Privacy Policy

Effective: May 18, 2026

ClubTrackr LLC (“ClubTrackr,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, store, access, and share information when you use ClubTrackr websites, client or tenant versions of ClubTrackr, the Tenant Portal, support tools, hosted services, and related software services.

This Privacy Policy applies to ClubTrackr.com and to ClubTrackr-powered websites or portals made available to clubs, teams, booster organizations, schools, parent organizations, robotics teams, athletic programs, and similar organizations.

1. ClubTrackr and client organizations

ClubTrackr provides software used by independent organizations to manage club, team, booster, membership, parent, student, equipment, event, dues, attendance, communication, and administrative workflows.

These organizations may operate their own ClubTrackr instance on a ClubTrackr-managed server, a custom domain, a subdomain of ClubTrackr.com, a client-managed server, or another approved hosting environment.

The organization using ClubTrackr is generally responsible for deciding what information is entered into its ClubTrackr instance, who may access it, what roles users receive, and how the organization uses that information.

ClubTrackr provides, maintains, licenses, supports, and may host the software.

2. Client data ownership

Data entered into a client’s ClubTrackr instance by the client organization or its authorized users remains the property of that client organization or its users, as applicable.

ClubTrackr does not claim ownership of client data, organization records, uploaded content, member data, student data, parent data, team records, files, images, or other content entered into the software.

ClubTrackr may access client data only as reasonably necessary to provide, secure, maintain, troubleshoot, update, license, host, or support the software, or as otherwise permitted by agreement, consent, or law.

3. Information we collect or process

Depending on how ClubTrackr is used, we may collect or process the following categories of information.

Account information

This may include names, email addresses, usernames, passwords or authentication credentials, account status, organization affiliation, role, permissions, administrative access level, and contact preferences.

Organization and tenant information

This may include organization name, domain or subdomain, primary administrative contact, subscription or license status, hosting arrangement, configuration settings, support history, and billing or payment-related records.

Club, team, booster, parent, student, and member information

Client organizations may use ClubTrackr to manage records about members, students, athletes, parents, guardians, coaches, officers, volunteers, alumni, emergency users, donors, sponsors, or other participants.

This information may include names, email addresses, roles, relationships between parent and student accounts, account status, attendance, dues status, payment status, waivers, inventory checkouts, equipment assignments, maintenance tickets, event participation, tournament information, booster officer history, fundraising information, policy acknowledgments, notes, comments, and similar organization records.

Support and maintenance information

This may include support messages, issue reports, bug reports, attachments, screenshots, change requests, ticket metadata, severity, browser details, page URLs, device details, system logs, and communications with ClubTrackr.

Hosting and operational information

If ClubTrackr hosts a client site, we may process server logs, IP addresses, timestamps, request metadata, SSL/domain configuration information, uptime or availability monitoring data, and other information needed to operate the hosted service.

License validation and security information

ClubTrackr-powered software may perform automated license checks or API calls to verify license status, enforce valid access, protect the software, prevent tampering, and support security or operational functions.

Public website and form information

When you use ClubTrackr.com or submit a public form, we may collect contact information, message content, optional files, browser or device information, page URL, referrer, and related metadata.

4. How we use information

We use information to:

• provide, operate, license, and maintain ClubTrackr;
• host client websites or portals when applicable;
• authenticate users and manage access permissions;
• support client organizations and authorized users;
• troubleshoot bugs, outages, and technical issues;
• provide updates, security patches, and maintenance;
• verify license status and enforce license terms;
• communicate about support, changes, releases, billing, renewals, and service notices;
• improve reliability, usability, performance, and security;
• prevent unauthorized access, misuse, tampering, fraud, or abuse;
• comply with legal obligations;
• enforce agreements and protect rights, safety, and security.

We do not sell personal information. We do not use client data for third-party advertising.

5. Administrative and support access

ClubTrackr may maintain administrative or emergency access to client instances for support, maintenance, troubleshooting, updates, license management, security patches, incident response, or operational continuity.

When using administrative or emergency access, ClubTrackr will seek to access only the data and settings reasonably necessary for the support, maintenance, security, or operational purpose involved.

ClubTrackr does not use administrative access for continuous monitoring of client activity or for unrelated review of client data.

6. Cookies and similar technologies

ClubTrackr uses essential cookies and similar technologies needed for the software to function. These may include cookies or tokens for login sessions, authentication, CSRF protection, security, preferences, and basic platform functionality.

ClubTrackr does not currently use advertising cookies. ClubTrackr does not currently use third-party analytics cookies.

7. How information is shared

ClubTrackr does not sell personal information.

We may share information in the following limited situations.

With the client organization

Information in a client’s ClubTrackr instance may be visible to authorized users within that organization based on role, permissions, and system configuration.

