Privacy policy

Effective date: November 10, 2019

ClubGuests Limited  ("us", "we", or "our") operates the https://clubguests.net website (hereinafter referred to as the "Service").

This page informs you of our policies regarding the collection, use and disclosure of personal data when you use our Service and the choices you have associated with that data.

We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, the terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible from https://clubguests.net

Our promise: total privacy and no advertising

ClubGuests Limited is an ethical company.

We place the highest value on the reputation of our Club members and in turn, you.

  • We only collect the data we need to run this service.
  • We do not share, and never will share any data we collect to run this service.
  • We do not communicate directly with any individual member of any club, unless it is part of site functionality, for example a lost password.
  • We do not invite, and never will invite, advertisements on any part of this site, or our Club pages or on any correspondence that we mediate of behalf of our members.
  • We DO have an opt-in newsletter exclusively for Club Administrators, and we may invite occasional sponsor messages. These are carefully vetted to be of interest to Club Administrators.

Definitions

  • Service

    Service is the https://clubguests.net website operated by ClubGuests Limited.

  • Personal Data

    Personal Data means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).

  • Usage Data

    Usage Data is data collected automatically either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

  • Cookies

    Cookies are small files stored on your device (computer or mobile device).

  • Data Controller

    Data Controller means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information are, or are to be, processed.

    For the purpose of this Privacy Policy, we are a Data Controller of your Personal Data.

  • Data Processors (or Service Providers)

    Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller.

    We may use the services of various Service Providers in order to process your data more effectively.

  • Data Subject (or User)

    Data Subject is any living individual who is using our Service and is the subject of Personal Data.

Information Collection and Use

We collect several different types of information for various purposes to provide and improve our Service to you.

Types of Data Collected

Club data

While using our Service, we ask clubs to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). Personally identifiable information may include, but is not limited to:

  • Email address
  • Administrator first name and last name
  • Administrator job title
  • Phone number
  • Address, State, Province, ZIP/Postal code, City
  • Cookies and Usage Data

We may use your Club data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send or by contacting us.

Club member data

While using our Service, we ask club members to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). Personally identifiable information is:

  • Email address
  • First name and last name
  • Membership number
  • Postcode

This data is used by ClubGuests members to identify you as a member so that the ClubGuests service can provide letters of introduction.

ClubGuests does not use this data for any other purpose.

Usage Data

We may also collect information on how the Service is accessed and used ("Usage Data"). This Usage Data may include information such as your computer's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

Tracking & Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service and we hold certain information.

Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Other tracking technologies are also used such as beacons, tags and scripts to collect and track information and to improve and analyse our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of Cookies we use:

  • Session Cookies. We use Session Cookies to operate our Service.
  • Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
  • Security Cookies. We use Security Cookies for security purposes.

Use of Data

ClubGuests Limited uses the collected data for various purposes:

  • To provide and maintain our Service
  • To notify you about changes to our Service
  • To allow you to participate in interactive features of our Service when you choose to do so
  • To provide customer support
  • To gather analysis or valuable information so that we can improve our Service
  • To monitor the usage of our Service
  • To detect, prevent and address technical issues

Legal Basis for Processing Personal Data under the General Data Protection Regulation (GDPR)

If you are from the European Economic Area (EEA), ClubGuests Limited legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context in which we collect it.

ClubGuests Limited may process your Personal Data because:

  • We need to perform a contract with you
  • You have given us permission to do so
  • The processing is in our legitimate interests and it is not overridden by your rights
  • For payment processing purposes
  • To comply with the law

Retention of Data

ClubGuests Limited will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes and enforce our legal agreements and policies.

ClubGuests Limited will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer periods.

Transfer of Data

Your information, including Personal Data, may be transferred to - and maintained on - computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.

If you are located outside United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to United Kingdom and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

ClubGuests Limited will take all the steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

Disclosure of Data

Business Transaction

If ClubGuests Limited is involved in a merger, acquisition or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.

Disclosure for Law Enforcement

Under certain circumstances, ClubGuests Limited may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Legal Requirements

ClubGuests Limited may disclose your Personal Data in the good faith belief that such action is necessary to:

  • To comply with a legal obligation
  • To protect and defend the rights or property of ClubGuests Limited
  • To prevent or investigate possible wrongdoing in connection with the Service
  • To protect the personal safety of users of the Service or the public
  • To protect against legal liability

Security of Data

The security of your data is important to us but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

Your Data Protection Rights under the General Data Protection Regulation (GDPR)

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. ClubGuests Limited aims to take reasonable steps to allow you to correct, amend, delete or limit the use of your Personal Data.

