Privacy policy

1. Who we are

Private Clubs (theprivateclubs.com) is the controller of the personal information described in this policy. In this policy, "we", "us" and "our" mean Private Clubs. You can reach us at support@theprivateclubs.com.

2. Information we collect

We collect information you provide directly: name, email, phone number, club preferences, and any details submitted through forms. This includes the profile details you choose to add to your account, such as your city, company, job title or birthday, the enquiries you send to clubs, and the messages you send to the AI assistant.

The AI assistant also uses your profile details, such as your name, city and country, handicap, club interests, budget, timeline and reason for joining, to tailor its answers.

If you attach a file or an image to a message, the assistant reads it to answer you. We do not store the file. We keep only a record of it, such as its name, type and size, with the message.

If you connect another app to the AI assistant, such as Notion or Zapier, we store an encrypted access token for that app. The assistant can then read from that app when you ask it to, and it can make changes there only if you allow it.

If you sign in with an account from another provider, such as Google or Microsoft, that provider sends us your name, your email address and, if it has one, your profile picture.

We also collect usage data automatically, including IP address, browser type, pages viewed, and interaction patterns.

If you buy credits or a plan, our payment provider collects your payment details. We do not receive or store your full card number.

Our club listings include business contact details for club staff, such as names, roles and work email addresses and phone numbers. We collect these from public sources, such as club websites, social media pages and public filings, and from business data providers. Section 12 explains how we use them.

When you use Private Clubs through an AI app or our API, we collect the information described in section 4.

3. How we use your information

We use your information to: operate and improve the platform; facilitate membership enquiries between users and clubs; personalise your experience and recommendations; communicate service updates; keep the platform secure and prevent abuse; and comply with legal obligations.

Where the GDPR or the UK GDPR applies, we rely on our contract with you to run your account, pass on your enquiries, and provide the AI assistant and any credits you buy. We rely on our legitimate interests to run, secure, measure and improve the platform, including the records described in section 4. We also rely on our legitimate interests to keep club listings accurate and useful, and to contact club staff at their work address about their club's listing and our services for clubs, as section 12 describes. Where we ask for your consent, we rely on it. We also rely on our legal obligations.

4. AI apps, the MCP server and the API

You can use Private Clubs inside AI apps such as Claude, ChatGPT and Cursor. The app calls our MCP server at https://www.theprivateclubs.com/api/mcp, which needs no account or sign-in. Developers can also call our API at https://www.theprivateclubs.com/api/v1/clubs. Both return public club listings and nothing about you.

For each call to the MCP server, we record the tool used and the search filters sent, such as a place, a club type or a club name. Any search text is cut to 80 characters. We record the type of AI app, such as Claude or ChatGPT, which we work out from the app's user agent. We also record whether the call worked, an error code if it did not, how long it took, a random request id and the number of results. Finally, we record whether the call came from the test panel on our website, which of our environments answered it, and the date and time.

We keep only known search filters and drop anything else the app sends. Before a call is recorded, we also drop any filter value that looks like an email address or a phone number. We do not ask for your name, but search text is recorded as sent, so a name typed into a search would be recorded, up to 80 characters.

These records do not include your IP address, the app's full user agent, your account in the AI app or your conversation. From your conversation, we receive only the tool name and the inputs the AI app chooses to send.

About one in ten MCP calls is also sent to PostHog, our analytics provider, to help us understand usage. These events carry the same details as the record except the search filters and the request id, plus, for an app we do not recognise, the first word of its user agent, such as python-httpx. They do not carry your IP address or an account, and PostHog does not build a person profile from them. PostHog keeps these events for 1 year.

Our API does not keep a record of each request. When a request comes from an AI agent or crawler that names itself in its user agent, we send one event to PostHog with the agent's name, the full request address including any search filters, and the first 300 characters of its user agent, but not the caller's IP address.

The MCP records are stored in our Supabase database in the United States, and our servers run on Vercel. Sentry, our error monitoring provider, can receive technical details of errors and of a sample of requests. Our hosting providers also keep short-lived technical logs of their own. Vercel's request logs can include the IP address and user agent of each request, and are currently kept for 1 day. Supabase's logs include the database queries our servers make, including search text, and are kept for up to 7 days.

We delete MCP call records 90 days after the call. A scheduled job removes older records every day.

We use these records to run, secure and improve the service, for example to see which tools are used, to find errors and to spot bulk collection that our terms of service do not allow. We never sell them, never use them for advertising and never use them to train AI models.

The records are not linked to your name, your account or your IP address, so we cannot find the records for one person. If you typed personal details into a search and want them removed before the 90 days are up, email support@theprivateclubs.com with the search and roughly when you made it, and we will delete the matching records.

To stop, disconnect or remove Private Clubs in your AI app's settings. Nothing more is recorded once the app stops calling our server. Questions: support@theprivateclubs.com.

5. Information sharing

We share your information only in the following circumstances: with clubs you submit enquiries to (name, email, phone, and message), and for a home enquiry, the club or agent for that home; with service providers who assist in operating the platform (see section 6); when required by law or legal process; and in connection with a merger, acquisition, or sale of assets. Club staff details are shared as section 12 describes.

