Privacy
Privacy policy
This policy explains what personal information Club Routes collects, why, who it is shared with, how long it is kept and your rights. It covers clubroutes.com, every club page on Club Routes (such as yourclub.clubroutes.com or a club's own web address) and the club portal.
Who we are
Club Routes is provided by Gear Labs Marketing Ltd, a company registered in England and Wales (company number 14661781), registered office 2 Milk Hill Villas, The Street, Ewhurst, Cranleigh, GU6 7QA. We are registered with the Information Commissioner's Office (registration ZB522575). We decide how the information described here is used, which makes us the "controller" for it.
For any privacy question or request, email dpo@gear-labs.com.
What we collect and why
If you join the waitlist or send an enquiry on clubroutes.com
Your club's name, your name, email address, and optionally your role, where the club is based, the type and rough size of your club, when you'd like to start and your message.
To contact you when there's a place for your club, reply to you, send pricing and, if your club goes ahead, set up its page.
Our legitimate interest in answering enquiries, and taking steps you've asked for before a contract.
Deleted automatically two years after you send it. If your club becomes a customer, we keep what we need to run its account.
To stop the form being misused, we also keep a one-way scrambled code made from your internet (IP) address. It can't be turned back into the address, is only used to limit repeated messages, and is cleared after a day.
If you report a problem on our status page, or contact us from the help centre
Your message, and what you were doing or your question. Optionally your club and name. Your email address (needed for a question, so we can reply; optional for a problem report). We also note the type of browser you used (for example "Safari on iPhone"), nothing else about your device.
To answer you, and to find and fix problems.
Our legitimate interest in keeping Club Routes working.
Deleted automatically a year after you send it. Only the Club Routes team sees them; they're never shown publicly.
As with the enquiry form, a scrambled code made from your internet address limits repeated messages and is cleared after a day.
If you have a Club Routes account
Your email address, your name if you add one, the clubs you follow, the routes you star, the club dates you say you're going to, the club runs you check in to (or a run leader adds you to), whether you've told a club you're a member or new, your reminder and calendar choices and when you joined and last signed in. To sign in, we email you a 6-digit code; we keep only a scrambled (hashed) copy of it for 10 minutes. While you're signed in, your browser holds a sign-in cookie. If you choose to create a passkey (to sign in with your fingerprint, face or screen lock), your device or password manager keeps the private part and never shares it, and we keep only its public key, a name for it (such as "iCloud Keychain on iPhone"), whether it's synced between your devices, and when it was added and last used. Your fingerprint or face never leaves your device and we never see it. You can remove a passkey from your account page at any time. For each device you're signed in on, we keep the kind of browser and device (such as "Chrome on iPad"), a rough place worked out by Cloudflare from your connection (such as "Oxted, GB"; never your IP address), how you signed in and when it was last used, so you can see them on your account page and sign out any you don't recognise.
To give you an account: follow your clubs, keep your settings, send you the reminders you switch on and let you connect apps such as COROS, Garmin, Polar, Suunto and Wahoo.
Providing the account you've asked for.
Until you delete your account, which you can do at any time from your account page. Sign-ins last up to 90 days. To stop misuse we keep a scrambled code made from your IP address when a sign-in code is requested, for one day. To keep accounts safe we also keep a security log of unusual events (such as wrong sign-in codes, hitting a usage limit, confirming it's you, or downloading a club's data) with the account's email address and a scrambled code made from the IP address, never the address itself, for 90 days. Only Gear Labs sees it, and we're emailed when something looks wrong.