If you wish to be informed about what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.

In certain circumstances, you have the following data protection rights:

  • The right to access, update or delete the information we have on you. Whenever made possible, you can access, update or request deletion of your Personal Data directly within your account settings section. If you are unable to perform these actions yourself, please contact us to assist you.

  • The right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete.

  • The right to object. You have the right to object to our processing of your Personal Data.

  • The right of restriction. You have the right to request that we restrict the processing of your personal information.

  • The right to data portability. You have the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format.

  • The right to withdraw consent. You also have the right to withdraw your consent at any time where ClubGuests Limited relied on your consent to process your personal information.

Please note that we may ask you to verify your identity before responding to such requests.

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).

Service Providers

We may employ third party companies and individuals to facilitate our Service ("Service Providers"), provide the Service on our behalf, perform Service-related services or assist us in analysing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Analytics

We may use third-party Service Providers to monitor and analyse the use of our Service.

  • Google Analytics

    Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.

    You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity.

    For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy?hl=en

Payments

We provide paid membership and data entry services. We use third-party services for payment processing (e.g. payment processors).

We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.

The payment processors we work with are:

Children's Privacy

Our Service does not address anyone under the age of 18 ("Children").

We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the "effective date" at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, please contact us:

Hi there!

This tour shows you the main areas of the Club Network Dashboard.

Next step...

The Checklist

This is a list of things to complete before you can begin to build your club network.

Anything with an asterisk is required.

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Club essentials

Anything with an asterisk has to be completed before you can build your network.

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Club picture and profile

Non-essential but still important.

When other club members see your entry on ClubGuests, a good picture says a thousand words.

You can also add words - write a nice, short profile of your club. You don’t need to put reciprocal details in here.

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Club management menu

This menu lets you build your club network, respond to incoming network notifications and incoming member verification requests.

You can also edit the club address details and the club administrator details.

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Status bar

This provides information about your account and any network activity.

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Club network table

This area shows all your club network connections.

From here you can add existing clubs and create new ones.

You can also make special offers and custom reciprocal agreements.

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Main screen

This area shows all your club network connections.

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Links for your website

This is where you can copy the ClubGuests links for your website.

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Your email!

We notify you by email when people interact with your club network.

  • When someone adds your club to their network
  • When a member wants to be verified
  • When a club makes an offer.

You can manage all these items just using links contained in the email - and you don’t even have to log in!

Make a habit of checking your email regularly - and add "admin@clubguests.net" to your list of trusted email addresses.

Prev step... End tour

Adding a reciprocal link

This list displays all the clubs on ClubGuests that you can link to.

If your target club is on the list, click the 'eye' icon and add a link to the club.

If it isn’t, click the 'Create a club and link' button at the foot of the table.

The club you add gets notified when you create a link.

The club you add is instantly available to your members so they can get a letter of introduction.

Only create links to clubs that have reciprocal agreements with you.

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Confirming notification

When you confirm a notification, the source club will be added to your club network.

ClubGuests sends an confirmation email to the source club

Do not add a club unless you already share a reciprocal agreement.

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Adding a reciprocal link

When you add a reciprocal link, the club gets added to your reciprocal links list.

ClubGuests sends an confirmation email to the club you linked.

The linked club can confirm, reject or report the reciprocal link.

Do not add a club unless you already share a reciprocal agreement.

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Rejecting a club notification

Use this form when the club is known to you, but there is an issue with your reciprocal agreement.

Please provide full details for the rejection.

The club administrator of the source club is sent an email and both parties can then resolve the issues raised.

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Letter of introduction

This letter is automatically sent out to a member who requests a visit one of your reciprocal clubs.

You must place and edit a letterhead. All images are resized to 100px height.

You must also add a signatory to the letter. Do not personalise this with member names, dates or anything else that is changeable.

All other parts of the letter are personalised and are not editable.

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Update checklist text fields

This form allows you to update all the text-based fields on your Checklist..

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Club home page

Add a link to your main club home page.

This is used on the ClubGuests feed page and allows your members to go to your club home page.

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Club profile

This shows if your club is listed by another club on ClubGuests.

Your entry should summarise your club in a few short, easy-to-read sentences.

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Club letter signatory

This text appears at the foot of your letter of introduction.

