1. Overview
Club Volunteer Systems ("Club Volunteer", "we", "us") operates the Club Volunteer platform at clubvolunteer.com.au. We are committed to protecting the privacy of our users in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This policy explains what personal information we collect, why we collect it, how it is stored and your rights in relation to it. By using Club Volunteer you agree to the practices described in this policy.
2. Information we collect
Club administrators
When you create a Club Volunteer account we collect:
- Name and email address
- Club name
- Billing information (processed by Stripe — we do not store card details)
Volunteers (registered by clubs)
When a volunteer registers for a shift through a club's public page we collect:
- Name and email address
- The shift(s) they have registered for
This information is entered directly by the volunteer and is stored against the relevant club's account. Club administrators are the data controllers for their volunteers' information.
Technical information
We automatically collect standard server logs, which may include IP addresses, browser type, pages visited and timestamps. This information is used for security monitoring and platform diagnostics only.
3. How we use your information
We use personal information only for the following purposes:
- Providing the service — operating accounts, sending shift confirmation and reminder emails, processing payments
- Platform communications — transactional emails such as account setup, subscription notices and system alerts
- Troubleshooting — diagnosing and resolving technical issues when required
- Security — detecting and preventing fraud, abuse and unauthorised access
We do not sell, rent or share personal information with third parties for marketing purposes. We do not use volunteer data entered by clubs for any purpose beyond operating the platform.
4. Third-party services
Club Volunteer uses the following third-party services to operate the platform. Each service has its own privacy policy.
| Service | Purpose | Data shared |
|---|---|---|
| Stripe | Payment processing and subscription billing | Billing name, email, payment card details (processed directly by Stripe) |
| Google Analytics | Website usage analytics | Anonymised browsing data (IP addresses are anonymised) |
| Sentry | Application error monitoring | Error reports and stack traces, which may include request context |
| Aikido Security | Application security and threat detection | Request metadata for security analysis |
| Laravel Nightwatch | Application performance monitoring | Server-side performance and request data |
5. Data storage & security
All data is stored on servers located in Sydney, Australia, hosted via Laravel Forge on a private VPS. We implement appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or destruction, including:
- Encrypted connections (HTTPS/TLS) for all data in transit
- Encrypted data at rest
- Access controls limiting who can view production data
- Regular security monitoring via Aikido Security
While we take reasonable steps to protect your information, no method of transmission or storage is 100% secure. If you become aware of a security issue please contact us immediately at info@clubvolunteer.com.au.
6. Data retention
We retain personal information for as long as your account is active or as needed to provide the service. If you cancel your subscription:
- Your account data is retained for 90 days to allow reactivation
- After 90 days, personal data is deleted from our systems
- Aggregated, non-identifiable data may be retained for analytical purposes
Billing records may be retained for up to 7 years to comply with Australian taxation law.
7. Your rights
Under the Australian Privacy Principles you have the right to:
- Access — request a copy of the personal information we hold about you
- Correction — request correction of inaccurate or out-of-date information
- Deletion — request deletion of your personal information (subject to legal obligations)
- Complaints — lodge a complaint about how we handle your information
To exercise any of these rights, contact us at info@clubvolunteer.com.au. We will respond within 30 days.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).
9. Contact us
For any privacy-related questions or requests, please contact:
Club Volunteer Systems
ABN 60 657 513 070
info@clubvolunteer.com.au
Contact form
We may update this Privacy Policy from time to time. Material changes will be notified by email to account holders. The current version is always available at clubvolunteer.com.au/privacy.