Privacy Policy

Who we are

KlubHQ.com is operated by TriMiko Limited ("KlubHQ", "we", "us").

We provide marketing software and services to kids' club and activity businesses, such as gymnastics gyms, swim schools, martial arts academies and dance studios.

This policy covers our public website only. It does not cover the KlubHQ-APP platform. Information that clients hold in KlubHQ-APP is handled under our client agreement and the privacy terms that come with it.

Questions about this policy can be sent to [email protected].

Where we operate

We serve businesses in the United States, Canada, Australia and New Zealand. This website is written for and directed at those countries only, and we handle personal information under United States federal and state law.

We do not offer our services in the United Kingdom, the European Union or the European Economic Area. We do not market to people or businesses there, we do not accept customers there, and we do not set out to monitor the behaviour of people there.

We restrict access to this website from regions we do not serve. If we receive an enquiry or sign-up from one of those regions, we will not be able to provide services, and we will delete the information submitted.

Information we collect

We collect only what we need to run the website and respond to you.

• Details you give us: your name, business name, email address and phone number, plus anything you write in a form, booking calendar or chat on our site. What you enter is recorded and stored by us and our platform provider so we can reply.
• Your communication choices: which messages you agreed to receive, when you agreed, and any opt-out.
• Payment records: if you buy something through the website, Stripe processes your card. We receive a record of the payment. We never see or store your full card number.
• Technical and usage information: your IP address, device and browser type, the pages you view and the page that referred you. This is collected automatically through cookies and similar technologies.
• Approximate location: when you arrive, we look up your country and region from your IP address, using a location lookup provider, so we can apply the regional restrictions described above.

We do not ask for sensitive information such as health or financial account details, and we ask you not to send it through the website.

How we use your information

We use your information to:

• reply to your enquiries and book calls with you;
• provide what you signed up for, such as downloads, newsletters, events or a waitlist place;
• send you service messages and, where you have agreed, marketing messages;
• process payments and keep business records;
• run, secure and improve the website, apply regional restrictions and prevent misuse;
• measure how our marketing performs and, where you have accepted advertising cookies, show you relevant ads;
• meet our legal obligations and keep records of consent.

Cookies and tracking

Analytics and advertising tools on this website stay switched off unless you click Accept on our cookie banner.

Cookies are small files stored on your device. We use three kinds:

• Essential cookies make the site work, keep it secure and remember your cookie choice. These are always on.
• Analytics cookies (Google Analytics, loaded through Google Tag Manager) show us how visitors use the site. These are off until you accept.
• Advertising cookies (such as the Meta Pixel and Google advertising tags) measure our ads and help show relevant ads on other platforms. These are off until you accept.

The banner appears on your first visit and gives Accept and Decline equal prominence. You can change your choice at any time by clearing this site's cookies in your browser, which brings the banner back, or by emailing [email protected].

Third-party collection. If you accept, Google and Meta collect information about your visits to this site, and may combine it with information about your activity on other sites over time. They handle that information under their own privacy policies: Google and Meta.

Do Not Track. Our website does not respond to browser "Do Not Track" signals, because there is no agreed standard for them. Instead, non-essential tracking is off by default and only switches on if you accept.

Email, text messages and calls

We only send you text messages if you tick a consent box, and consent is never a condition of buying anything from us.

Text messages (SMS). Forms that collect a phone number carry two separate, optional checkboxes, both left unticked:

• one for non-marketing texts, such as replies to your enquiry, appointment reminders and service notices;
• one for marketing texts, such as offers, news and product updates.

You can tick one, both or neither. Message frequency varies. Message and data rates may apply. Reply STOP to any text to opt out at any time, or reply HELP for help. You can also email [email protected]. Mobile carriers are not liable for delayed or undelivered messages. Texts are sent from +1 (646) 681-7057. For full programme terms, see our Website & Text Message Terms: https://klubhq.com/terms

Mobile information. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Email. We send marketing emails only where you have asked for them or the law allows. Every marketing email identifies us and includes an unsubscribe link. We act on unsubscribe requests promptly, and always within 10 business days.