If you want your letters "signed" by someone else, enter their name here.

You can sign off the letter with ‘Yours sincerely’, or any other form of words.

You can also add a more informal PS.

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Advice to members

When your members plan a visit to one of your reciprocal clubs, what advice do you give them?

For example, clubs may require notice before a trip is planned.

This advice appears at the top of your ClubGuests reciprocal club page.

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Club default agreement

When members of other clubs visit  your club, what are the basic facilities that you offer?.

You might offer all the facilities of the club, or a limited set of facilities.

You can override the default agreement for individual clubs.

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Default offer

Use offers to attract reciprocal club members to your club who otherwise would not visit.

Offers can come in the form of reduced meal prices, reduced accommodation prices or anything else that might increase your revenues.

You can override the default offer with a special offer for individual clubs.

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Offer expiry date

Your offer must have an expiry date, set in the future.

If the expiry date has passed, the offer will not be shown on your ClubGuests entry.

All other parts of the letter are personalised and are not editable.

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Club letterhead

The club letterhead gives authenticity and authority to your letters on introduction.

The best dimensions for your letterhead image are 570px x 100px.

All images are re-sized to a maximum depth of 100px.

You can use your logo instead of a letterhead.

You do not need to include your address on the letterhead image.

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Signatory

You can add your own personal touch to your letter of introduction.

You can also add the name and position of the club secretary, or whoever you want to be the signatory to the letter.

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Existing club lists

This list contains all the clubs that have been entered into ClubGuests

You can sort the. table columns or instantly search the table for any text using the search box.

Some of these clubs may be members. Others may not be members.

Click the eye icon to see details.

If your club is listed, please liaise with the club administrator shown.

If your club is NOT listed, please join by clicking the Join ClubGuests button at the foot of the table.

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Your club details

Enter your club details on this form.

Required fields are in red..

Members of clubs in your network will see these details, so you want to make it easy for them to arrange a visit with you.

When you complete this form, we will take you to the joining form.

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Adding a special offer

A special offer is something you offer to visitors from another club for a limited time.

It is meant to be a means of increasing club revenues.

It overrides any default special offer you may be offering during the same time period.

If you want this offer to be in addition to your default offer, please also enter details of your default offer.

Next step...

Offer expiry date

If you enter details for an offer, you must give it an expiry date in the future.

If the offer date expires, the special offer will no longer be shown.

The number of expired offers is shown in the status bar. You can edit these to reset the expiry date.

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Offer status

If the offer status is completed, the offer will show, as long as the expiry date is valid.

If the offer status is other than completed, the offer will not show even if the expiry date is valid.

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Send mail

You can send the offer details by mail to the other club administrator.

It’s best to do this once you are satisfied that the details are accurate. Otherwise the other club administrator will keep getting mails every time you edit the offer.

You can add a pesonalised message to the other club administrator.

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Adding a custom agreement

You can add a custom agreement when your default agreement is not suitable for certain clubs..

For example you may have much closer ties with some clubs rather than others. For visiting members, you provide extra facilities.

Your custom agreement will override your default agreement for this club.

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Agreement details

You only need to enter the details of the services YOU provide, not the other club.

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Agreement status

If the agreement status is 'Completed', it will be displayed.

If you want to remove the agreement, set the status to Cancelled or Suspended. The entry will then display the default agreement.

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Suspending a reciprocal link

You can suspend a reciprocal link at any time.

You might want to do this because:

  • The reciprocal club is no longer functioning
  • The reciprocal agreement between you is under negotiation
  • There is no longer a reciprocal agreement.

Please provide a reason - and a remedy if appropriate - when you suspend the link.

The reciprocal club is notified by email when the link is suspended.

The reciprocal club cannot un-suspend the link.

The reciprocal club can only be un-suspended by the club that was made the suspension.

Visit your Manage Reciprocal Links page to view and edit suspended links.

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Adding a reciprocal link

This form does the following:

  • adds a reciprocal club and the club administrator.
  • adds the club's reciprocal agreement - the services it provides to your members
  • notifies the club that you are using ClubGuests to process letters of introduction.

The link will be listed on your reciprocal links page

Your members will be able to get letters of introduction

The reciprocal club does not have to be a ClubGuests member

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Reciprocal links header

This is the introduction for your members to your reciprocal links network. It should explain and promote your network. It should also include any advice to members who want to visit a reciprocal club. It does not need to explain how to use the ClubGuests service, as we provide that information.

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