clubovateDansk

Your information. In plain sight.

Privacy in Join, Clubovate and Run · 22 October 2026

Food surplus and reservations

When you reserve, we process your account ID, selected bag, store, price, pickup time, deadline, status and staff collection confirmation. Relevant staff in that store can manage its reservations. This supports reservation, collection, history and support under the general retention and deletion rules below. We do not receive your payment for the bag. An optional pickup reminder uses your enabled notification device. Reserving does not create membership or marketing consent. A store application includes CVR registration, address, contact email and food-control page for separate review.

Who is responsible?

Motion Industries, Danish registration 46146360, Københavnsvej 26A, 4000 Roskilde, Denmark, operates Clubovate, Join and Run. Contact support@clubovate.com about personal information. We control platform-account, security, support and our billing data. Each business is responsible for its own club, benefits and content. Where we operate a club on its behalf, we process information under that business’s instructions.

Your account

We process your account ID, chosen sign-in methods, verified contact details and the security information needed to authenticate you. Apple and Google sign-in use a provider login ID to recognize your account. We do not receive your Apple or Google password, Gmail, contacts or files. Your phone number is used for SMS sign-in when you choose that method. Existing email accounts can continue using their previous sign-in.

Your clubs and activity

We store the clubs you choose, stamps, points, rewards, redemptions, poll answers and notification preferences. For points clubs, we store the purchase amount entered by staff, currency, earning rule and any reversals to document your points. We do not receive card numbers or bank details from that purchase. We do not infer physical visits or purchases that the shop has not recorded. Your Join QR identifies your account at the counter; it is not a payment card or password. A business can see information needed to manage membership and serve you. Your phone number and sign-in email are not displayed as a public member directory.

Why we process information

Account, authentication and your chosen features are needed to provide the service to you. Abuse prevention, stamp records and secure operation rely on our legitimate interest in protecting accounts and earned benefits. Statutory billing relies on legal obligations. Optional club notifications require your opt-in, which you can withdraw. We do not sell personal information or use it for advertising across other apps.

Messages and permissions

Sign-in and security messages operate and protect your account. Marketing notifications from clubs are optional. Change them in Join or your phone’s settings. The push provider receives a device address and notification content. The camera is used for scanning if you grant permission. Business images you choose to upload are processed as club content. This version does not collect your precise GPS location.

Technical Android services

Join uses Firebase Cloud Messaging for Android notifications. The service processes an installation ID and technical app and device information even if you opt out of marketing notifications. Join and Run use Google ML Kit to scan QR codes on the phone; Google processes technical installation, device and scanner diagnostics to operate and improve its SDK. The scanner does not upload camera images. Firebase Analytics and advertising tracking are not enabled.

Apple Wallet

If you add your Join card to Apple Wallet, it displays your loyalty. We store a hash of Wallet’s device ID, an encrypted push address, the card language and update status. Apple receives the card you choose to save and empty update notifications; balances and offers are not sent as push text. Remove the card in Wallet to stop updates. The Wallet code identifies you; it cannot access your account or authorize a reward redemption.

Google Wallet

If you choose to add your Join card to Google Wallet, we send its member QR, club names, stamps, points, number of ready rewards and chosen language to Google to display and update the card. We store your request and the card’s update status, but not your Google Wallet email. Google handles the card under its own terms and privacy policy. You can remove the card in Google Wallet. When your Join account is deleted, we close the card and remove its loyalty information. Its code never authorizes login or automatic redemption.

Birthday benefits (optional)

If you choose birthday benefits in Join, we store only your day and month, not your birth year, on your member account. We use it to issue birthday benefits from clubs where you are an active member and, according to your notification choices, a gift notification. Shops do not receive a list of member birth dates. You can change or remove the date under Account. Already issued rewards keep their terms. The date remains in our private recovery history until the existing erasure and retirement process is completed; account deletion also removes it from later restoration. The separate age check below does not use this optional gift information.

Age-restricted content

When you choose to open age-restricted content, your birth date is processed briefly to determine access. The date is not retained in your account, journal or app storage. We store only the declared age band (under 18, at least 18, at least 19 or at least 21), the declaration time and a retry deadline. This protects content, loyalty functions, notifications and Wallet across your devices; it is not used for advertising. It is your declaration, not identity verification. Contact support for correction. The age record is removed during account deletion and erased again after restoration.

