Privacy Policy

1. Who we are

Club Guru is a software-as-a-service platform for clubs, courses, and member-based organisations. We provide software for member administration, communications, booking workflows, invoicing, payments, operational reporting, and related digital services.

When this policy refers to "Club Guru," "we," "us," or "our", it means the operators of the Club Guru platform. If you have any privacy questions, you can contact us at hello@clubguru.co.za.

2. Scope and roles

This Privacy Policy applies to information processed through our public website, landing pages, demo and sales interactions, customer accounts, and the Club Guru application itself.

Our role depends on the context in which information is processed:

• Website visitors, prospects, and account administrators: Club Guru generally acts as the responsible party, controller, or equivalent role for the information we collect directly from you.
• Club member, guest, player, or participant data uploaded or managed by a customer: the relevant club or organisation generally acts as the controller, and Club Guru acts as an operator, processor, or service provider on that customer's behalf.

If you are a member or guest of a club that uses Club Guru, the fastest route for access, correction, objection, or deletion requests is usually to contact that club directly. We will support our customers in responding where required by law and our contractual obligations.

3. Information we collect

Information you provide directly

• Identity and contact data such as your name, email address, phone number, job title, and organisation name
• Account registration information, profile details, administrator settings, and authentication-related data
• Club and operational information such as branding, locations, membership structures, schedules, pricing rules, communications templates, and support history
• Member, guest, booking, competition, payment, invoice, refund, and attendance data that our customers choose to store in the service
• Messages, files, attachments, survey responses, and other content submitted through forms, support channels, or in-product workflows

Information collected automatically

• Technical and device data such as IP address, browser type, device identifiers, operating system, and approximate region
• Usage and diagnostic data such as page views, interaction events, login activity, errors, performance metrics, audit events, and security logs
• Cookie, session, and similar data used to maintain secure authentication sessions, remember preferences, and understand service usage

Information from third parties

• Payment confirmations, settlement information, and limited fraud or risk signals from payment providers
• Email delivery, bounce, complaint, and deliverability signals from communication providers
• Referral, marketing, or lead information from forms, partners, and customer introductions

4. How we use information

We use information to operate, secure, and improve Club Guru and to support our legitimate business operations. This includes using information to:

• Provide the platform and its core functionality, including authentication, tenancy, bookings, communications, invoicing, payments, and reporting
• Set up customer environments, manage subscriptions, onboard users, and provide technical support
• Send transactional, administrative, and service communications such as invitations, password resets, notices, payment confirmations, reminders, and incident updates
• Monitor reliability, diagnose problems, prevent abuse, detect suspicious activity, and enforce our security controls
• Improve product design, usage flows, performance, and feature planning using aggregated or de-identified analytics where appropriate
• Comply with legal obligations, accounting requirements, regulatory requests, and lawful investigations
• Send sales and marketing communications to prospective or existing customers where permitted by law, subject to opt-out rights

We do not sell personal information and we do not disclose personal information to third parties for their own independent marketing use.

5. Legal bases

Where applicable law requires a legal basis for processing, we typically rely on one or more of the following:

• Performance of a contract such as providing the service you requested, managing subscriptions, or fulfilling support obligations
• Legitimate interests such as service security, fraud prevention, internal administration, analytics, product improvement, and communications with business customers
• Consent where required, including certain marketing communications or optional cookie categories
• Legal obligation where retention, disclosure, or verification is required by applicable law, tax rules, court process, or regulatory obligations

6. Disclosures and subprocessors

We disclose information only where it is reasonably necessary to run Club Guru, meet legal obligations, or protect rights and safety. Categories of recipients may include:

• Infrastructure, hosting, and database providers such as Supabase and Vercel, which support application hosting, storage, authentication, and core infrastructure operations
• Payment providers such as Paystack, which process card and other payment transactions directly under their own regulated environments
• Messaging and communication providers such as email delivery and templating partners used to send transactional or customer-configured communications
• Professional advisers and service providers such as legal, accounting, audit, security, and support providers working under confidentiality obligations
• Authorities or counterparties where disclosure is required by law, court order, lawful request, or where reasonably necessary to establish, exercise, or defend legal claims
• Corporate transaction participants in connection with a merger, acquisition, financing, restructuring, or sale of assets, subject to customary confidentiality protections

Where we use service providers to process personal information on our behalf, we require them to act under appropriate contractual restrictions and to use the information only for the services they provide to us.

7. Cross-border transfers

Club Guru and its service providers may process information in jurisdictions other than the country where the information was originally collected. Those jurisdictions may have data protection rules that differ from those in your location.

Where cross-border transfers are required, we take reasonable steps to implement appropriate safeguards under applicable law, which may include contractual commitments, vendor due diligence, and technical security controls.

8. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including to provide the service, maintain security records, resolve disputes, enforce our agreements, and comply with legal, tax, accounting, and regulatory obligations.

Retention periods depend on the type of information and the context in which it is processed. For example:

• Account, billing, and support records may be retained for the duration of the customer relationship and for a reasonable period thereafter
• Logs and diagnostics may be retained for shorter periods unless needed for fraud prevention, abuse detection, or investigations
• Customer data may be deleted, anonymised, or returned following account closure, subject to backup cycles, legal obligations, and any agreed export or transition period

9. Security

We use technical and organisational measures designed to protect information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include, where appropriate:

• Encryption in transit and encryption at rest within supported infrastructure
• Tenant isolation controls, role-based access restrictions, and authentication safeguards
• System logging, monitoring, audit trails, and security reviews
• Access controls for staff and vendors on a need-to-know basis
• Change management, backup, and operational resilience measures

No system is perfectly secure. For that reason, while we work to protect information using commercially reasonable safeguards, we cannot guarantee absolute security or uninterrupted operation at all times.

10. Your rights and choices

Depending on the jurisdiction and your relationship with Club Guru, you may have rights to access, correct, update, delete, restrict, object to, or port certain personal information, and to withdraw consent where processing is based on consent.

• Marketing communications: you can unsubscribe from non-essential marketing communications using the link in the message or by contacting us
• Account information: many account details can be updated in-product by your organisation's authorised administrators
• Member and guest data: if your data is controlled by a club using Club Guru, please contact that club first so it can assess and action your request

To exercise applicable rights, contact hello@clubguru.co.za. We may need to verify identity and authority before processing a request. We may also retain certain information where required or permitted by law.

11. Cookies and analytics

We use cookies and similar technologies for core website and application functionality, including secure login sessions, navigation continuity, fraud prevention, and preference management. We may also use analytics tooling to understand how the website and service are used.

You can control cookies through browser settings and, where presented, through cookie preference tools. Blocking essential cookies may prevent parts of Club Guru from functioning correctly.

12. Children's data

Club Guru is intended for use by organisations and their authorised users, not for direct consumer use by children. Where a club uses the service to manage junior members or youth programmes, that club is responsible for ensuring it has an appropriate lawful basis and any necessary consents or permissions to provide that information for processing in the service.

If you believe information relating to a child has been provided to us inappropriately, contact us and we will investigate and take appropriate steps.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to the service, our practices, legal requirements, or risk controls. If we make a material change, we may provide notice through the website, the application, email, or another reasonable method. The updated version will take effect when published unless a later effective date is stated.

14. Contact us

For privacy-related questions, rights requests, or concerns about how information is handled, contact:

Email: hello@clubguru.co.za

If your concern relates to information controlled by a club using Club Guru, please also contact the relevant club directly so it can handle the request in its role as controller.