Privacy Statement


At Club Planner (referred to as “we”, “our”, “us” and “Club Planner”) we recognize the importance of protecting your personal information and are committed to processing it responsibly and in compliance with applicable US and European information protection laws.

This Privacy Statement is designed to inform you on our privacy practices that apply to personal information we process for and about our clients, end-users, prospects and other individuals that visit our websites, social media pages, use our cloud-based application (“Service”) or use one of our other services that redirect you to this Privacy Statement.

Club Planner can act as a controller and processor of your Information.



In this Privacy Statement, the following terms will have the meaning set out below.

“Privacy Statement”: Refers to this policy.

“Service”: Club Planner’s flexible white-label web and mobile app technology solution offering a wide array of functionalities in the field of activity tracking, nutrition, mental vitality, progress tracking, coaching, booking, membership management and billing.

“Client”: A business or entity that engages in a business relationship by using, or showing interest in the Service.

“End-User”: Any individual that does not act in the name of a business or entity and visits our website visits our social media pages, uses the Service or uses one of our other services that redirect to this Privacy Statement.

“Information”: Any information that might be related to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, for example by reference to an identifier such as a name, email address or identification number. A natural person is not a company.

“Personal information”: Any information that is related to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, for example by reference to an identifier such as a name, email address or identification number. A natural person is not a company.

“Process”: Any operation or set of operations which is performed on Personal information or on sets of Personal information, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.


Which Personal information We Collect and Why

We may collect your Personal information as a Client or End-User for multiple purposes, such as the following:

Access and use of websites and other online services

When entering one of our websites or our applications we will Process your Information in order to provide you with the required access for the operation of the website, and for us to comply with security and legal requirements in relation to operating our site, such as passwords, IP addresses and browser settings. We also Process Information regarding your interactions with our websites in order to provide you with the best website experience. We, among others, Process your preferences and settings and collect statistics that help us improve our websites and services.

When using our websites we may collect information using “cookies”. Cookies are small files stored on your computer or mobile device. We may use session cookies, which expire once you close your web browser, and persistent cookies, which stay on your computer or mobile device until you delete them. Both types of cookies are commonly used to provide you with a useful, more personal and interactive experience on our websites in current and successive visits. We also use cookies to measure and analyse website usage and effectiveness. Some examples of information that we collect are number of users, time spend on the website and topics that are viewed most. Over time this information provides valuable insight to help improve the user experience. Removing or rejecting cookies can be done via your browser settings. Please be aware that removing or rejecting our cookies might lead to inconvenience when using our websites.

Responding to your request for information, order or support

We process Personal information that is necessary to fulfill your request. For instance, we collect your name and contact information to be able to contact you and to provide you with support. Furthermore, we collect Information like details about your request and your agreement with us, invoicing statuses, and requests for you to rate your satisfaction while working with us. Such Information is Processed for administrative purposes, defending our rights, and in connection with our relationship with you.

Your use of the Service

We Process Information that you enter into the Service, as well as Information about your use of the Service, in order to enable our Clients and us to provide their services, for example; coaching, personal training, teaching, corporate health and wellness services, in the best possible way. We also Process this Information to improve the quality of the Service and to implement appropriate measures designed to ensure the security and confidentiality of your Information. One of many results of Processing this Information is that we can tailor our interactions with you, inform you on the overall use of the Service and develop and improve the Service.

Contacting employees of our Clients, prospects, partners and suppliers

In our relationship with our Clients, prospects, partners and suppliers, they also provide us with business contact information that might include Personal information. The purpose of Processing this Information can, for example, be for contract management, fulfillment, delivery of the Service or any of our other services, provision of support, invoicing and management of the services or the relationship.

Visitor information

We register individuals visiting our sites and locations and use camera supervision for reasons of security and safety of persons and belongings, as well as for regulatory purposes. We reserve the right to outsource the services under this section to one of our partners.

More detailed information on what Information we Process can be found under ‘Information Retention’.


