Privacy Policy

Information We Collect

We collect account information, such as your name, email address, and authentication details, when you sign in or create an account. We also collect club data you enter into ClubbyUp, including club names, member names, student IDs, email addresses, attendance sessions, check-ins, point records, and settings.

Google Forms Data

If you connect Google Forms, ClubbyUp requests read-only access to the Google Forms you choose to connect. ClubbyUp uses the scopes https://www.googleapis.com/auth/forms.body.readonly and https://www.googleapis.com/auth/forms.responses.readonly.

Data accessed from Google may include form metadata, form titles, form questions, question identifiers, response identifiers, response timestamps, and submitted answers. The submitted answers may include names, student IDs, email addresses, attendance responses, or other fields you added to the connected Google Form.

ClubbyUp uses Google Forms data only to provide the connected form integration. This includes loading form questions, helping you map Google Form fields to ClubbyUp member and attendance fields, importing responses into ClubbyUp members, check-ins, and points, avoiding duplicate imports, showing import status, and helping you review or fix import errors.

ClubbyUp stores the encrypted Google OAuth tokens needed to keep the integration connected, the connected form configuration, field mappings, normalized fields needed to audit imports, linked ClubbyUp records, and import processing status. ClubbyUp does not use Google Forms data for advertising, does not sell Google Forms data, and does not use Google user data to train artificial intelligence or machine learning models.

You can disconnect Google from ClubbyUp at any time. Disconnecting removes ClubbyUp's stored Google connection tokens and pauses Google Forms imports. You can also remove a connected Google Form when it is not referenced by attendance history. Existing ClubbyUp members and attendance records remain intact so removing a form cannot erase unrelated club history.

How We Use Information

We use your information to provide ClubbyUp features, maintain your club records, process attendance and member imports, troubleshoot issues, prevent abuse, improve the product, and communicate important service updates.

Product Analytics

We use Umami, a privacy-focused analytics service, to understand aggregate product usage and performance. For signed-in organizers, we may associate completed product actions with an opaque internal account identifier. We do not send member names, student IDs, email addresses, club names, Google Forms data, or free-form form content to product analytics.

For supported campaigns, a first-party cookie retains only approved source, medium, and campaign categories for up to 30 days. Creating a club saves those categories with that club and clears the cookie. We do not collect arbitrary campaign text, search terms, or referring URLs for this attribution.

Student check-in, kiosk, and presentation URLs are excluded from analytics. We sample session replays on eligible organizer and public pages, with strict masking and additional blocking for sensitive interface areas.

Product Feedback

The signed-in dashboard includes an optional feedback widget provided by UserJot. When an organizer visits the signed-in dashboard, we send UserJot the organizer's signed ClubbyUp account identifier, email address, and first name so feedback can be reliably attributed. UserJot also receives the feedback, votes, or messages the organizer chooses to submit.

Do not submit student names, student IDs, email addresses, attendance, Google Forms data, or other private school information through the feedback widget. The widget is not loaded on student check-in, kiosk, or presentation routes.

How We Share Information

We do not sell personal information. We may share information with service providers that help us run ClubbyUp, such as authentication, hosting, database, analytics, and infrastructure providers. We may also disclose information if required by law or to protect ClubbyUp, users, or others.

Google user data is shared only with service providers needed to operate ClubbyUp and provide the Google Forms integration. ClubbyUp does not transfer Google user data to third parties for advertising, profiling, or unrelated purposes.

Data Retention

We keep information for as long as needed to provide ClubbyUp, comply with legal obligations, resolve disputes, and enforce agreements. You may delete club data from within the product where supported or contact us for help with deletion requests.

Security

We use reasonable technical and organizational safeguards to protect information. No system is perfectly secure, so we cannot guarantee that information will always remain secure.

Schools, Student Records, and FERPA

When a club at a school uses ClubbyUp, the information officers enter about students—names, student IDs, optional email addresses, attendance, and participation points—may be part of that school's education records under the Family Educational Rights and Privacy Act (FERPA). FERPA places obligations on the school, and ClubbyUp is designed to be usable by a school under the “school official” exception in 34 CFR § 99.31(a)(1).

To support that, we make the following commitments to schools and districts whose students' information is entered into ClubbyUp:

• Use limitation. We use student information only to provide and support ClubbyUp for the club that entered it. We do not sell it, rent it, use it for advertising, or use it to train machine-learning models.
• No redisclosure. We do not disclose student information to third parties except to the infrastructure providers listed under “How We Share Information,” or where the school directs us to or the law requires it.
• School direction and deletion. A school or district may ask us to correct, export, or delete the student information held for its clubs, and we will act on that request. Club owners can also delete a club and all of its member, attendance, and points records directly from the dashboard.
• No student accounts. Students do not create ClubbyUp accounts and are never asked for a password. Checking in records attendance; a student ID is treated as an identifier for matching a roster entry, never as a login credential or proof of identity.
• Analytics exclude students. Our product analytics never run on the check-in, kiosk, or presentation screens students see, and the analytics events we do collect contain counts and feature names only—never student names, student IDs, or email addresses.
• Access is limited to club officers. A club's records are visible only to the signed-in officer who owns that club. ClubbyUp does not publish rosters or attendance publicly, and exports are produced only when an officer requests them.

ClubbyUp does not claim any FERPA certification, because no such certification exists. If your school or district requires a written agreement, a data-processing addendum, or a security review before staff and students use ClubbyUp, contact us and we will work through it with you. Until such an agreement is in place, the club officer who enters student information is responsible for having permission to do so.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date above.

Data Recovery

Club officers can export their records, manually import attendance, and reconnect Google Forms from the ClubbyUp dashboard. Do not include student IDs, Google credentials, or attendance files in public messages.