Clubs can't see who follows them. When you tap "I'm going" or "Not going", the club's committee (the people the club gives access to its portal) sees your name and your answer, so run leaders know who to expect. Other signed-in members of the club (people who've told the club they're a member) see your name on dates you're going to, never that you're not going; if you switch off "Show my name to other members" on the Me tab, they see "a member" instead, and the committee still sees your name. Anyone else visiting the club page, signed out or not a member, sees only how many people are going (and how many of them are new to the club), never who. (Until 7 October 2026 nobody saw names; we told signed-in members about the change on the club page.) If a date you've said you're going to is cancelled, moved or changed, we tell you with a notification, or by email if you haven't turned notifications on. If you follow a club, its committee can send you announcements in the same way; every email has a link to stop emails from that club, and you can also turn them off on the club page's Me tab. If you're on a club's committee, we can email you alerts you choose in the portal, such as when someone says they've joined. Sign-in emails are sent by Cloudflare's email service.
To see how often Club Routes is used, and to make it better, we keep a simple daily record while you're signed in: for each day you open a club's page or the Club Routes app, how many times you opened it, which hours of the day (UK time), which tabs you looked at (such as Next run, Upcoming or Routes) and whether it was in the app, a home-screen app or a browser. Nothing about where you are, and nothing from other websites or apps. Runs that arrive from your watch aren't counted as use. Only Gear Labs sees it. Clubs and the brands that work with Club Routes only ever see totals, such as how many people used Club Routes this week, never who. Our lawful basis is our legitimate interest in running and improving Club Routes. We delete each day's record after 400 days, and deleting your account deletes all of it.
When you tap "Check in" at the start of a club run, your phone asks for permission to share your location once. We use it only to check you're near the start, then throw it away: it isn't stored or shown to anyone. We keep that you were at that run, so the club can count who came and you can see your own record. The club page shows only how many people checked in. The club's committee and run leaders can see the names on each run's register, and a run leader can add you to it (for example if you didn't have your phone) or take you off. Someone who was checked in at the same run can also add you, up to 3 days after it: by finding your name, if you've told the club you're a member and haven't switched off "Show my name to other members" (they see your name only, never your email address), or by the email address you sign in with. The register then shows who added you. You can undo your own check-in on the club page, and deleting your account removes your record.
Your record, milestones and trophy cabinet on a club page's Me tab are worked out from the club runs you checked in to (or a run leader added you to) and the weather on those runs. Only you see them. Some trophies are sponsored by a brand that works with Club Routes, marked "Sponsored by …". We never give a sponsor your name, email or anything else about you: they only see totals, such as how many people won their trophy and at how many clubs. If a sponsor ever offers a prize that needs your details, we'll ask you first, and only send them if you say yes.
A club page can have a feed on its Club tab, which the club can switch off. After each club run it shows a recap with totals only: how many came, how many were there for the first time and the kilometres between them, never who. It also shows the committee's announcements and, to the club's members, runs members post for others to join, with the name of the member who posted (or "a member", if they've switched off "Show my name to other members"). Signed-out visitors and people who aren't members of the club never see names in the feed. When you tap Cheers, we keep that you cheered so you can undo it; everyone sees only how many cheers an item has, never who.
If you checked in to a club run, you can add up to three photos to its recap for 7 days afterwards. Your phone makes them smaller before they're sent, which also removes the picture's location and camera details. Only the club's members see photos (signed-out visitors see how many there are); you confirm everyone in them is happy to be shared. Any member can report a photo, which hides it until the committee keeps or removes it. You can remove your own photos at any time, and deleting your account deletes them. Sharing a run as a picture. Members can share a club run's recap as a picture (for example on Instagram), made on their own phone. It shows counts, never names. A photo can be on it only if it was added after 5 November 2026, when the person adding it confirmed everyone in it is also happy for members to share it on social media, or if it's the member's own photo.
The feed can also show new challenges the club is taking part in, and race results as your club already shares them (the same people who can see the club's race tables, with your name as the club knows you and your time). Trophies you win are only shown in the feed if you switch on "Share my trophies with the club" on your Me tab: then members of the club see your name (or "a member", as above) and the trophy's name, for trophies won from the day you switched it on. Switch it off at any time and your trophies are removed from the feed.
