ClubSoft (“ClubSoft,” “we,” “us,” or “our”) provides software and related services for yacht clubs, boating clubs, marinas, membership organizations, and similar organizations.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you:
Visit a ClubSoft website;
Create or use a ClubSoft account;
Access a member, staff, administrator, or organization portal;
Use ClubSoft applications, websites, mobile experiences, or related services;
Communicate with ClubSoft;
Participate in a demonstration, trial, onboarding process, or support interaction; or
Otherwise interact with services operated by ClubSoft.
For purposes of this Privacy Policy, the ClubSoft software platform, websites, applications, support services, and related offerings are collectively referred to as the “Services.”
By using the Services, you acknowledge the practices described in this Privacy Policy.
ClubSoft generally provides the Services to organizations such as yacht clubs, marinas, boating organizations, and membership associations.
When an organization uses ClubSoft to manage information about its members, applicants, employees, volunteers, guests, customers, tenants, slip holders, registered items, households, or other individuals:
The organization generally determines what information is collected and how it is used;
ClubSoft generally processes that information on the organization’s behalf; and
Questions or requests concerning that information should ordinarily be directed first to the applicable organization.
For example, if your yacht club uses ClubSoft to maintain your membership profile, billing records, boat information, insurance documents, event registrations, or moorage assignments, your yacht club generally controls that information.
ClubSoft may act as an independent business or controller for certain information, such as information used to administer our own customer relationships, maintain security, operate our websites, provide support, process subscription billing, and improve our Services.
The information we collect depends on how you interact with ClubSoft and how the organization using ClubSoft has configured the Services.
We may collect:
Name;
Email address;
Telephone number;
Mailing address;
Organization name;
Job title or organizational role;
Username;
Account identifiers;
Profile photograph;
Communication preferences; and
Authentication and account-security information.
We do not intend to collect passwords in readable form.
Organizations using ClubSoft may provide or collect information such as:
Membership status and membership type;
Member number;
Household and family relationships;
Emergency contact information;
Committee, leadership, volunteer, or staff assignments;
Club roles and permissions;
Application information;
Waiting-list information;
Dues, charges, credits, and account balances;
Event registrations and attendance;
Resource, parking, storage, camping, or moorage assignments;
Check-in and check-out activity;
Internal membership notes;
Uploaded documents;
Agreements, acknowledgments, and electronic signatures; and
Other information configured or requested by the organization.
Depending on the organization’s configuration, ClubSoft may process information concerning boats, vehicles, recreational vehicles, trailers, or other registered items, including:
Item names and descriptions;
Make, model, year, length, or dimensions;
Registration or identification information;
Photographs;
Ownership or transfer information;
Insurance provider and policy-related information;
Insurance expiration dates; and
Uploaded registration or insurance documents.
ClubSoft may process information related to:
Subscription plans;
Membership dues;
Invoices;
Marketplace purchases;
Event charges;
Resource assignments;
Payments;
Refunds;
Credits;
Transaction status;
Payment method type;
Payment processor identifiers;
Limited payment method details, such as the last four digits of a card or bank account, when provided by the payment processor; and
Accounting synchronization activity.
Payment card and bank-account information may be collected directly by third-party payment processors, such as Stripe. ClubSoft generally does not receive complete payment card numbers when payment information is entered through a processor-hosted payment interface.
Payment processing may be subject to the payment processor’s separate privacy policy and terms.
We may collect information when you:
Contact support;
Submit feedback;
Request a demonstration;
Participate in onboarding or training;
Respond to surveys;
Exchange email or other messages with us; or
Report a technical problem.
This information may include the content of your communication, attachments, screenshots, diagnostic information, and support history.
Please avoid sending passwords, complete payment credentials, or other unnecessary sensitive information in support communications.
When you use the Services, we may automatically collect:
IP address;
Browser type and version;
Device type;
Operating system;
Approximate geographic region derived from an IP address;
Date and time of access;
Application environment;
Referring and destination pages;
Pages and application modules visited;
Normalized route information;
Login and logout activity;
Error and diagnostic information;
Security events;
Performance information; and
Other technical identifiers needed to operate and protect the Services.
We may use product-analytics technologies to understand how users navigate and use the Services.
Depending on the environment and configuration, this may include:
Pages or application modules viewed;
Features used;
Workflow start and completion events;
Navigation patterns;
User role categories;
Organization or club identifiers;
Support interactions;
Technical failures categorized without detailed message content; and
Session replay.
Session replay is not intended to be a conventional video recording. It reconstructs selected interactions with the application so we can understand usability issues, troubleshoot problems, and improve workflows.
We configure session replay and analytics with privacy protections intended to:
Mask input fields;
Exclude or block sensitive screens;
Avoid collecting passwords and authentication tokens;
Avoid recording payment-entry interfaces;
Avoid recording document and insurance previews;
Avoid recording signature canvases;
Avoid collecting form contents;
Avoid capturing detailed financial information;
Avoid collecting free-form error messages or stack traces through product analytics;
Avoid capturing query strings where they could contain identifiers or sensitive information; and
Disable broad interaction autocapture where explicit event tracking is more appropriate.
