Privacy

What we hold

Your name and email, and the invoices or bills your club uploads. Those documents can contain sensitive details such as account numbers or addresses, they're treated the same way as the figures they contain: used only to build your club's report. Every connection to ClubCarbon is encrypted (HTTPS), and a document can only ever be opened by someone logged into that specific club's account, it's never a public or guessable link.

Who else sees it

Uploaded documents are sent to Anthropic's Claude API, which reads the whole document to find the figures on it. What comes back, and what ClubCarbon stores, is limited to a fixed set of fields: supplier, dates, monthly consumption and cost, nothing else is extracted or kept. Anthropic automatically deletes what it processed within 30 days, and doesn't use it to train their models. Payment, if your club subscribes, is handled entirely by Stripe, we never see or store card details. Emails ClubCarbon sends you, such as a registration confirmation, are sent through Resend, a transactional email provider that only ever sees your name and email address for that purpose. Nothing is sold or shared beyond that. Inside ClubCarbon itself, a club only ever sees its own data, and a governing body account is no different, it sees only the one club it registered. The ClubCarbon team can also open a club's account to give support, see the next section.

Who at ClubCarbon can see your data, and confidentiality

Confidentiality is of the utmost importance to us. Your data is never sold, shared or exposed to anyone outside ClubCarbon. The only other services that handle it are the ones needed to run ClubCarbon (hosting, reading your documents, payments and email). They are listed above, and they only handle your data for that purpose.

The ClubCarbon team can open any club's account. We do this to set clubs up, to help when something looks wrong, such as a bill that was entered incorrectly, and to check the tool is working. We can see the documents you upload, the figures worked out from them, your costs and when you last signed in. We use them for nothing else.

Costs.Cost figures are often tied to emissions figures. A bill's cost helps us check a reading is right and give better support. If you prefer, you can switch off “Show my costs to the ClubCarbon team” in your club's Account page, or on the screen where you review a bill that has just been read. We then won't see euro amounts for your club, and we won't be able to open your original bills, which show them. We may be slower to spot problems, and we can't help with cost questions. You can switch it back on at any time.

Where it's kept, and for how long

On a private server in the EU (Amsterdam), hosted by Fly.io, not the US or UK. Both the original documents you upload and the figures extracted from them stay there, nowhere else, for as long as your club's account is active, so past years of invoices stay available for reporting. If a club closes its account or asks for its data to be deleted, everything is removed within 30 days, not kept "just in case." In plain terms: your data lives on a private cloud server rather than a spreadsheet on someone's laptop, but it isn't public, it works the same way online banking does, reachable only through your own club's login.

If something goes wrong

In the unlikely event of a data breach affecting your club's information, ClubCarbon would notify affected clubs directly and, where required, notify Ireland's Data Protection Commission within 72 hours, in line with GDPR. This is a genuine commitment you can hold us to, not boilerplate.