Privacy Policy

Smart Club ("we", "our", "us") is committed to protecting the privacy and security of your club's data. This Privacy Policy explains how we collect, use, store, and protect information when you use the Smart Club platform.

1. Information We Collect

We collect information that you provide directly to us when registering your club and using our services:

• Club and organisation details (name, type, district)
• Member information (names, email addresses, phone numbers, roles)
• Financial data (payment records, transaction history, accounting entries)
• Event and attendance records
• Account credentials (email, encrypted passwords)
• Usage data (pages visited, features used, login times)

2. How We Use Your Information

We use the information we collect to:

• Provide and operate the Smart Club platform
• Process payments and send payment confirmations
• Send meeting invitations, announcements, and dues reminders
• Generate reports and financial statements
• Improve and develop new features
• Respond to support requests
• Comply with legal obligations

3. Data Security

We implement industry-standard security measures to protect your data:

• All data is encrypted in transit using TLS/HTTPS
• Passwords are hashed using bcrypt — we never store plain-text passwords
• Daily automated backups are performed
• Each club's data is fully isolated from other clubs
• Access to production systems is restricted to authorised personnel only

4. Data Sharing

We do not sell, trade, or rent your club's data to third parties. We may share data with:

• Payment processors (PayLink, MTN MoMo, Airtel Money) — only the data necessary to process payments
• Email service providers — to deliver transactional emails on your behalf
• Legal authorities — when required by law

5. Data Retention

We retain your club's data for as long as your account is active. If you close your account, we will retain data for 90 days to allow for any final exports, after which it will be permanently deleted.

6. Your Rights

As a club administrator, you have the right to:

• Access and export all your club's data at any time
• Correct inaccurate member information
• Delete member records
• Request deletion of your entire club account

7. Cookies

Smart Club uses essential cookies to maintain your login session and ensure the platform functions correctly. We do not use advertising or tracking cookies.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or via an in-app notice. Continued use of Smart Club after changes constitutes acceptance of the updated policy.

9. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at info@smartclub.club.