Information Retention

We will Process your Personal information for as long as is required to fulfill the purposes for which the Information is Processed or for other valid reasons, for example; to comply with our legal obligations, resolve disputes, or enforce our agreements. If you are a Client, your Information, and the Information you are responsible for, will be Processed for as long as our agreement is effective. After the agreement ends, the retention periods will come into effect. Retention periods vary based on the type and classification of Information. At the end of the retention period, your Information will automatically be anonymised.

As a Client and you can make a request for an End-User during the time that our agreement is in effect.

If you are an End-User, your Information will be processed as long as your account is activated. Deactivation by an End-User can be done as stipulated below. After deactivation, the retention periods will come into effect. At the end of the retention period, your Information will automatically be anonymised.


Sharing of Information

In Service privacy settings;

For optimal use of the Service we advise you to provide Information in the Service, but it is your choice whether you want to do so. Commonly shared data in the Service is first name, last name, email address, preferred language, age, length, weight, sex, weight, length and place of residence. Furthermore, the Service offers you the opportunity to limit the sharing of your Information in the Service. You can change your privacy settings in the Service by going to your account settings and clicking on “privacy”. Furthermore, as a user of the Service, you can decide not to show your real name on your profile, which makes you anonymous to other users.

Third-party service providers

In some cases, we share Information with our third-party service providers to collect, store, analyze and otherwise Process Personal information on our behalf. We use these third parties for a variety of reasons, like for the purpose of providing support to all of our Clients and End-Users and hosting and storing Information. Furthermore, we use them for administrative purposes, as well as for marketing and sales purposes. Ultimately, third-party service providers enable us to provide the best Service and fulfill your requests. It goes without saying that when selecting third-party service providers we take into account how they secure and handle Information.

Cross-border transfers

Some of our Third-party service providers operate from outside the European Economic Area. Therefore, your Information may be transferred outside of Europe. Whenever this happens, appropriate security assessments are performed to ensure an adequate level of protection of your Information.

Compliance with laws and law enforcement

In certain situations, we might be required to disclose your Information in response to lawful requests from government agencies pursuant to judicial proceedings, court order, or legal process. We may also disclose Information to defend against legal claims and if we believe it is necessary in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our Service Agreement, or as otherwise required by law.

Merger and acquisition

If we decide to sell, buy, merge or otherwise reorganize businesses in some countries, such a transaction may involve the disclosure of Information. We will require appropriate protection for Information in these types of transactions.


Your rights

As an End-User you, by law, have the right to: I) request access to your Personal information, II) request correction of the Personal information that we Process, III) request erasure of your Personal information, IV) object to processing of your Personal information, V) request restriction of processing your Personal information, VI) request a copy of your Personal information VII) withdraw previously given consent to use your data. Should you wish to do any of the previously mentioned actions, contact the Client. We do not respond to similar End-Ser requests.

Please be aware that by not sharing, correcting, erasing, objecting to processing, restricting of processing and withdrawing previously given consent of your Information may partially or fully reduce access to functionalities of the Service and our other services, like support and marketing activities.


If you would like to make a complaint regarding this Privacy Statement or our practices in relation to your Personal information, please contact the Client.

If you are dissatisfied with our handling of a complaint or you do not agree with the resolution that we propose, you can make a complaint to your local data protection supervisory authority, which for Belgium, is the Gegevensbeschermingsauthoriteit.


Information security

We recognize and take our responsibility to protect your Information you entrust to us. By implementing reasonable security measures and using security technologies and organizational procedures, we aim to safeguard your Information from loss, misuse or unauthorized access. For example, we use secured servers, firewalls, encrypt Information and limit access to Personal information by employees.


Changes to this Privacy Statement

Our services, including the Service, are continuously evolving and these services may change from time to time without prior notice to you. For this reason, we reserve the right to add to or otherwise modify this Privacy Statement and will notify you when any significant changes to this Privacy Statement are made. We will indicate at the top or bottom of the Privacy Statement when the Privacy Statement was updated last.

The new Privacy Agreement will be effective upon posting. By continuing to access or make use of the Service or any of our other services, after the changes become effective, you agree to be bound by the revised Privacy Statement.


How to contact us

If you have any questions regarding this Privacy Statement, you can contact us via email at


Last updated Wednesday, 9 of December 2020