For example, coaches, admins, officers, parents, members, or other authorized users may see different information depending on the organization’s setup.

With service providers

We may share information with service providers that help us operate ClubTrackr, such as hosting providers, domain or SSL providers, email delivery services, payment processors, support tools, security tools, backup providers, and infrastructure providers.

These providers are only permitted to use information as needed to provide services to ClubTrackr.

With client-approved hosting environments

If a client uses its own server or a third-party hosting environment, information may be stored or processed in that environment. In those cases, the client may be responsible for maintaining appropriate backups, access controls, security, and compliance for that hosting environment.

For legal, safety, or security reasons

We may disclose information if required by law, subpoena, court order, legal process, or governmental request. We may also disclose information when we believe disclosure is necessary to protect ClubTrackr, users, client organizations, software infrastructure, legal rights, safety, or security.

In connection with a business transfer

If ClubTrackr is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to appropriate protections.

8. Children, students, and youth participants

ClubTrackr may be used by organizations that involve students, minors, youth athletes, robotics team members, club members, or similar participants.

ClubTrackr is not intended for children under 13 to use independently without appropriate authorization. Client organizations are responsible for determining whether parental consent, school authorization, student privacy requirements, or other legal requirements apply to the information they enter into ClubTrackr.

If you believe a child under 13 has provided personal information to ClubTrackr without appropriate authorization, contact us and we will take appropriate steps.

9. School, club, and organization compliance

Client organizations are responsible for ensuring that the information they enter into ClubTrackr complies with applicable laws, school rules, district policies, club policies, consent requirements, and privacy obligations.

This may include rules or policies related to student information, parent access, school-affiliated organizations, booster organizations, youth activities, payment records, attendance records, and similar data.

ClubTrackr provides the software platform but does not control every decision made by a client organization about what information it enters, who it authorizes, or how it uses its records.

10. Payments and billing

ClubTrackr may process subscription, license, hosting, or service-related billing information.

Payment processing may be handled by third-party payment providers. ClubTrackr does not intentionally store full credit card numbers unless specifically stated at the point of collection.

Client organizations may also use ClubTrackr to track dues, waivers, balances, payments, fundraising, or related financial status information for their own internal purposes.

11. Data retention

We retain information for as long as reasonably necessary to provide ClubTrackr, support client organizations, maintain security, comply with legal obligations, resolve disputes, enforce agreements, and maintain business records.

Client organizations may be able to update, deactivate, archive, export, or delete certain records within their ClubTrackr instance, depending on their permissions and system configuration.

Some information may remain in backups, logs, archived records, audit trails, or security records for a limited period.

12. Termination, export, and deletion

If a client organization terminates its license, hosting, or use of ClubTrackr, access to the software may be suspended, disabled, or removed according to the applicable license agreement, hosting addendum, or service arrangement.

Where technically feasible and permitted by the applicable agreement, ClubTrackr may assist with a reasonable data export. ClubTrackr does not guarantee indefinite data retention or continued access after termination.

Users who want information deleted, corrected, exported, or deactivated should usually contact the client organization that manages their ClubTrackr account. ClubTrackr may also assist where appropriate and legally permitted.

13. Account deactivation and role changes

Client organizations may deactivate, archive, update, or change user accounts and roles.

For example, when a student graduates or leaves an organization, a related parent account may be deactivated, archived, or converted to another role, such as a booster, volunteer, officer, or alumni-related account, depending on the organization’s policies and the user’s choices.

If an account is deactivated, the user may no longer be able to log in. Certain historical records may be retained where needed for organization records, audit history, legal compliance, security, or legitimate operational purposes.

14. Security

ClubTrackr uses reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include authentication controls, role-based permissions, administrative access limits, encrypted credential storage, security updates, server protections, and other measures appropriate for the service.

No method of transmission or storage is completely secure. Users and client organizations should avoid entering unnecessary sensitive personal information into free-text fields, support tickets, comments, uploads, or attachments.

15. Your choices and rights

Depending on your relationship with ClubTrackr and the client organization, you may be able to:

• access or update your account information;
• request correction of inaccurate information;
• request deletion or deactivation of your account;
• request export of certain information;
• update communication preferences;
• contact your organization’s administrator about records managed by that organization;
• contact ClubTrackr with privacy questions or requests.

Some requests may need to be handled by the client organization because the organization controls the relevant account or record.

We may need to verify your identity before completing a request.

16. International users

ClubTrackr is operated from the United States. If you access ClubTrackr from outside the United States, your information may be processed and stored in the United States or in other locations where ClubTrackr or its service providers operate.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top.

When appropriate, we may provide additional notice through ClubTrackr.com, the Tenant Portal, a client ClubTrackr instance, email, or other reasonable means.

18. Contact us

Questions or privacy requests may be sent to:

ClubTrackr LLC
Email: support@clubtrackr.com