Privacy Policy

What we collect

ClubPilot may collect account details, assigned roles and locations, login and session information, module visits, actions taken, operational records, comments, uploaded files, support conversations, feedback and technical error information.

ClubPilot does not make passwords visible to the platform owner, customer administrators or support staff. Payment-card and online-banking credentials should never be uploaded.

Why we use it

• Provide the service and apply role and location permissions.
• Store operational records and show accountable work.
• Keep accounts secure, diagnose faults and provide support.
• Measure product use and improve ClubPilot’s workflows and reliability.
• Meet legal obligations and respond to authorised requests.

Public website analytics and cookies

ClubPilot uses Google Analytics 4 (measurement ID G-1Q90BVFEW9) on its public marketing pages to understand visits, page journeys, how quickly pages load and respond, and whether people use important actions such as requesting a walkthrough, building a pilot, selecting a pricing plan, requesting a Corporate quote, choosing Sign in or opening the app-install guide.

Google Analytics is not loaded for the authenticated ClubPilot workspace at /app or the interactive demo at /demo. ClubPilot does not send names, email addresses, phone numbers, enquiry text, customer workspace records or authenticated product activity to this Google Analytics property. Advertising personalisation and Google signals are disabled in ClubPilot's website tag configuration.

Google Analytics may use first-party cookies including _ga and _ga_<container-id>to distinguish visits and maintain session information. Google may process information such as the public page visited, referring site, approximate location, browser or device type and the non-identifying website actions described above. Read Google's Privacy Policy for more information.

Visitors can block or delete analytics cookies through their browser without losing access to ClubPilot's public information. Google also provides a Google Analytics opt-out browser add-on.

Demo activity and optional email updates

The public interactive demo works with usage tracking off. If you allow demo analytics in Privacy & updates, ClubPilot sets a random first-party browser cookie for up to 90 days. This recognises a returning browser, not a verified person. A separate cookie remembers your privacy choice.

Our private owner control room records demo sessions, first and latest visits, active time, device category, referring website, modules and sample roles explored, sample records opened, evidence played, and trial or walkthrough link clicks. Active time pauses when the page is hidden, unfocused or idle for one minute. We do not record typed content, passwords, screen recordings or browser fingerprints in demo analytics. This cookie is not an advertising pixel and no advertising audience is created by this feature.

You can turn demo analytics off at any time in Privacy & updates. This stops new tracking and removes the browser identifier cookie; previously recorded activity may remain under our retention policy. Blocking or clearing cookies can make later visits appear as a new browser. Owner testing and fictional sample sessions are separated from prospect and customer usage.

Email updates and offers require a separate, optional consent box. We retain the email address, consent wording, version, date and withdrawal status. If demo analytics are also allowed, that request can be linked to the browser's demo activity. An enquiry or demo visit alone does not subscribe you. The email address is not sent to Google Analytics. This form records an opt-in request; it does not verify ownership of the email address.

A preference cookie lets you withdraw the email opt-in from the same browser for up to one year. You can also contact ClubPilot to withdraw consent. Any marketing email must identify ClubPilot and provide a working unsubscribe option. No advertising platform is enabled by accepting demo analytics or requesting email updates.

International enquiries

When you enquire about an overseas pilot, we save your contact name, email, business name, country, location count and optional preferred operating currency so our team can assess suitability and respond. The enquiry and any regional setup proposal are visible to the authorised ClubPilot owner. Submitting an enquiry does not create a workspace or start a trial.

Marketing updates have a separate, optional checkbox that is off by default. We record that choice and, if selected, its date and wording version. An enquiry alone does not subscribe you. You can withdraw consent by contacting admin@clubpilot.au. Public website analytics receive only the country code and a location-count range for these enquiry actions, never your contact or business details.

Our existing hosting and communications providers may process the enquiry as described below. Enquiring does not establish a particular data-storage country or overseas service arrangement; these requirements are reviewed before any pilot is opened. Please do not send member records or sensitive operational data in an enquiry.

Invitation email open detection

ClubPilot invitation emails may contain a small first-party image that records when the email's images are loaded. We retain the first and latest detected load times and the number of detections so authorised administrators can follow up during onboarding.

An image load does not prove that a person read the email. Email providers, privacy services and security scanners may load images automatically. ClubPilot's invitation-open record does not retain the recipient's IP address, device or browser details.

Customer Knowledge Hub

Authorised customer administrators may add business rules, approved answers, operating notes and supporting documents to teach their workspace assistant. Customer teachings are separated by workspace and are not made available to other customers. Authorised ClubPilot support may inspect them to troubleshoot, correct or improve that customer’s experience.

Who can see information

Customer users see information permitted by their assigned role and locations. Customer administrators may manage their people and operational records. Authorised ClubPilot support personnel may access customer information when required to operate, secure, troubleshoot or improve the service. Platform-owner support access is audited.

Information may also be processed by service providers used for hosting, authentication, file storage, monitoring and communications. We do not sell customer information.

Uploads and sensitive information

Customers control what their staff submit. Do not upload unnecessary personal, health, banking or member information. Financial reports are restricted to specifically authorised finance users and ClubPilot support.

Storage, security and retention

ClubPilot uses access controls and private file storage appropriate to the service. No online system is completely risk-free. Information is retained while needed to provide the service, preserve authorised business records, resolve disputes or meet legal requirements, then deleted or de-identified where practical.

Your choices and enquiries

You may ask your customer administrator to correct your account information or access. Privacy, correction or deletion enquiries can also be submitted through ClubPilot’s public enquiry form. Some operational records may need to be retained as part of the customer’s audit history.

Changes

We may update this policy as ClubPilot develops. The latest version and update date will remain available on this page.