Photos on routes. Members of a club can also add photos straight to one of its routes, and photos added to a club run's recap show on that run's route too. The same rules apply as for feed photos: they're made smaller on your phone first (which removes the picture's location and camera details), only the club's members see them, and any member can report one. You can choose to mark where on the route a photo was taken by tapping the spot on a map; we store only that spot, never a location from the photo. You can move or remove the spot, or the photo, at any time, and deleting your account deletes them.
Notes on routes. Members of a club can leave a note on one of its routes, such as a locked gate or a muddy stretch, and mark it temporary. People signed in and following the club see the note with your first name; signed-out visitors see only how many notes there are. The club's committee sees your name and email address with it and can delete it. You can remove your own notes at any time, and deleting your account deletes them.
Pace groups. If your club uses pace groups on club nights, we keep which group you've said you're going with for each run. Everyone sees how many are in each group, never who. Deleting your account deletes them.
Local summits. If your club marks local summits (climbs on its routes), we work out from the club runs you're on the register for how many times you've climbed each one, and, only if you switch on "Use my runs from connected watches", from your other runs too (see below). You always see your own climbs. Leaderboards, the King or Queen of each hill and the season's summit champion show only members who switch on "Show me on the summit leaderboards": then members of the club see your first name and your climbs. It's off unless you switch it on, and switching it off (or unfollowing the club, or deleting your account) takes you off them straight away.
Offers. Signed in, you see offers on a club page: Club Routes' own (some are affiliate links, marked "Ad": tap it for "Club Routes may earn a commission if you buy through this link") and, if you've told the club you're a member, local offers the club has arranged with businesses. We count how often each offer is viewed, how often its link is followed, how often a member card is shown and how often a one-time offer is marked as used, per club and per day, never who. If you mark a one-time offer as used, we keep that so it shows as used for you; deleting your account deletes it. When you follow an offer's link, it goes through Club Routes (to count it) and then to the business or affiliate network, which receives your visit like any other; for affiliate links we add only which club the link was followed from. We never give businesses or networks your name, email address or anything else about you. Your member card shows your name, club and when you joined, only on your own phone. It carries a QR code that changes every 30 seconds (so a screenshot of it stops working): whoever scans it (for example staff at a business with a club offer) sees a Club Routes page with your name, the club, when you joined, and whether you're a member right now. Nothing else, and we don't record who scanned it.
Google Wallet. If you add your member card to Google Wallet, the card (your name, the club, the month you joined, your club runs and km this season, the club's next run, and the QR code above) is stored by Google in your Google account, under Google's privacy policy. We don't learn anything from Google about you. We keep a note that we gave you the "Add to Google Wallet" link, so we can keep the card up to date (the next club run and your season, about every 15 minutes) and end it if you say you're no longer a member or delete your account. To remove the card, delete it in Google Wallet.
Apple Wallet. If you add your member card to Apple Wallet, the card (your name, the club, the month you joined, your club runs and km this season, the club's next run, and the QR code above) is kept on your iPhone or iPad. Wallet checks back with us for an up-to-date card, and tells us the device it's on (a code Apple makes for Wallet, not your phone's identity) so it can do that. We keep that code with the card until you remove it from Wallet or delete your account. To remove the card, delete it in Apple Wallet.
Race results. If your club keeps a race series (such as a Challenge Series), its committee may record results from races you've run: your name as the club knows you, your sex and age on the day (for the women's, men's and age-graded tables), your times, positions and age grades, usually copied from the race organiser's published results. They're kept to work out the series tables. Each club chooses who can see them: everyone on the club page, the club's signed-in members, or only its committee. To have a result corrected or removed, ask your club's committee, or contact us.
Some club pages ask whether you're already a member or new to the club. If you answer while signed in, we keep your answer and whether you've ticked that you've sent your membership form, and the club's committee can see your name and email address alongside it, so they can check it against their membership list and help newcomers join. If you answer without an account, your answer stays only in your browser. Your answer is removed when you delete your account.
