Security and where your data lives
What we do, stated plainly. Only things we have checked are on this page.
Where the data is
A club's roll, dues, newsletters and site live in one database on a server run by Fly.io in the United States (region iad, Virginia). The database sits on a disk volume that Fly.io reports as encrypted. Every page is served over HTTPS and plain HTTP is redirected to it.
Newsletters, reminders and the private links members ask for are sent through Amazon SES in the EU (Ireland, region eu-west-1). Delivery reports (delivered, bounced, complained) come back through AWS and are held there for up to 14 days.
What is logged
- The roll's own history: every import, every consent change (what, when, and where it came from), every data download and every answer to a member's request is written to a record the club can read and export.
- Every newsletter and reminder: who it was sent to and whether it was delivered. There is no open or click tracking.
- The application's own log holds start-up lines, errors, one line per payment notification from Stripe (its event number and what we did), and one line per password-link request (a user number and whether the email went). It is not designed to record page visits, passwords or email addresses.
- Visitors' network addresses are kept in the server's memory for up to an hour to limit sign-ups and downloads, and are never written to disk.
- One cookie, to keep a signed-in person signed in. No analytics, no advertising, no third-party scripts.
Backups
The disk is copied every night by a job we run, and Fly.io takes its own daily copies as well; Fly.io keeps copies for five days. If the machine that runs our nightly job is switched off, that night's copy waits until it is back. These copies are on the same provider as the data.
We have not yet carried out a restore from one of these copies, so we make no promise about how quickly or how completely a lost database could be brought back. Moving copies to a second provider, and practising a restore, are planned and not done.
Who can see a club's data
Each club's officers see their own club's records and no other club's. The people at ALGD LTD who run Clubroll can reach the database to keep the service running. Passwords are stored only as salted hashes, never in a readable form.
Who handles it for you
| Service | What it does | Where |
|---|---|---|
| ALGD LTD (Clubroll) | runs the Clubroll software the club's roll, dues, site and newsletter live in, on the club's instructions (it is the club's processor) | company number NI744090, 121 Glencam Road, Omagh, Tyrone, BT79 7HB, United Kingdom |
| Fly.io | hosts the servers and the encrypted disk the database sits on | the United States (region iad, Virginia) |
| Amazon Web Services (Amazon SES) | delivers the club's email, so every address the club writes to and the text of each message pass through it; delivery reports (delivered, bounced, complained) come back to Clubroll through AWS and are held there for up to 14 days | the EU (Ireland, eu-west-1) |
| Stripe | takes the club's own payment for its Clubroll subscription. It does not receive anything from the roll, and Clubroll does not take members' dues through it | as set out in Stripe's own terms |
Taking your data away
- A club's administrator downloads everything the club holds as one ZIP file from Settings, at any time, including after a subscription ends. The roll stays downloadable for 30 days after cancellation.
- A member sees, corrects and downloads their own data, changes what they agreed to, and asks for deletion from a private link the club's page emails to them. The club answers within the time it has stated.
- When a member is erased, their record and everything attached to it are deleted. What stays is the yearly dues totals with no name on them, and a scrambled marker of the email address that cannot be turned back into it, kept only so an old file cannot put them back on a mailing list.
Contact
To report a security problem or ask about any of this, write to support@clubroll.app. Clubroll is a service of ALGD LTD, company number NI744090, 121 Glencam Road, Omagh, Tyrone, BT79 7HB, United Kingdom. See also the privacy policy and the terms.