Privacy Policy

We collect only the personal information needed to run ClubHouseAdmin, and we do not sell it. Last updated: 11 October 2026.

1. Who this covers

This policy applies to visitors to our website, our customers' administrators and staff who use the portal, and individuals whose details appear in content our customers publish (such as members named on an honour board). Dylan Sheehy (ABN 14 705 991 967) is the controller of the information described below. We handle personal information in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth), and where relevant the GDPR and UK GDPR for customers in Europe, Ireland and the UK.

2. What we collect

• Account details: name, email address, phone number, club or organisation name, role and login credentials.
• Billing details: billing contact, address and ABN or VAT number. Card payments are processed by our payment provider, and we do not store full card numbers.
• Content you upload: text, logos, photos, results, member names and event details that you choose to publish to your screens.
• Usage and device data: log-ins, IP address, browser type, screen or device identifiers, and activity in the portal.
• Communications: emails, support requests and enquiries you send us.
• Records of agreement: when an administrator accepts our Terms of Service and acknowledges this policy in the portal, we record which versions they accepted, their account, the date and time, their IP address and their browser details. We keep this as evidence of the agreement.

We do not knowingly collect sensitive information, such as health or political opinions. Please do not upload it into the portal.

3. How we use it

• to provide, secure and support the service and deliver content to your screens;
• to manage accounts, billing and customer communications;
• to improve the platform and fix faults;
• to send service updates and, where permitted, marketing, which you can opt out of at any time;
• to meet legal obligations.

For customers in the EU, UK and Ireland, our legal bases are performance of our contract with you, our legitimate interests in running and improving the service, compliance with law, and your consent where we ask for it.

Members' details in published content: the club decides what appears on its screens and is responsible for having the right permissions. We host that content on the club's behalf and act on its instructions.

4. Who we share it with

We share personal information only with people who help us run the service, and never sell it. These include:

• cloud hosting and storage providers;
• payment processors and accounting tools;
• email, support and analytics providers;
• hardware and installation partners, where you ask us to involve them;
• professional advisers, and authorities where the law requires.

These providers may only use the information to provide services to us. If our business is sold or restructured, information may transfer to the new owner under the same protections.

5. Overseas transfers

Our providers may store or process information outside your country, including in Australia, the United States and the European Economic Area. Before disclosing information overseas, we take reasonable steps to make sure the recipient protects it consistently with the Australian Privacy Principles. For transfers from the EU, UK or Ireland, we rely on safeguards such as Standard Contractual Clauses or an adequacy decision.

6. How long we keep it

We keep account information while your account is active and for up to 7 years afterwards for tax and legal reasons. Your Content is deleted within 30 days after your account closes, unless the law requires us to keep it. Backups are overwritten on a rolling cycle.

7. Security

We use reasonable safeguards such as encryption in transit, access controls and regular backups. No system is completely secure, so please use strong passwords and tell us promptly if you suspect a problem. If a breach is likely to cause serious harm, we will notify affected people and the relevant regulator, including the Office of the Australian Information Commissioner or an EU or UK authority, as the law requires.

8. Your rights

You can ask to access, correct or delete the personal information we hold about you, and we will respond within 30 days.

• Australia: you have the right to access and correct your information under the Privacy Act. If you are unhappy with our response, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).
• EU, UK and Ireland: you also have the right to erasure, to restrict or object to processing, to data portability, and to withdraw consent at any time. You can complain to your local authority, such as the Data Protection Commission in Ireland or the ICO in the UK.
• United States: residents of states with privacy laws, such as California, may have rights to know, delete and correct their information and to opt out of sale or sharing. We do not sell or share personal information for advertising.

If we hold your details only because a club published them (for example on an honour board), please contact the club first, as it controls that content. We will help it action your request.

9. Cookies

Our website and portal use cookies and similar technologies to keep you logged in, remember preferences and understand how the site is used. You can block or delete cookies in your browser settings, though parts of the portal may stop working. Where the law requires, we ask for your consent before setting non-essential cookies.

10. Children

The service is for clubs and their staff, and is not directed at children under 16. Clubs that publish content about junior members, such as junior results or photos, are responsible for obtaining parent or guardian permission.

11. Changes to this policy

We may update this policy from time to time and will post the new version with its date. For material changes, we will notify account holders by email or in the portal, and an administrator from your club will be asked to acknowledge the updated policy before using the portal again.

12. Contact us

For privacy questions or requests, contact our privacy contact at dylan@clubhouseadmin.com.au, 12–14 Executive Drive, Burleigh QLD 4220.