Club Routes news emails (only if you opt in)
Whether you've asked for Club Routes news, and a record of each time you turned it on or off: when, where (sign-in, settings or an unsubscribe link) and the exact wording you agreed to.
To send you occasional emails about Club Routes news and new features, and to be able to show you asked for them.
Your consent. The box is never ticked for you, and you can withdraw consent at any time with the unsubscribe link in any news email, the switch on the Me tab or your account page, or by emailing us. Withdrawing doesn't affect emails you need for your account, such as sign-in codes.
Until you delete your account. We never share your email address with clubs or anyone else for their own marketing.
If you're a pilot tester
Some clubs try Club Routes with a few members before everyone. If you join with a tester link, we record which tester code you used and when, which things on your "Things to try" list you've done (for example opening your member card), and any feedback you send us: your message, the screen you were on and the kind of phone and browser (such as "iPhone · Safari"). Joining with a tester code also confirms you as a member of that club, as the committee asked us to.
To learn what works and what doesn't before Club Routes launches to the whole club, to fix problems, and to reply to you about your feedback.
Our legitimate interest in testing and improving Club Routes with the people who've agreed to try it.
Only the Club Routes team. Your club's committee doesn't see your feedback or your list.
Feedback is deleted a year after you send it. Your feedback and list are deleted straight away if you delete your account. When the pilot ends, the list and Feedback button go away; you stay a member of the club on Club Routes.
If you turn on notifications
For each device you turn notifications on for, your browser gives us an address at its push service (run by Apple, Google or Mozilla, depending on the browser) and a key to encrypt notifications to it. We also keep your reminder choices, such as when you'd like the head torch reminder, and which reminders we've sent.
To send the reminders you've switched on, for example a head torch reminder before a run you're going to that finishes after dark, or a take water reminder before a warm or long one (worked out from the Met Office forecast for the run, not from anything about you).
Providing the feature you've asked for.
Until you switch the reminder off in your browser or delete your account. Addresses that stop working are removed automatically. Records of reminders sent are kept for two weeks.
Notifications are encrypted before they leave us, so the push service can't read them.
If you connect Google Calendar or Outlook
When you connect Google Calendar, Google gives us permission to create one calendar called "Club Routes" in your Google account and to add, change and remove events in that calendar only; we can't see your other calendars or events. Microsoft doesn't offer a permission that narrow, so for Outlook you give us permission to manage your calendars, but we only ever create and change the one "Club Routes" calendar and never read your other calendars or events. We keep the access you give us (a token), encrypted, and the list of club dates we've added.
To keep the club dates you choose in your calendar, and update them when the club changes something.
Providing the feature you've asked for.
Until you disconnect or delete your account. Disconnecting deletes the Club Routes calendar from your Google or Outlook calendar and our copy of the token. You can also remove access at any time in your Google or Microsoft account settings.
Club Routes' use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. We don't use it for advertising, don't sell it and don't share it with anyone else.
If you start a club on clubroutes.com
Your club's name, web address and type, and where it usually meets. Your name, email address and phone number, the plan you chose, and when you agreed to the terms for your club (and which version).
To set up your club, make you its first owner, run its account and plan, and contact you about it, by email or, if something needs sorting quickly (for example with the account or a payment), by phone.
Providing the service your club has asked us for, and taking steps you've asked for before a contract.
Kept while your club uses Club Routes, and for six years after it stops, as the record of who agreed to the terms.
As with the enquiry form, a one-way scrambled code made from your internet address limits how many clubs can be started from one place, and is cleared after a day.
If you're a committee member using the club portal
Your email address, your club, your role (owner or editor), who added you and when. When you sign in, we email you a one-time code (sent by Cloudflare's email service) and set a sign-in cookie; signing in gives you a Club Routes account, covered in the section on member accounts above. We also keep an activity log of changes made in the portal: who made each change, what it was and when.
To let the right people manage their club's routes and calendar, keep the portal secure, and help clubs see who changed what.
Providing the service the club has asked us for, and our legitimate interest in keeping it secure and accountable.
