Privacy Policy

Who we are

This policy applies to ClubIT Pty Ltd ("ClubIT", "we", "us"), a technology services company with offices in Alstonville, Grafton and Kogarah, NSW. It covers personal information we collect through clubit.net.au and clubit.com.au, and in the course of providing IT services to our clients.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

What we collect

Enquiries. When you request a Technology Review or a discovery visit, we collect what you enter in the form: typically your name, organisation, role, email, phone number, suburb, and anything you tell us about your situation, such as your current provider or contract timing.
Service requests. When you or our after-hours call service lodge a support request, we collect your name, email, organisation, and the details of the issue, so we can identify your organisation and raise a support ticket.
Calls and emails. If you contact us directly, we keep the information you give us.
Website technical data. Our web server records standard request logs: IP address, browser type, the page requested and the time. These are used for security and fault-finding, and are deleted after 14 days.
Campaign information. If you arrive from one of our ads, the link may carry campaign details (for example utm_source, an ad or campaign ID, or a click identifier added by the ad platform). On our campaign pages these are held in your browser for that tab only, and sent with your enquiry if you make one, so we know which ad brought you to us.
Information in our clients' systems. When we support a client, we may access personal information held in their systems, such as staff, member or patient records. We handle it only to deliver the services our client has engaged us for, under their instructions and our agreement with them.

We do not ask for sensitive information through our website. Please don't include it in a form unless it is needed to resolve your request.

How we use it

to respond to your enquiry, arrange a visit or review, and provide a quote
to deliver, support and improve the services we provide to clients
to understand which of our advertising works
to keep our systems and our clients' systems secure
to meet our legal obligations

We may contact you about our services after an enquiry. You can ask us to stop at any time and we will.

Advertising pixels on campaign pages

Some of our campaign landing pages, such as /sydney-clubs/, use advertising measurement pixels from OpenAI (for ads in ChatGPT) and, where switched on, Meta (Facebook and Instagram). These are small scripts that tell the ad platform two things: that you viewed the page, and whether you went on to book a visit. They help us see whether our ads work and show them to people more likely to find them useful.

The pixels do not receive what you type into our form.
The ad platform may combine this with information it already holds about you, such as your account with it, and may use cookies or similar identifiers in your browser. Its use of that information is governed by its own privacy policy: see OpenAI and Meta.
The pixels are only on campaign pages, not across the rest of our website. Each page that uses one says so beside its form.
You can limit this through your browser's privacy settings, a content blocker, or the ad preferences in your OpenAI or Meta account.

Cookies and third-party content

Our own website does not set cookies. Some third-party content behaves differently:

Fonts are loaded from Google Fonts, which means your browser's IP address is sent to Google when a page loads.
Videos and maps load from YouTube and Google Maps only when you press play or open the map. Until then, nothing is requested from them.
Advertising pixels, on campaign pages only, as described above.

Who we share it with

We don't sell personal information. We share it only as needed to run our business, with:

service providers that process it for us: our form delivery service (Formspree), our service desk and ticketing platform, and our email and productivity systems (Microsoft 365)
technology vendors, where you or your organisation ask us to deal with them on your behalf, for example a gaming, POS or membership system supplier
advertising platforms, limited to the pixel and campaign information described above
anyone we are required or authorised by law to share it with

Overseas disclosure

Some of the providers above store or process information outside Australia, including in the United States. Formspree, OpenAI and Meta are based in the United States. We take reasonable steps to ensure overseas providers handle personal information in a way that is consistent with the Australian Privacy Principles.

Security and data breaches

We protect personal information with access controls, encryption in transit, and the same security practices we apply for our clients. Information submitted through our website travels over HTTPS.

If a data breach is likely to result in serious harm, we will notify affected people and the Office of the Australian Information Commissioner, as required by the Notifiable Data Breaches scheme.

How long we keep it

We keep personal information only as long as we need it for the purpose it was collected, or as required by law, and then delete or de-identify it. Web server logs are deleted after 14 days. Campaign information held in your browser is cleared when you close the tab.

Access and correction

You can ask for a copy of the personal information we hold about you, or ask us to correct it. Contact us using the details below. We will respond within 30 days, and we won't charge you to make a request.

Complaints

If you have a concern about how we have handled your personal information, contact us first and we will try to resolve it. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner.

Contact us

Email clientservices@clubit.net.au or call 1300 788 874. Post: ClubIT Pty Ltd, 1/11 Owens Crescent, Alstonville NSW 2477.

Changes to this policy

We may update this policy as our services and website change. The current version is always on this page, with the date it was last updated.

Privacy policy