CLUB CULTURE · UPDATED NOVEMBER 4, 2026
Your information.
A clear explanation.
This notice describes the information this Club Culture website uses and the controls available in your account.
What we collect
When you sign in with ChatGPT, Club Culture receives an account identifier, email address, and a name if provided. We do not receive your ChatGPT password or conversations. You provide your profile name, club access request, and any information you choose to enter in your workspace.
Workspace records include club memberships, invitations, policies and acknowledgments, routine concerns and updates, lesson progress, certificates of completion, and support requests. Technical audit records document key account and club actions. The site also counts account write requests to limit misuse.
Who can see club records
Parents can see concerns they submitted. Club directors and assigned reviewers can access the records their role permits. A staff member identified as having a conflict of interest is excluded from reviewing that concern. A reporter can still see their own submission. Restricted staff notes are visible to reviewing staff, not the reporter.
Directors can view club members, learning completion records, and policy acknowledgments. Platform administration can review club access requests and customer support requests; that role alone does not provide access to club concerns. Hosting and service operators may process stored data as needed to operate and maintain the service.
How information is used and stored
Information supports account access, club administration, education records, concern follow-up, and customer support. Records are stored in the hosted database, rather than only in your browser. The website is hosted through OpenAI Sites and Cloudflare infrastructure. Sign-in is handled by ChatGPT.
Authentication uses the hosting provider’s sign-in cookies. This website does not install advertising trackers. The message builder uses a template in your browser; drafts are not saved or sent unless you separately copy them into a record or another service.
What to leave out
Accounts are intended for adults 18 and older. Children should not create accounts. Avoid child names and identifying details when a routine concern can be addressed without them. Do not upload or enter identity documents, medical records, payment card details, or unnecessary sensitive information. This website does not accept file attachments.
Retention, corrections, and requests
Club records remain available to authorized members until they are removed through a data request or service administration. Removing a member’s access does not erase that person’s existing club records. Your club is responsible for setting an appropriate recordkeeping process and responding to requests about the club’s records.
For account corrections, access to your information, deletion, or privacy questions, sign in and choose Support → Privacy or data request. Requests are reviewed rather than automatically deleting records, because some records may need to be retained or involve other people. Responses appear in your account. Do not include sensitive case details in a support request.
Your club’s own policy
Each club provides its reporting contacts and policy in the workspace. Review those details before submitting a concern. Use your club’s independent alternate contact where the normal reviewer has a conflict. Emergencies, suspected abuse, and required external reporting must use the appropriate channels without waiting for Club Culture or a club reviewer.