Your portal access lasts until a club owner removes you or the club stops using Club Routes. The activity log is kept while the club uses Club Routes.
Your club's owners can see the email addresses of everyone with access to their club's portal.
The Ask box in the portal. When you ask a question, we send it to Anthropic, which provides the AI model that writes the answer, together with the matching Club Routes help guides and what's needed to answer for you: the page you're on, your committee roles and a few of your club's settings (such as whether the welcome for newcomers is on). We never send your name, your email address or anyone's personal details, and we remove email addresses and phone numbers from questions before they're sent or kept. We keep each question and answer, with a scrambled code instead of who asked, for a year so we can improve the guides and keep to the daily limits. Please don't type other people's personal details into the Ask box.
If you visit a club page or clubroutes.com
Club pages don't ask for your name, an account or any other details. Routes, dates and meeting points on a club page are published by that club. Settings such as your watch app or map style are kept on your own device and aren't sent to us.
If you tap the location button on a club page's map, your browser asks for permission and then shows where you are on the map. Your location is used only on your device to draw that dot: it isn't sent to us, to the club or to analytics, and it isn't stored. Tap the button again to stop.
Only if you accept analytics cookies: Google Analytics records how the site is used, for example pages visited, routes opened and GPX files downloaded. If you're signed in to a Club Routes account, it also receives a random code we create only for analytics (never your email address or name), so visits from your phone and computer count as one person, and a few broad details: whether you're signed in, whether you've told the club you're a member or new, which watch app you've connected and whether reminders are on. In the committee portal it records which screens are used and what kind of change is made (for example "a run moved" or "an announcement sent to members"), with your committee role; never the names, messages, routes or questions you type. The code is deleted with your account, after which nothing in Google Analytics can be linked to you. Lawful basis: your consent. Google Analytics keeps this data for 14 months.
Only on clubroutes.com, and only if you accept advertising cookies: the LinkedIn Insight Tag lets us show Club Routes adverts on LinkedIn to people who have visited. Lawful basis: your consent. Club pages never carry advertising tags.
Like any website, our hosting provider receives your IP address and browser details when you load a page. We use these only to keep the service running and secure, and they're kept for a short time. Lawful basis: our legitimate interest in running a secure service.
You can change your cookie choices at any time; see how Club Routes uses cookies.
Who we share it with
If you connect Garmin, Wahoo or Suunto
When you connect one of these accounts, it gives us permission to add routes (Garmin calls them courses) to that account, and tells us the number or username it uses for your account. Garmin also tells us which permissions you gave. Wahoo's permission also lets us read your Wahoo profile and routes, but we only use your account number and the routes we added. Suunto's permission also covers your Suunto workouts; we only read them while "Use my runs from connected watches" (below) is on. We keep the access you give us (a token), encrypted, that number or username and which club routes you've sent. If you choose (it's off unless you tick it when connecting Garmin), we also add the club runs you say you're going to in the next four weeks to your Garmin Connect calendar as workouts: the club, date, time, meeting place, distance and a link to the route. We take them off again if the run is cancelled, you're no longer going, you switch it off or you disconnect. We don't read your activities unless you switch on "Use my runs from connected watches" (below), and we never read your health data or anything else in these accounts.
To send the club routes you choose to your Garmin, Wahoo or Suunto account, which puts them on your watch or bike computer, and, if you choose, to put your club runs on your Garmin calendar.
Providing the feature you've asked for.
Until you disconnect, remove Club Routes in that app, or delete your account. Disconnecting tells Garmin and Wahoo to end our access and deletes our copy of the token (Suunto has no way for us to end it, so remove Club Routes in the Suunto app too). Routes you've already sent stay in that account until you remove them there.