Sensitive areas may be excluded from session replay entirely. These may include authentication, payment, financial, document, insurance, electronic-signature, member-profile, integration-configuration, and system-administration screens.
Although we apply privacy controls, no automated masking system is infallible. If you believe sensitive information was captured improperly, contact us promptly at hello@clubsoft.co.
We and our service providers may use cookies, local storage, software development kits, and similar technologies to:
Maintain authenticated sessions;
Remember settings;
Secure accounts;
prevent fraud;
Measure application usage;
Diagnose errors;
Improve performance; and
Understand how the Services are used.
Some cookies and local-storage items are necessary for the Services to function.
Where required by applicable law, we will provide appropriate choices or obtain consent before using nonessential technologies.
When an organization enables a third-party integration, we may receive information from or send information to that integration.
Integrations may include:
Stripe or other payment processors;
QuickBooks Online or other accounting systems;
Email-delivery providers;
Electronic-signature providers;
Cloud-storage and hosting providers;
Monitoring and error-diagnostic providers;
Product-analytics providers; and
Other services selected or authorized by the organization.
The information exchanged depends on the integration and may include customer records, invoice information, payment status, account mappings, email-delivery information, document status, or technical identifiers.
Third-party services operate under their own privacy policies and terms.
We may receive business contact information from:
Public websites;
Professional networking services;
Referrals;
Conferences;
Industry associations;
Marketing partners; and
Organizations interested in ClubSoft.
We may use information to:
This includes:
Creating and administering accounts;
Authenticating users;
Providing member and administrator portals;
Managing membership records;
Facilitating billing and payment workflows;
Managing events, resources, moorage, storage, documents, and applications;
Providing electronic-signature functionality;
Delivering communications;
Operating integrations; and
Providing customer support.
We may use information to:
Protect accounts and systems;
Detect unauthorized activity;
Investigate suspected fraud or misuse;
Maintain audit and activity logs;
Enforce access controls;
Monitor system reliability; and
Respond to security incidents.
We may use information to:
Understand feature adoption;
Analyze workflows;
Identify usability problems;
Diagnose technical issues;
Improve performance;
Develop new features;
Conduct testing;
Measure service quality; and
Create aggregated or de-identified insights.
We may use information to:
Process subscriptions and fees;
Administer billing;
Manage customer accounts;
Provide onboarding and implementation;
Respond to customer requests;
Prepare proposals; and
Maintain business records.
We may send:
Service notices;
Security alerts;
Account messages;
Transactional emails;
Product updates;
Training information;
Support responses; and
Marketing communications, where permitted.
You may unsubscribe from marketing emails using the link included in the message. You may continue to receive operational, security, billing, and account-related communications.
We may use information to:
Comply with applicable laws and lawful requests;
Establish, exercise, or defend legal claims;
Enforce our agreements;
Protect ClubSoft, our customers, users, and others; and
Meet tax, accounting, regulatory, and recordkeeping obligations.
ClubSoft may offer AI-assisted features, such as tools that help users search or summarize organization documents.
When an organization enables such a feature:
Relevant prompts, document excerpts, or other content may be processed to provide the requested output;
The organization is responsible for determining whether content is appropriate for submission;
AI-generated results may be incomplete, outdated, or incorrect;
Users should verify important results against authoritative records; and
AI output should not be treated as legal, financial, safety, or professional advice.
ClubSoft does not use customer content to train publicly available general-purpose AI models unless we clearly disclose that practice and obtain any legally required authorization.
We may disclose information in the following circumstances.
Information associated with an organization’s account may be accessible to that organization’s authorized administrators, staff, officers, volunteers, or other users according to permissions configured by the organization.
We may disclose information to vendors that help us:
Host infrastructure;
Store files;
Deliver email;
Process payments;
Synchronize accounting data;
Provide electronic signatures;
Monitor errors and performance;
Analyze product usage;
Provide customer support;
Prevent fraud; and
Maintain and secure the Services.
These providers may include companies such as Amazon Web Services, Stripe, Intuit, Resend, Sentry, PostHog, and electronic-signature providers, depending on which features are enabled.
Providers are permitted to process information only for authorized purposes, subject to their agreements and applicable law.
We may disclose information when an organization or authorized user directs us to connect ClubSoft to another service.
ClubSoft is not responsible for how an independently operated third party uses information after it receives that information under the organization’s authorization.
We may disclose information when we reasonably believe disclosure is necessary to:
Comply with law, legal process, or governmental requests;
Enforce our agreements;
Detect or prevent fraud, abuse, or security incidents;
Protect the rights, property, or safety of ClubSoft, our customers, users, or others; or
Establish, exercise, or defend legal claims.