Calls. We place marketing calls, including any that use automated or AI voice technology, only with your prior express written consent. You can ask us to stop at any time, on the call or by email.

Messages are sent by KlubHQ (TriMiko Limited). We keep a record of your consent and of any opt-out.

Who we share information with

We do not sell your personal information. We share it only with service providers that help us run the website and our business, and only so they can do that work for us:

• Lead Connector hosts our website, forms and customer records, and delivers our emails, texts and calls.
• Stripe processes payments.
• Google provides analytics and advertising measurement, if you accept those cookies.
• Meta provides advertising measurement, if you accept advertising cookies.
• Our IP location lookup provider tells us your approximate region so we can apply regional restrictions.
• Professional advisers, such as our accountants and lawyers, where needed.

We may also disclose information where the law requires it, to protect our rights or the safety of others, or to a successor if our business is reorganised or transferred. A successor must continue to honour this policy.

Apart from the advertising cookies you choose to accept, we do not pass personal information to other companies for their own marketing.

Your privacy rights

Wherever you live, you can ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct information that is wrong;
• delete your information;
• stop sending you marketing;
• stop using advertising cookies for you.

Email [email protected] with your request. We will confirm your identity by replying to the email address we hold for you. We acknowledge requests within 10 business days and respond within 45 days. If we need more time, we will tell you why.

There is no fee, and we will never treat you differently for using these rights. You may use an authorised agent, and we may ask for proof of their authority. If we decline a request, we will explain why, and you can ask us to reconsider by replying to our decision.

Residents of US states with their own privacy laws, such as Virginia, Colorado, Connecticut and Texas, can use this same process to exercise the rights those laws give them.

California residents

This section gives California residents the specific disclosures California law calls for.

What we collect. In the last 12 months we have collected these categories of personal information: identifiers (name, email address, phone number, IP address); commercial information (records of purchases); internet activity (pages viewed and interactions with our site); approximate location derived from IP address; and the content of messages you send us. We collect it from you directly and automatically from your device. We use it for the purposes listed under "How we use your information".

Who receives it. We disclose these categories to the service providers listed under "Who we share information with", for the business purposes described there.

No sale. We do not sell personal information, and we have not done so in the last 12 months.

Advertising cookies. If you accept advertising cookies, the information they collect may be used for cross-context behavioural advertising, which California law calls "sharing". You can opt out at any time by declining on the cookie banner, or by clearing this site's cookies and declining when the banner returns.

Sensitive information and minors. We do not collect sensitive personal information through this website. We do not knowingly sell or share the personal information of anyone under 16.

Your rights. You can ask to know, correct or delete your personal information, and to opt out of sharing, using the process under "Your privacy rights". We will not discriminate against you for doing so.

Direct marketing ("Shine the Light"). We do not disclose personal information to third parties for their own direct marketing purposes.

Do Not Track and third-party tracking. See "Cookies and tracking" above.

Visitors outside the United States

Your information is stored and processed in the United States, and may be accessed by our team and advisers in other countries where they work. Privacy laws there may differ from the laws where you live. Wherever you are, you can use the rights described under "Your privacy rights", and you may also contact the privacy regulator where you live.

How long we keep information

We keep personal information only as long as we need it.

• Enquiries and contact details: while we are in touch with you, and for up to 2 years after our last contact.
• Purchase and payment records: 7 years, for tax and accounting.
• Consent and opt-out records: while you are subscribed, and for 5 years afterwards, so we can prove consent and keep honouring opt-outs.
• Analytics data: up to 2 years.

Security

We protect your information with reasonable technical and organisational safeguards, including encryption in transit, access controls and carefully chosen service providers. No website or internet transmission is completely secure. If a breach affects your information, we will notify you as the law requires.

Children

This website is for business owners, managers and their staff, and is not directed at children. We do not knowingly collect personal information from anyone under 18. If you believe a child has given us information, email [email protected] and we will delete it.

Changes to this policy

We will post any update on this page with a new effective date. If a change is significant, we will also flag it on the website or by email before it takes effect.