1. Who we are
Yacht Clubs Manager is provided by NC Web Solutions Ltd trading as Yacht Clubs Manager, a company registered in Northern Ireland (company no. NI736920), whose registered office is at 4th Floor, Glendinning House, 6 Murray Street, Belfast, BT1 6DN (the "Provider", "we", "us", "our").
This policy explains how we handle personal data when you visit yachtclubsmanager.com, when you talk to us about the service, and when your club uses the Yacht Clubs Manager platform.
2. Our role: controller or processor
- Website visitors and club contacts. When you browse our website, book a demo, request a callback, or sign up your club, we decide how your data is used. We are the controller of that data.
- Club members and their data. When a club uses the platform to run its membership, events, bookings and payments, the club decides what data is collected and why. The club is the controller and we are its processor: we only process that data on the club's instructions and under our agreement with the club.
If you are a member of a club that uses Yacht Clubs Manager, the club's own privacy notice applies to your membership data, and the club is your first point of contact for questions or requests about it.
3. Information we collect
When you use our website
- Callback requests: your name, club, phone number, preferred time to call and any note you add.
- Demo bookings: the details you enter into our booking calendar, such as your name, email address and chosen time.
- Emails to us: your email address and whatever you include in your message.
- Technical data: your IP address, browser and device details, used to keep the site running and to block spam and abuse on our forms.
When your club becomes a customer
- Names, email addresses and phone numbers of the club officers and administrators we work with.
- Billing details for the club's subscription. Card details are handled by our payment provider and are never stored on our servers.
When a club uses the platform
Depending on what each club chooses to use, the platform may hold:
- Member details: names, contact details, addresses, dates of birth, family members (including junior members) and emergency contacts.
- Sailing details: boats, qualifications, crew availability, race entries and results, duty rosters, and mooring or berth assignments.
- Financial records: invoices, payments, refunds and renewal history. Card payments are processed by Stripe; card numbers never reach our servers.
- Activity and content: event registrations, resource bookings, shop orders, noticeboard and forum posts, photos and documents uploaded by the club or its members.
- Communications: emails the club sends through the platform and members' email preferences.
- Account and security data: login email, a securely hashed password, last sign-in time, consent records, and IP addresses and browser details recorded with registrations and payments.
4. How we use it and our legal basis
- To provide the service to clubs and respond to enquiries — performance of a contract, or steps taken at your request before entering one.
- To run, secure and improve our website and platform, including preventing fraud and spam — our legitimate interests.
- To keep financial and tax records and meet other legal duties — legal obligation.
- To send you updates about our service — your consent, or our legitimate interests where you are an existing customer. You can opt out at any time.
For platform data, the club as controller is responsible for having a lawful basis for its processing. We do not use club or member data for our own purposes, and we never sell personal data.
5. Children's data
Clubs may record junior members, usually added by a parent or guardian. That data is controlled by the club and is processed only to run the club's activities. Our website is not aimed at children.
6. Who we share data with
- Our subprocessors, who host, store, email and process payments on our behalf. The full list, with what each does and where, is on our Subprocessors page.
- Website tools: HubSpot, which runs our demo booking calendar, and Cloudflare Turnstile, which checks that form submissions come from a person rather than a bot.
- The club you belong to, for data held in its platform account.
- Authorities and advisers, where the law requires it, or to protect our rights, users or the public.
- A buyer or successor, if our business or its assets are sold or transferred, under equivalent protections.
7. International transfers
Our platform data is hosted in the EU (Ireland and the Netherlands). Some providers, such as Stripe and Xero, may process data in the United States. Where data leaves the UK or EEA, it is protected by the UK International Data Transfer Agreement, Standard Contractual Clauses with the UK Addendum, or another lawful transfer mechanism.
8. How long we keep data
We keep website enquiries and customer contact details for as long as needed to deal with the enquiry or run the customer relationship. For platform data, clubs decide most retention, and the platform applies these rules automatically:
- IP addresses and browser details are anonymised after 120 days, which covers the window in which a card payment can be disputed.
- The content of emails sent through the platform is deleted after 24 months.
- Membership applications are deleted 12 months after a decision, with their attachments.
- Guest booking contact details are cleared 2 years after the booking date.
- Lapsed members are anonymised after 2 years without an active membership.
- Financial records are kept for up to 7 years to meet accounting and tax obligations.
When a club stops using the service, we delete its data within 30 days of the contract ending, after giving the club a copy if it asks for one, except where the law requires us to keep it.
9. How we protect data
All traffic is encrypted in transit over HTTPS. Passwords are stored only as secure hashes, access within a club is role-based, administrator actions are logged, and integration credentials such as Xero connections are encrypted. Only staff who need access to support a club can reach its data.
10. Your rights
Under UK GDPR you have the right to access your personal data, to have it corrected or erased, to restrict or object to its processing, to data portability, and to withdraw consent at any time where we rely on it.
To exercise these rights over data we control, email [email protected]. For data your club holds in the platform, contact your club; we will help the club respond. We aim to reply within one month.
11. Cookies
See our Cookie Policy for how we use cookies on this website.
12. Complaints
If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
13. Changes to this policy
We will update this page when our practices change and revise the date at the top. Where a change is significant, we will tell our club customers directly.
14. Contact
Email [email protected] or write to NC Web Solutions Ltd, 4th Floor, Glendinning House, 6 Murray Street, Belfast, BT1 6DN, United Kingdom.