Privacy Policy

Clubs Hub is provided to a school by that school's administration for the purpose of running its club program. Each participating school's data is kept completely separate from every other school's — accounts, clubs, meetings, and records from one school are never visible to users at another school, even to other administrators. This separation is enforced in the database itself, not just hidden in the app's screens.

Clubs Hub only collects information that's needed to run club administration for your school. That includes:

• Account information — your name and school email address, obtained when you sign in with your school Google account, plus your role (student, student admin, teacher/advisor, or teacher admin) and whether your account is currently active.
• Club activity — which clubs you're a member of and when you joined or left, and if you're an officer or advisor, which club(s) and role, and when that assignment started or ended.
• Meeting & attendance records — meeting dates, attendance check-ins (including how you checked in and when), and the content of meeting minutes (topics discussed, announcements, to-dos, and any advisor comments on submitted minutes).
• Club applications — if you start or are invited to sign onto a new club application (including one you haven't finished or submitted yet), the information entered on it (club description, meeting plans, budget estimates, and similar details), along with a typed signature confirming agreement to your school's club rules.
• Club Instagram account information — if a club provides its Instagram handle and password on an application, for school safety oversight. The handle is shown publicly on that club's page. The password is encrypted before it's ever stored and is never shown publicly — see "Who can access your information" below for exactly who can see it.

We don't collect information for advertising, and Clubs Hub doesn't sell or share your information with anyone outside the third-party services described below.

Every piece of information above exists to support a specific part of running a school's club program: knowing who's allowed to sign in and as what role, keeping an accurate directory of clubs and their members, keeping a real record of what happened at a meeting and who attended, and giving advisors and administrators what they need to review and approve club activity. Information collected through Clubs Hub is used only for your school's club administration — never for any purpose outside that.

Clubs Hub operates as a school official with a legitimate educational interest under the Family Educational Rights and Privacy Act (FERPA), consistent with how schools already share student records with vetted service providers acting on their behalf. Clubs Hub also complies with California's Student Online Personal Information Protection Act (SOPIPA): it does not use student information to serve targeted advertising, build a profile of a student for any purpose unrelated to school club administration, or sell student information.

Meeting minutes, attendance, and club membership/officer history are kept as a permanent historical record — for example, so a club's attendance history or a past officer's term stays accurate even after that person graduates or leaves the school. Rather than deleting your account when you leave, your account is marked inactive (usually the next time your school updates its roster), which removes your ability to sign in while preserving the historical records that reference you.

An unsubmitted club application (a draft) is the one exception — you can delete it yourself at any time, and doing so actually removes it, rather than just marking it inactive.

If a school stops using Clubs Hub entirely, that school's data is either exported to the school or deleted within a reasonable period after service ends — coordinated directly with that school's administration, not handled unilaterally.

Access is controlled by your role and enforced at the database level (row-level security), not just hidden in the app's screens — so a user can't see or change data they shouldn't have access to, even by manipulating requests directly. In general:

• Students can see public club information and their own membership, application, and attendance records.
• Club officers and advisors can see records for the clubs they run or advise, including their members' attendance and submitted minutes.
• School administrators (student admins and teacher admins) can see school-wide information needed for compliance and roster management, scoped to their own school only.
• A club's Instagram password, if provided, is the one exception to the above: it's encrypted, and only a teacher admin — never a student admin, and not even other teacher-level staff — can view it.
• No one at your school can see another school's data, and no one outside your school's administration has access at all, aside from the third-party services below.

Clubs Hub relies on a small number of third-party services to operate. Each only processes data as needed to provide its service to Clubs Hub — none of them use your information for their own purposes.

• Supabase — provides sign-in and hosts the database where all of the information described above is stored.
• Google — sign-in uses your school's Google Workspace account. Clubs Hub only accepts sign-ins from your school's official email domain; Google handles your login credentials, and Clubs Hub never sees your password.
• Vercel — hosts the Clubs Hub website itself.

Many Clubs Hub users are minors. Clubs Hub is provided to a school as a school tool, used only for official club administration under that school's direction — the same basis as other school record-keeping systems. If you're a parent or guardian with questions about your student's information, you're welcome to reach out using the contact information below, or to your school directly.

If this policy changes in a meaningful way, we'll update the "Last updated" date at the top of this page.