If you connect COROS
We connect to COROS through its Partner API, COROS's service for partner apps. Connections made before November 2026 used COROS's service for apps (COROS MCP); they keep working for runs until you reconnect, and we ask you to reconnect so routes can go to your watch. When you connect, COROS asks you to allow Club Routes into your COROS account. While "Use my runs from connected watches" (below) is on, COROS sends us a summary of each new workout (its date and time, sport, distance, time taken and watch model) and a link to its activity file, which we read for where it started and the route it took. Connecting COROS switches it on; you can switch it off at any time. COROS may also send us daily sleep and heart data: we don't use it and discard it as it arrives, never keeping it. We keep the access you give us (a token), encrypted, and a list of the COROS activity numbers we've already checked, so each is read once. A run that matches a club run or a local summit becomes part of your own Club Routes record: which run or summit, the date, how far and how long, and the watch model, shown with "Powered by COROS". Everything else is discarded once it's checked. When you tap Send on a route, we send COROS the route itself (its GPX file, name, distance and climb) to put on your watch. It's for fitness and performance only, never health advice.
So the club runs you go to and the local summits you climb count without checking in, and so you can send club routes to your COROS watch.
Your consent: before you connect, we show you what we read, how it's used, what's kept and how to disconnect, and you tick to agree.
The connection lasts until you disconnect COROS on the Me tab, or remove Club Routes in the COROS app. Within 24 hours of either, we delete the token, the list of activity numbers and the links to your COROS activities. The club runs and summit climbs on your record stay until you delete them or your account.
If you connect Polar
We connect to Polar through its service for apps (Polar AccessLink). When you connect, Polar asks you to allow Club Routes to read your Polar Flow data. We only ever read your exercises (their date, time, distance, sport and the exercise file), and only while "Use my runs from connected watches" (below) is on. Connecting Polar switches it on; you can switch it off at any time. We never read your sleep, daily activity, heart rate or other health data. Polar tells us when you sync a new exercise, and we also check for new ones every few hours. We keep the access you give us (a token), encrypted, your Polar user number, and a list of the Polar exercise numbers we've already checked, so each is read once.
So the club runs you go to and the local summits you climb count without checking in. Polar doesn't let apps send routes to your watch, so you add club routes in Polar Flow yourself.
Your consent: you choose to connect it, having been told on the Me tab that connecting switches "Use my runs" on.
Until you disconnect Polar on the Me tab, or delete your account. Disconnecting tells Polar to end our access and deletes the token and the list of exercise numbers. You can also remove Club Routes in Polar Flow.
If you connect Health Connect in the Club Routes app
On Android, the Club Routes app can read your exercise from Health Connect, the phone's own store of health and fitness data. Android asks you first, and you choose what to allow. We ask to read only three things: your exercise sessions (when they started and ended, and whether each was a run, walk, hike or ride), their distance, and the route each went. We never ask to read or write anything else: no heart rate, sleep, steps, weight or other health data, and we never write to Health Connect. The app reads runs, walks and rides from the last few days (the last fortnight when you first connect) when you open it, and sends them to Club Routes, where they're checked exactly like a connected watch's activities (below): only matches are kept. We keep a list of the session numbers we've already checked, so each is read once. Health Connect data is never used for advertising, never sold and never shared with anyone else.
So the club runs you go to and the local summits you climb count, whichever watch, phone or app recorded them.
Your consent: you choose to connect it in Settings, and Android asks you which data to allow.
Until you turn it off in Settings, remove Club Routes' access in Health Connect, or delete your account. Deleting your account deletes the list of session numbers.
If you switch on "Use my runs from connected watches"
It switches on when you connect a watch or bike computer account (such as Wahoo, Garmin, COROS, Polar or Suunto, or Health Connect in the Club Routes app); we tell you this next to the Connect button, and on Garmin's connection page, before you connect. You can also switch it on yourself, and switch it off at any time, on the Me tab of a club page. It only works for accounts you've connected. When you finish a run or ride, that account tells us about it (for COROS, we ask it every few hours; for Polar, both), and we check it against two things: the club dates of the clubs you follow (did you go to the club run?) and their local summits (did you climb one?). To do that we read the activity's start time and place, distance and time taken, and, for local summits, the route the activity went. We do this in our system's memory and then discard the activity. We keep only what matches: the club run you were at (with the start time, distance and time taken, and the provider's activity number so a re-upload updates it rather than counting twice), and which local summits you climbed, how many times and on which day. We never keep where you went, your GPS track, heart rate, pace or any other data, and nothing at all is kept for an activity that matches neither.