Information may be disclosed or transferred in connection with:
A merger;
Acquisition;
Financing;
Reorganization;
Sale of assets;
Bankruptcy; or
Similar business transaction.
Any recipient will be subject to applicable privacy obligations regarding the transferred information.
We may disclose information for other purposes when you or the applicable organization directs us or provides consent.
ClubSoft does not sell personal information for monetary compensation.
ClubSoft does not currently use personal information from the authenticated application to provide cross-context behavioral or targeted advertising.
If these practices materially change, we will update this Privacy Policy and provide any choices required by applicable law.
We retain information for as long as reasonably necessary to:
Provide the Services;
Fulfill the purposes described in this Privacy Policy;
Maintain security and audit records;
Comply with legal, tax, accounting, and contractual requirements;
Resolve disputes;
Enforce agreements; and
Maintain legitimate business records.
Retention periods vary based on the type of information, the organization’s instructions, contractual obligations, system backups, legal requirements, and whether an account remains active.
When an organization terminates its use of ClubSoft, information may be exported, deleted, anonymized, or retained in accordance with the applicable customer agreement, ClubSoft’s retention procedures, legal obligations, and technical limitations.
Backup copies may remain for a limited period before being overwritten or securely deleted.
ClubSoft uses administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration, and disclosure.
Measures may include:
Access controls;
Authentication controls;
Role-based permissions;
Encryption in transit;
Encryption at rest where appropriate;
Logging and monitoring;
Environment separation;
Secure cloud infrastructure;
Software-development controls;
Vulnerability and dependency management;
Backup procedures; and
Incident-response practices.
No internet transmission, storage platform, or security control is completely secure. We therefore cannot guarantee absolute security.
You are responsible for:
Protecting your login credentials;
Using strong and unique passwords;
Restricting access to authorized users;
Promptly removing access when a user’s role changes;
Keeping account information current; and
Notifying ClubSoft promptly of suspected unauthorized access.
Depending on your location and applicable law, you may have rights concerning your personal information, which may include the right to:
Request access;
Request correction;
Request deletion;
Obtain a copy;
Restrict or object to certain processing;
Withdraw consent where processing is based on consent; and
Appeal the denial of a request.
These rights may be limited by applicable exceptions.
If ClubSoft processes your information on behalf of a yacht club, marina, or other organization, submit your request to that organization first.
ClubSoft may forward a request to the applicable organization or ask you to contact it directly. We will assist the organization as required by our agreement and applicable law.
To submit a request concerning information controlled directly by ClubSoft, email hello@clubsoft.co.
We may need to verify your identity and authority before completing a request. Authorized agents may be required to provide proof of authorization.
We will not discriminate against you for exercising a privacy right provided by applicable law.
Where available, users may use browser settings, privacy controls, or organization-provided options to limit certain analytics technologies.
Browser “Do Not Track” signals are not interpreted consistently across the industry. ClubSoft may not respond to all such signals unless required by law.
Where legally required and technically supported, ClubSoft may recognize applicable opt-out preference signals or provide a consent or opt-out mechanism.
Disabling necessary cookies or storage may prevent portions of the Services from functioning correctly.
The Services are intended for use by organizations and authorized account holders and are not directed to children under 13.
ClubSoft does not knowingly permit children under 13 to independently create general ClubSoft accounts without authorization.
However, organizations using ClubSoft may maintain limited information about junior members, dependents, family members, event participants, or other minors as part of their legitimate membership and organizational activities.
The organization is responsible for:
Determining whether it has authority to collect and submit information about a minor;
Providing required notices;
Obtaining parental or guardian consent when required;
Limiting access to the information; and
Complying with applicable laws and organizational policies.
If you believe information about a child has been submitted improperly, contact the applicable organization or ClubSoft at hello@clubsoft.co.
ClubSoft is based in the United States, and information may be processed or stored in the United States and other countries where our service providers operate.
Those countries may have privacy laws that differ from the laws where you live.
Where required, we will use appropriate contractual or legal mechanisms for international transfers. Organizations with users outside the United States should contact ClubSoft to discuss any additional data-processing requirements before deploying the Services to those users.
The Services may contain links to or integrations with third-party services.
ClubSoft does not control the independent privacy practices of those services. You should review the privacy policies and terms of each third-party service you use.
We may update this Privacy Policy periodically.
When we make changes, we will revise the “Last Updated” date and post the updated policy. We may provide additional notice for material changes, such as through the Services, by email, or through an organization administrator.
Changes apply prospectively from the effective date unless otherwise stated or required by law.
Questions, concerns, and privacy requests may be directed to:
ClubSoft
630 Valley Mall Parkway, #488
East Wenatchee, WA 98802
United States
Telephone: 833-258-2763
Email: hello@clubsoft.co
Effective Date: July 10, 2026
Last Updated: July 10, 2026