Last Updated: 25 August 2026
Club Core is committed to protecting the privacy and security of the personal information entrusted to us. This Privacy Policy explains how information may be collected, used, disclosed, retained, and protected when individuals visit the Club Core website, contact us, or use the Club Core platform and mobile applications.
1. Who This Policy Applies To
This Privacy Policy applies to individuals who:
- Visit the Club Core website;
- Submit information through a Club Core contact form or other website form;
- Use the Club Core platform or mobile application through a participating club or organization;
- Communicate with Club Core for sales, support, training, or other business purposes.
When Club Core is provided through an employer, club, or other organization, that organization may control certain personal information maintained within its Club Core environment. In those circumstances, Club Core processes information on behalf of that organization and according to its instructions.
2. Information We May Collect
Depending on how you interact with Club Core, we may collect information such as:
Account and Profile Information
This may include your name, email address, telephone number, organization, job title, employee role, department, location, username, and other information associated with your account.
Workforce and Platform Information
When Club Core is used by your employer or organization, the platform may process information related to your work, including:
- Training assignments and completion history;
- Certifications and qualifications;
- Scheduling and availability;
- Time-off requests;
- Forms, checklists, acknowledgements, and assigned tasks;
- Staff communications;
- Learning and development activity;
- Compliance-related records;
- Other workforce information configured by your organization.
The specific information collected depends on the Club Core features your organization chooses to use.
Information You Submit
We may collect information you voluntarily provide through forms, surveys, support requests, communications, uploaded files, or other platform features.
Technical and Usage Information
We may collect technical information necessary to operate, secure, troubleshoot, and improve Club Core, such as browser type, device type, operating system, IP address, login activity, application activity, and diagnostic information.
Website Information
When you visit our website, we may use cookies or similar technologies necessary for website functionality, security, analytics, and performance.
3. How We Use Information
Club Core may use personal information to:
- Provide and operate the Club Core platform;
- Authenticate users and maintain account security;
- Deliver training, schedules, communications, forms, checklists, and other assigned activities;
- Provide reporting and analytics to authorized users;
- Support compliance and recordkeeping activities;
- Provide customer service and technical support;
- Respond to inquiries and demonstration requests;
- Maintain and improve platform performance;
- Protect against unauthorized access, misuse, fraud, or security threats;
- Meet contractual and legal obligations.
Club Core does not use customer workforce information for unrelated advertising purposes.
4. Your Organization’s Role
If your Club Core account is provided through your employer, club, or another organization, that organization determines:
- Which Club Core features are enabled;
- What information is entered into the platform;
- Which employees and administrators may access information;
- How long certain organizational records must be retained;
- Whether information should be corrected, exported, or deleted where permitted.
Questions about employment records, training requirements, schedules, certifications, or other organization-controlled information should normally be directed first to your employer or club administrator.
5. How Information May Be Shared
Club Core may share information only when reasonably necessary to operate and support the service, including with:
- The club or organization that provides your account;
- Authorized managers and administrators within that organization;
- Technology, hosting, communications, analytics, security, or support providers that assist in operating Club Core;
- Integration providers authorized by the customer;
- Government agencies, courts, regulators, or other parties when required by applicable law.
Club Core does not sell customer workforce information to advertisers.
6. Service Providers and Integrations
Club Core may use third-party service providers to support hosting, communications, security, analytics, customer support, translation, integrations, and other platform functionality.
Where an organization connects Club Core to another system, information may be exchanged with that system according to the customer’s configuration and the privacy practices of the applicable provider.
7. Data Security
Club Core uses reasonable administrative, technical, and organizational measures designed to protect personal information from unauthorized access, disclosure, alteration, loss, or misuse.
Access to information may be restricted according to user roles and permissions.
No electronic system can guarantee absolute security, but protecting customer and user information is an important part of how Club Core is operated.
8. Data Retention
Personal information is retained only for as long as reasonably necessary to:
- Provide Club Core services;
- Meet the requirements of the organization using Club Core;
- Maintain required training, compliance, employment, or operational records;
- Resolve disputes;
- Meet legal, regulatory, contractual, or security requirements.
Retention periods may therefore vary depending on the type of information and the requirements of the applicable customer organization.
9. Access, Correction, and Deletion
Depending on your location and applicable law, you may have rights relating to your personal information, including the right to request:
- Access to your information;
- Correction of inaccurate information;
- Deletion of certain information;
- Restriction of certain processing;
- A portable copy of certain information;
- Withdrawal of consent where processing is based on consent.
If your information is maintained in a Club Core account provided by your employer or club, requests should generally be submitted to that organization first. Club Core will assist customers with appropriate requests as required.
10. Account and Data Deletion
Users may request deletion of an eligible Club Core account or personal information by contacting:
info@clubcore.ca
Please include sufficient information for us to identify the applicable account and organization.
Some information may need to be retained even after an account is closed when required for employment, training, compliance, legal, contractual, security, or legitimate recordkeeping purposes.
11. International Users and Data Transfers
Club Core may support customers and users in multiple countries. Information may therefore be processed in jurisdictions other than the jurisdiction where the user is located.
Where required, Club Core will use appropriate contractual, organizational, or technical measures for international data transfers.
12. Children’s Privacy
Club Core is designed primarily as a business and workforce platform and is not intended for use by children except where specifically authorized and appropriately managed by a participating organization.
Club Core does not knowingly solicit personal information directly from children for general consumer use.
13. Changes to This Privacy Policy
We may update this Privacy Policy as Club Core evolves or legal requirements change.
When changes are made, the updated version will be posted on this page with a revised “Last Updated” date.
14. Contact Us
Questions about this Privacy Policy or the handling of personal information may be directed to:
Club Core
Email: info@clubcore.ca
Website: www.clubcore.ca