Client Data & Privacy Policy

This data and privacy policy applies to existing clients (those that we actively, or recently, have offered any kind of paid service to). If you are seeking our standard privacy policy for website visitors, you can find this here.

Clubnet Digital may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. We will often release an announcement if there are major changes made to our privacy policy but this cannot always be guaranteed.

This policy is effective from Friday, 25th May 2018.

Email Handling

When we receive any emails from potential clients or existing clients, these emails are handled by Gmail’s servers (within G Suite) and then routed through to our email ticket helpdesk suite which is Teamwork Desk. This data is held on Teamwork’s servers. The same process occurs if you send raise a ticket through our online support portal, send us an email directly and when you send us a message through our website’s contact form.

Project Management & Customer Records

Once you have agreed to hire our services, we set up a record of you, our client, in our project management suite which is Teamwork Projects. This links into Teamwork Desk so that we can seamlessly add tickets (emails) as tasks and the two applications can talk to each other improving our own internal workflow.

Invoicing & Payment Processing

We use FreeAgent for invoice processing and handling which is web based invoicing software. In order to send these invoices to our clients, we need to set our client up as a contact in this software where typically, we have to store names, address(es), phone number(s) and email address(es) of our clients for invoicing requirements.

For some of our service offerings, you might be required to pay by monthly direct debit. We use GoCardless for handling our direct debit schemes which is web based software. We need to set our client up as a contact in this software where typically, we have to store names, address(es), phone number(s) and email address(es) of our clients. You would also have to complete a direct debit mandate which is processed by GoCardless.

On some occasions, we may take payments for some service offerings via Paypal. Should we have to raise an invoice directly in Paypal for any reason, then we would have to add our client’s name, address(es), phone number(s) and email address(es) for invoicing requirements.

We do not collect, store or process any payment details of our clients in our offices or on our infrastructure

For further understanding of the how the third parties we work with collect, store and use data, you can view their privacy policies below:-

Google (G Suite, Gmail, Analytics, AdWords)
Teamwork (Projects, Desk)

Please note: By simply being a client of ours, you automatically consent for us to send you emails or phone you otherwise we are unable to provide the service that you have asked us to do so.

Updated by Clubnet Digital Ltd. on 4th September 2020.

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