Cookies and local storage

Clubovate uses necessary session storage for sign-in and security. Apps use secure local storage for sessions and remember preferences such as language and previously seen help. This version has no advertising cookies or third-party marketing tracking. External maps and services you choose to open have their own terms.

When you leave a club

When Join shows the 30-day warning and you confirm leaving, that club’s points, stamps and unused rewards are kept for 30 days. Past clubs shows your exact deadline. Rejoin before it to keep them. They expire afterwards; any earlier reward expiry still applies. Rejoining does not grant another welcome benefit. This applies only to that club and is not imposed retroactively on earlier departures. Minimal purchase, reversal and used-reward history follows the other deletion and record-keeping rules; it does not restore expired benefits. Leaving a club does not delete your Join account.

Retention and deletion

We keep account information while the account is used. Start deletion directly from Account in Join, Settings in Clubovate or in Run. Access closes when you confirm; we process deletion within 30 days and confirm completion. We remove sign-in identities, contact details, sessions and push addresses. Minimal deletion and previous-operation records may remain to prevent restoration of a deleted identity and protect other members’ earned benefits. They are not used to contact you or reopen your account.

Backups, invoices and closed clubs

Backups are used only for recovery and have separate, limited retention. A deleted identity must be erased again before a restored database is opened. Statutory business-subscription accounting records are normally retained for five years after the financial year ends; this is not a general retention period for all member information. Existing members may still see a closed club and their previously earned benefits. They can remove it from their clubs.

Your rights

You may request access, correction, deletion, restriction and a copy of your information where applicable. You may object to processing based on legitimate interests and withdraw an opt-in for future processing. Email support@clubovate.com. We may request proportionate identity verification, but never your password or a sign-in code. You may complain to the Danish Data Protection Agency, Datatilsynet. For data controlled by a shop, we help identify the right contact.

Children and automated decisions

The service is not directed at children under 13. We do not make automated decisions with legal or similarly significant effects on you. This version does not use an AI agent to decide membership, pricing or access.

Providers and international transfers

We use the providers below for these purposes. Databases and our protected recovery storage are located in Frankfurt; SMS uses Twilio’s Ireland region. This does not mean all provider support and subprocessors are restricted to the EU. Transfers outside the EEA use an applicable legal safeguard, such as EU Standard Contractual Clauses or an applicable adequacy decision. Apple, Google and Stripe may also act as independent controllers for their own services.

Apple · Google · Datatilsynet

Contact and updates

Questions or requests: support@clubovate.com. We update the date on this page when it changes and communicate material changes appropriately.

support@clubovate.com

Website AI chat

If you choose to use our public AI chat, we send your question and the recent conversation to OpenAI to answer product questions. The chat cannot access accounts or private club information or take actions. Do not share sensitive information, passwords or sign-in codes. The conversation stays in the open page and is not saved as chat history by us. Opening the chat uses a necessary anonymous security cookie for up to one hour to limit abuse, not for marketing. We keep aggregate usage totals without question text. Processing serves to answer your enquiry and protect the service against abuse. OpenAI processing, retention and transfer terms are described below. You can always contact support@clubovate.com or call +45 61517514 instead.

Optional AI assistant

After the owner's separate authorization, we send questions, accompanying conversation and selected club information to OpenAI Ireland Ltd. through its API to provide explanations, suggestions and content drafts you request. When you request a draft or edit, the selected draft and relevant product information are included, and the result can be saved as club content. AI can prepare publication of an offer, but the user must review it and click Publish now. No notifications are sent automatically. Uploaded images and their image IDs are not sent to OpenAI. Club context includes settings, products and prices, rewards, offers and aggregate activity, not member lists, individual purchases, sign-in credentials or QR codes. Your own text is also sent, so omit sensitive information and other people's private information. Clubovate does not save a permanent chat history. We retain minimal club-linked usage and payment records without conversation text. API data is not used for model training by default. We use store=false; this is not Zero Data Retention. OpenAI may retain abuse-monitoring logs for up to 30 days, or longer where required by law or necessary security considerations. Processing may occur outside the EEA under the transfer safeguards in the OpenAI agreement; we do not promise EU-exclusive processing. AI is optional and does not change members' earned loyalty.

OpenAI DPA · OpenAI API data controls