Privacy Policy

Last updated 4 October 2026

1. Who we are

Club Funding is provided by Club Funding Limited (NZBN 9429053998071). We're responsible for the personal information we hold under the Privacy Act 2020. You can contact our Privacy Officer at hello@clubfunding.nz.

2. What we collect — clubs

Club details: name, association, area, sport, and the club contact's name and email.
Committee information: officers' names and roles, AGM dates, and contact details where provided.
Membership and demographic information as aggregate counts only (for example, totals and age-band breakdowns). We don't collect the names or dates of birth of club members.
Documents you upload, such as incorporation and insurance certificates, with their expiry dates.
Bank account status: we record that bank details are on file and when they were last updated. We don't store or display account numbers.
Applications you track and content you create, including AI Grant Writer sessions and resolution letters.
Your club's logo, if you add one.

2. What we collect — individual athletes

The athlete's name, date of birth, sex, school year (never the school's name), sport, region, education institution where relevant, and representative level.
Optional information the athlete or guardian chooses to provide: ethnicity, whether the athlete has a disability, and citizenship status.
Selection and event details, such as team and dates, and any evidence documents uploaded.
Funding activity: outreach history, AI Grant Writer sessions and drafts, and any notes added to the account.
For athletes under 18, the account is held by a parent or guardian, and we collect the parent or guardian's name and email.
A profile photo of the athlete, if one is added.
Funding goals and fundraising activities, such as target amounts, costs, amounts raised, next steps and notes.

2. What we collect — payments

Card payments are handled by Stripe. We receive payment status, not your card details.

2. What we collect — website and support

Information you send through our contact form or by email, such as your name, club, sport, email address and message.
Technical information needed to sign you in and keep the Service secure, including essential cookies and security logs.

3. Giving us information about other people

If you give us information about other people, such as committee members' names and roles or an athlete's details, please make sure they know you're sharing it with Club Funding and why, and point them to this policy. Where we collect information about someone from another person, we'll make this policy easy for them to find.

4. What's optional

You can choose what you add to your account. Some information is needed for the Service to work (for example, a contact email to sign in, and your area to match funding). If you leave other information out, matching and drafting may be less accurate.

5. Children and young people

Club records hold only aggregate counts about junior members, never records about a named child. Individual athlete accounts can include information about athletes under 18. These accounts are held and managed by a parent or guardian, who provides the information and decides how it's used. Clubs can't see individual athlete information. We use it only to provide the Service to that athlete and their family. Athlete photos are optional. They're visible only to the athlete's account holders and our administrator, and are never shown publicly or to clubs.

6. How we use information

To provide the Service: matching clubs and athletes to relevant funding, drafting application content, tracking readiness and applications, sending service emails, processing payments, providing support, and keeping the Service secure.
Some funders and scholarships are limited to particular ages, groups or citizenship. We use an athlete's date of birth, and any optional ethnicity, disability or citizenship information, only to match them to funding they may be eligible for and to support their applications.
We don't sell personal information, and we don't use it for advertising.

7. Emails from us

We send service emails your account needs, such as sign-in links, deadline reminders, digests and billing notices. We'll only send news or product updates if you've agreed to receive them, and every such email includes an easy way to unsubscribe.

8. AI Grant Writer

When you use the AI Grant Writer, the information needed for that draft is sent to our AI service provider to generate the content. Drafts are saved in your account so you can return to them.

9. Anonymised information

We may use anonymised, aggregated information to improve the Service and to report on community sport funding (for example, the number of clubs in a region matching a type of funding). This never identifies a club, athlete or person.

10. Who we share information with

Funders: only what you choose to include in an application you send. We don't share club or athlete information with funders ourselves.
Service providers who help us run Club Funding, only for these purposes: database and file storage, website hosting, email delivery, payment processing, the AI Grant Writer, and our business email inbox. We use them only to operate the Service.
These providers store or process information outside New Zealand, including in Singapore (where our database and files are stored) and the United States. We choose providers with strong security practices. If you'd like to know which providers we use, email hello@clubfunding.nz.
Where the law requires us to disclose information.

11. Cookies and analytics

We use only essential cookies, needed to keep you signed in and the Service secure. We don't use analytics, tracking or advertising cookies.

12. How long we keep information

While your account is active, we keep your information so the Service can work.
If your access lapses or you cancel, your account moves to read-only, then disabled, and your information is permanently deleted 90 days after your access lapsed (or after your paid period ends, if you cancel). We'll email you before anything is deleted, and you can ask us to delete your information sooner at any time.
We keep billing and payment records for as long as New Zealand law requires (generally seven years).
Deleted information drops out of our backups within our backup provider's normal retention period.
Contact form enquiries are deleted when they're no longer needed.

13. Security

Information is encrypted in transit and encrypted at rest by our hosting provider.
Database-level access rules mean each club and each account can only access its own information.
Sign-in uses one-time email links, so there are no passwords to steal.
Our administrator accounts with infrastructure providers are protected by multi-factor authentication.
Support access to accounts is logged.
We review the Service's security regularly.
No system is perfectly secure, but we take protecting your information seriously.

14. If something goes wrong

If a privacy breach is likely to cause serious harm, we'll notify the people affected and the Privacy Commissioner as the Privacy Act requires.

15. Your rights

You can ask to access or correct your personal information, or ask us to delete it, by emailing hello@clubfunding.nz. We'll respond within 20 working days. If you're not satisfied with how we handle a privacy concern, you can complain to the Office of the Privacy Commissioner (privacy.org.nz).

16. Changes to this policy

We may update this policy from time to time. We'll tell club and account contacts about material changes by email.

17. Contact

Privacy Officer, Club Funding Limited, hello@clubfunding.nz