Privacy Policy

Last updated: 27 August 2026

1. Introduction

ClubOS (“we”, “our”, or “us”), operated by VE2 Ventures, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website, request a demo, or hear from us.

We are based in Amsterdam, the Netherlands, and act as the data controller for the personal data described in this policy. We comply with the General Data Protection Regulation (GDPR) and other applicable EU data protection laws.

2. Information We Collect

When you request a demo, we collect:

  • Your email address
  • Your club’s name, if you give it
  • Anything you write in the message field
  • How you reached us — the campaign or link you arrived from, and the page you were on when you asked
  • The date and time of your request

3. Analytics and Cookies

If you accept analytics cookies, we use two services to understand how this site is used:

  • PostHog — product analytics, hosted in the European Union. This includes session recordings: a reconstruction of how pages were navigated, scrolled, and clicked. Everything you type into a form is masked and is never recorded.
  • Google Analytics 4 — page views, traffic sources, and which campaigns lead to demo requests.

Neither loads unless you accept. Until you choose, Google Consent Mode is set to deny storage, and PostHog is not started at all. If you reject, or later change your mind using the Cookie settings link in the footer, recording stops and no further analytics data is collected.

We also use Vercel Analytics and Speed Insights, which measure page views and loading performance without cookies and without identifying you individually. These run regardless of your choice above.

4. How We Use Your Information

We use the details from your demo request to:

  • Contact you to arrange the demo you asked for
  • Prepare that demo around the club and needs you described
  • Follow up about ClubOS where you have agreed to hear from us

We do not sell your personal data, and we do not share it with third parties for their own marketing.

5. Legal Basis for Processing

Under GDPR, we process your personal data on the following legal bases:

  • Consent (Art. 6(1)(a) GDPR) — for analytics cookies and session recording, which run only if you accept them, and for marketing messages you have agreed to receive. You may withdraw consent at any time.
  • Legitimate interest (Art. 6(1)(f) GDPR) — to respond to a demo request you have sent us, and to keep the site secure.

6. Data Storage and Security

Your data is stored securely using the following third-party processors:

  • Brevo (Sendinblue SAS, France) — stores demo requests and handles the email we send in reply. Data is held in the EU.
  • PostHog — product analytics and session recordings, on their European Union region. Only with your consent.
  • Google Analytics 4 (Google Ireland Ltd) — website analytics. Only with your consent.
  • Sanity — content management for our blog. Stores no personal data about visitors.
  • Vercel Inc. (United States) — website hosting and cookieless analytics. Vercel processes data under Standard Contractual Clauses.

Where personal data is transferred outside the European Economic Area, we ensure appropriate safeguards are in place, including the EU-U.S. Data Privacy Framework and EU Standard Contractual Clauses.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

7. Your Rights

Under GDPR, you have the right to:

  • Access — Request a copy of your personal data
  • Rectification — Request correction of inaccurate data
  • Erasure— Request deletion of your data (“right to be forgotten”)
  • Restrict processing — Request limitation of how we use your data
  • Data portability — Request transfer of your data
  • Withdraw consent — Unsubscribe from our newsletter at any time

To exercise any of these rights, please contact us at info@clubos.tech.

8. Unsubscribing and withdrawing consent

You can unsubscribe from our emails at any time by clicking the “unsubscribe” link at the bottom of any email we send you, or by contacting us directly.

To change your choice about analytics cookies and session recording, use the Cookie settings link in the footer of any page. Withdrawing consent stops recording immediately.

9. Data Retention

We retain the details of your demo request for as long as we are in contact with you about ClubOS, and for as long as you remain subscribed to anything you have opted into. If you unsubscribe or ask us to delete your data, we will do so within 30 days, unless we are required to retain it for legal purposes.

Session recordings and analytics data are retained by PostHog and Google Analytics under their standard retention periods, and are deleted when those periods expire.

10. Data Breach Notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Dutch Data Protection Authority within 72 hours and inform affected individuals without undue delay, in accordance with Articles 33 and 34 of the GDPR.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or by posting a notice on our website.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

ClubOS
Email: info@clubos.tech

13. Supervisory Authority

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.