Privacy at Klubbies

Your club gives us your name and email as part of its member list. When you sign in we store the name you typed, when you first signed in, and a session so you stay signed in for up to 30 days. Clubs upload photos and videos, which we keep exactly as uploaded, plus smaller preview copies.

Only people on that club's member list who have confirmed their email with a one time code. Nothing is public, and every image is served through a link that expires within minutes.

Every time a member views or downloads a photo or video we record which item, when, a scrambled version of the network address, and the browser. Club admins can see this log. We tell you because it is a record of your activity and you should know it exists.

If a club admin takes you off the member list, you keep access to what was shared before that for 30 days, and we email you about it. After that your access to that club ends.

Club data is stored in Sydney, Australia. Sign in emails are delivered by Resend.

Open the photo and choose Take it down. It is hidden from everyone straight away while the committee decides, and if they have not answered within 7 days it is removed. You do not have to give a reason. A club can switch this off, in which case ask the committee directly; admins can delete any item.

When a club turns on face recognition, we send that club's photos to Amazon Rekognition, operated by Amazon Web Services in Sydney, Australia. Rekognition finds faces and creates a faceprint, a mathematical description of a face, for each one. This happens for every face in the photo, including people who are not Klubbies members. If you choose to enrol, we also create a faceprint from a selfie you give us, and we store that selfie. A faceprint is biometric information, which is sensitive information under the Privacy Act 1988. We only create one from your selfie with your express consent, given on the enrolment screen, and you can withdraw it at any time.

To show you photos you appear in. Nothing else. Only you can see your own matches. Klubbies has no feature that searches a club's photos for a particular person, for members, for committees or for our own staff, and we have not built one.

Face recognition is not reliable. It misses people, and it sometimes matches the wrong person, particularly in dim light, in crowds, and where a photo is blurred or someone is turned away. Matches are suggestions, not statements of fact, and should never be treated as evidence that someone was or was not somewhere. You can reject any wrong match, and a rejected match is never suggested to you again.

A faceprint made from a photo is deleted when that photo is deleted. Your reference faceprint and your selfie are deleted when you withdraw consent, when your membership ends, or when the club turns the feature off: within 24 hours in each case. When a club turns it off, every faceprint for that club is deleted.

Amazon Web Services processes faceprints on our behalf, in the ap-southeast-2 (Sydney) region. We do not sell face data and we do not share it with anyone else.

The app shows the same Klubbies as the website and stores the same things. It uses the camera only when you take a photo or a selfie to upload, and it asks for permission to add to your photo library only when you tap Save to Photos, so it can never read your library. If you turn on notifications, we store a device token from Apple against your account so we can tell your phone about new albums and feed posts; it is deleted when you delete your account, and when you remove the app we delete it the next time Apple tells us it no longer works. The app has no advertising, no tracking and no analytics tools.

Open your profile and choose Delete my account, in the app or on the website. That deletes your sign-in, your profile and photo, your saved photos, your face recognition selfie and faceprints, your club feed posts, and your notification device tokens, straight away. Photos and videos you added to a club's albums belong to the club and stay; ask the committee to take any of them down. Your club keeps its member list, and the access log keeps its entries, because both are the club's records.

Under the Australian Privacy Principles you can ask for a copy of the personal information we hold about you and ask us to correct it. To do that, to complain, or with any other question, use the contact form. If you are not happy with our answer you can contact the Office of the Australian Information Commissioner at oaic.gov.au. There is more on the support page.