Looking after children's data
You are trusting us with medical details, emergency contacts and the movements of children. This page says plainly what we do about that, so you can check rather than take our word for it.
One club can never see another club’s families
Every query in the product is filtered by club, and a parent registered with one club arrives at another as a stranger. The address, phone number and medical details a family gives your club are readable by your club and nobody else — not by another club using ClubDock, and not by a parent who happens to use two.
We never see a card number
Parents pay you directly by bank transfer, Tax-Free Childcare, vouchers or cash. No card payment from a parent passes through ClubDock at all, so there is no card data to lose. The only card in the system is the one you pay us with, and that is held by Stripe, never by us.
No passwords to leak
Staff and parents sign in with a single-use code sent to their email address, or with a passkey on their own device. There is no password database, so there is nothing to steal, reuse or reset.
Your data stays in the United Kingdom
Children’s records are stored on Microsoft Azure in the United Kingdom, encrypted at rest and in transit. Nothing is sold, shared or used to train anything.
Deleted when you say, and when you leave
A parent can ask for their account to be erased and we will do it. If your club closes its account we keep your data for twelve months so you can come back or export it, then delete it permanently. That deletion is a scheduled job, not a promise somebody has to remember.
Registers keep working when billing does not
If a subscription lapses, your club becomes read-only — but signing children in and out still works. Losing track of who is on the premises is not an acceptable consequence of an expired card.
You are the data controller. We are your processor.
The families are yours; we hold their information to provide the service to you, on your instructions. Our data processing agreement sets that out, and you do not need to ask for it — it is published.
Reporting something that looks wrong
If you believe you have found a security problem, email support@clubdock.co.uk with enough detail to reproduce it. We will confirm we have received it, and we will not take action against anyone who reports something in good faith.