We do not sell your personal information, and we do not share it for cross-context behavioural advertising.

6. Third-party services

We use service providers that process personal information for us, including Supabase (database), Vercel (hosting), WorkOS (sign-in), Stripe (payments), Resend (email delivery), PostHog (analytics), Sentry (error monitoring), Mapbox (maps), HubSpot (customer relationship management), Slack (internal notifications to our team about new enquiries, sign-ups and accounts), Cal.com (booking onboarding calls) and Instantly (email outreach to clubs).

AI model providers receive the messages and files you send to the AI assistant, and the profile details it uses to tailor its answers, such as your name, city, club interests, budget and timeline, so that they can write its answers.

If you connect another app to the AI assistant, that app's provider receives the requests the assistant makes for you, and what the assistant reads from that app is sent to the AI model provider.

These services have their own privacy policies governing their use of your data.

7. Cookies and tracking

We use cookies and similar technologies to maintain sessions, remember preferences, and analyse usage patterns. Our own cookies and browser storage keep you signed in, remember your language, currency, theme and layout choices, and remember a referral code for 30 days when you arrive through a referral link.

We use PostHog for analytics. It stores an identifier in a cookie and in your browser's local storage. It records the pages you view, some of the actions you take and errors you run into. It can also record your session to help us fix problems, with anything you type into forms masked. It creates a profile only for signed-in users. PostHog keeps events for 1 year and session recordings for 30 days.

We do not use advertising cookies or advertising trackers.

You may disable cookies through your browser settings, though this may affect platform functionality.

8. International transfers

Our database and our analytics are hosted in the United States. If you use Private Clubs from outside the United States, including from the UK or the European Economic Area, your information is transferred to and processed in the United States. Where the law requires safeguards for these transfers, we rely on the EU-US Data Privacy Framework and its UK Extension where a provider is certified under them, and otherwise on the European Commission's Standard Contractual Clauses and the UK Addendum in that provider's data processing terms.

When you send an enquiry to a club or an agent in another country, we pass your details on to them at your request so that they can reply to you.

9. Data retention

We retain your personal information for as long as your account is active or as needed to provide services.

You can delete your account at any time in your account settings. This deletes your sign-in account, profile, preferences, saved clubs, applications and memberships. It also removes your name, email and phone number from the enquiry records we keep on Private Clubs. Copies a club has already received by email stay with that club. If your account owns a club or a partner listing, email us instead.

Copies of your details in our team's Slack notifications and in our customer relationship records are not removed when you delete your account. Email support@theprivateclubs.com and we will delete them.

We keep your AI assistant conversations, including ones you delete in the assistant, for support and billing questions. Deleting your account does not delete your AI assistant conversations or connected apps. Email support@theprivateclubs.com and we will delete them.

MCP call records are deleted 90 days after the call, as described in section 4. PostHog keeps analytics events for 1 year and session recordings for 30 days. Usage data about website visitors follows these PostHog periods, and our hosting providers keep their logs as section 4 describes.

We keep records the law requires us to keep, such as payment records, for as long as the law requires.

10. Data security

We implement industry-standard security measures to protect your personal information. All data is transmitted over encrypted connections. Access to personal data is restricted to authorised personnel only. To report a security issue, email support@theprivateclubs.com.

11. Your rights

You have the right to: access the personal data we hold about you; request correction of inaccurate data; request deletion of your data; receive your data in a portable format; restrict or object to processing of your data; and withdraw consent at any time.

You can object at any time to processing based on our legitimate interests. We will stop unless we have compelling grounds to continue or need the data for legal claims. You can also object at any time to our use of your details for direct marketing, and we will stop.

You can download most of your data yourself in your account settings: your profile, preferences, saved clubs, applications, memberships and enquiries. For a copy of your AI assistant conversations, email support@theprivateclubs.com. You can also delete your account yourself in your account settings. To exercise any other right, contact support@theprivateclubs.com. We may ask you to confirm your identity, and we will not treat you differently for using your rights.

If you are in the UK or the European Economic Area, you can also complain to your data protection authority, such as the Information Commissioner's Office in the UK.

12. Club staff

This section is for people who work at clubs. Our club listings include business contact details for club staff. These can include your name, job title and role, work email address and phone number, and sometimes a photo and a LinkedIn profile. We collect them from public sources, such as club websites, social media pages and public filings, and from business data providers.

We use these details to keep club listings accurate, to tell a club about enquiries and about its listing, and to contact you at your work address about our services for clubs. We rely on our legitimate interests in running an accurate directory and in offering our services to clubs.

Some club staff are also shown in our network directory, which only signed-in clubs with network access and approved network members can see. An entry there can show your name, job title, work email address, photo and LinkedIn profile.

We keep these details while we list your club, and we correct them when we learn they are wrong.

You can object at any time to being contacted about our services or to being shown in the network directory, and we will stop. You can also ask us to correct or delete your details. Email support@theprivateclubs.com.

13. Children

Private Clubs is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has given us personal information, contact support@theprivateclubs.com and we will delete it.

14. Changes to this policy

We may update this privacy policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised date.

15. Contact

For questions regarding this privacy policy, contact Private Clubs at support@theprivateclubs.com.