To put the club runs you went to on your record without checking in, and to count the local summits you climb on any run, for your tallies, trophies and (only if you switch them on) the club's summit leaderboards.
Your consent, given by connecting an account (having been told it switches this on) or by switching it on yourself. Switch it off at any time on the Me tab and we stop straight away.
The matches are kept as part of your club record until you delete your account (or, for summits, until the club deletes that summit). Switching the setting off stops any more being read; tell us if you'd like what's already been counted removed too.
We don't sell personal information. We use these services to run Club Routes, and they only use the information to provide their service to us:
- Cloudflare hosts the website, database and files, sends sign-in emails and codes, and keeps technical logs.
- Google provides Google Analytics and Google Tag Manager (only with your consent). Our fonts are served from clubroutes.com, not Google. If you connect Google Calendar, we send Google the club dates you've chosen so they appear in your calendar.
- Apple, Google or Mozilla deliver notifications to your device if you turn them on (they can't read them).
- Garmin: if you connect Garmin, we send Garmin the club routes you choose so they appear in your Garmin Connect courses. If you switch on "Use my runs from connected watches", Garmin sends us your new activities to check, as above.
- Wahoo: if you connect Wahoo, we send Wahoo the club routes you choose so they appear in the Wahoo app, and (only with "Use my runs from connected watches" on) Wahoo sends us your new activities to check.
- Suunto: if you connect Suunto, we send Suunto the club routes you choose so they appear in the Suunto app, and (only with "Use my runs from connected watches" on) Suunto tells us about your new workouts to check.
- Anthropic provides the AI model behind the portal's Ask box. It receives the question and the help guides it's answered from (never your name or email address). It doesn't use them to train its models, and deletes them within 30 days, unless its safety systems flag a question as breaking its usage policy, when it can keep it for up to 2 years.
- Microsoft: if you connect Outlook, we send Microsoft the club dates you've chosen so they appear in your calendar.
- LinkedIn provides the Insight Tag on clubroutes.com (only with your consent).
- Maps: the Streets and Dark maps and the map software are served from clubroutes.com itself (built from OpenStreetMap data), so no map company sees your visit. The Terrain map comes from OpenTopoMap, and your browser fetches it directly, so OpenTopoMap receives your IP address and which part of the map you're viewing. If you choose the Aerial map (on a club page, or in the committee portal's route planner), its photos come from Esri (ArcGIS, based in the United States), fetched by your browser directly, so Esri receives the same. Only if our own map can't be reached does your browser fall back to OpenFreeMap, OpenStreetMap or unpkg (for the map software), which then receive the same.
We may also share information if the law requires it, or to protect the service and its users.
Transfers outside the UK
Some of these providers, including Cloudflare, Google, LinkedIn and Anthropic, may process information outside the UK, for example in the United States. Where they do, the transfer is covered by UK adequacy regulations (such as the UK Extension to the EU-US Data Privacy Framework) or by contracts approved by the Information Commissioner.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct it, or to delete it;
- ask us to limit how we use it, or object to us using it;
- ask for information you gave us in a format you can take elsewhere;
- delete your Club Routes account yourself at any time, from your account page;
- withdraw your consent to cookies at any time, using the Cookies links on our pages.
Email dpo@gear-labs.com to use any of these rights. We'll reply within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113, but we'd appreciate the chance to put things right first.
Children
The waitlist form and club portal are for adults acting for their club. Anyone can view a club page; we don't knowingly collect personal information from children.
Changes to this policy
We'll update this page if how we use personal information changes, and change the date at the top.