

Communications (legal basis: consent or legitimate interest)

• Sending service-related notifications
• Marketing communications with your consent, which you can withdraw at any time

Security (legal basis: legitimate interest)

• Detecting and preventing fraud, abuse, and unauthorized access
• Investigating suspicious activity

Legal obligations (legal basis: legal obligation)

• Complying with applicable laws, such as bookkeeping and tax requirements
• Responding to lawful requests from authorities

3. Cookies

We use cookies and similar technologies to remember your preferences, keep you signed in, and understand how you use our platform. You can manage cookie preferences through your browser settings. Some platform functionality may be limited if cookies are disabled.

4. Information sharing

We share your personal information in the following circumstances:

• Club administrators — administrators of clubs you belong to can see your profile information and membership data as needed to manage the club.
• Other club members — your name and profile picture are visible to other members of the same club or training group. You can control whether your email and phone number are visible to other members.
• Service providers — we use third-party processors (such as hosting, payment, and analytics providers) who process data on our behalf under data processing agreements.
• Payment providers — payment data is shared with our payment provider, which acts as an independent data controller. We encourage you to review their privacy policy.
• Legal requirements — we may disclose information when required by law or in response to valid legal requests from authorities.

We do not sell your personal information.

5. International data transfers

Some of our service providers may be located outside the European Economic Area (EEA). When personal data is transferred outside the EEA, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission.

6. Controller and processor roles

Klubio acts as a data controller for the platform and your account information. When clubs use Klubio to manage their members, the club organization acts as the data controller for member data, and Klubio acts as a data processor on the club's behalf.

Club administrators are responsible for ensuring their use of member data through Klubio complies with applicable data protection laws. Administrators may only collect data that is necessary for club management and must not request sensitive personal information (such as political opinions, religious beliefs, or government-issued identification numbers) through our platform.

7. Your rights

Under the GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you.
• Rectification — correct inaccurate or incomplete personal data.
• Erasure — request deletion of your personal data ("right to be forgotten").
• Restriction — request that we limit processing of your data.
• Data portability — receive your data in a structured, machine-readable format.
• Objection — object to processing based on legitimate interests.
• Withdraw consent — withdraw consent at any time where processing is based on consent.

You can update your profile information directly through your account settings. For other requests, contact us at info@klubio.eu. We will respond within 30 days.

These rights may be limited in certain circumstances, for example where fulfilling a request would reveal personal data about another person. If you are unsatisfied with how we handle your request, you have the right to lodge a complaint with a supervisory authority, such as the Estonian Data Protection Inspectorate.

8. Data retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy or as required by law. When you delete your account, we anonymize or delete your personal data. Some information may be retained longer to comply with legal obligations such as bookkeeping requirements.

General retention periods:

• Account and profile data — retained while your account is active, deleted or anonymized upon account deletion.
• Transaction records — retained as required by applicable accounting and tax laws.
• Technical logs and IP addresses — retained for up to one year.

9. Children's privacy

Klubio may be used by clubs that include minors. Children under 16 require parental or guardian consent to use our platform. Parents and guardians can view and manage their child's information within shared clubs. Club administrators are responsible for verifying that appropriate consent has been obtained for minors.

10. Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include encryption of data in transit, access controls, and regular security reviews. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. Changes to this policy

We may update this privacy policy from time to time. Significant changes will be communicated through our platform or by email. The "last updated" date at the top of this page indicates when the policy was last revised.

12. Contact

If you have questions about this privacy policy or how we handle your data, contact us at:

Klubio LLC
Email: info@klubio.eu