Privacy Policy
Information about the processing of your personal data
Information about the processing of your personal data
Note: This statement is valid for the use of the Klubraum app. The privacy policy for the use of the website can be found here: https://klubraum.com/privacy/
All personal data processing operations (collection, processing and use) are carried out in strict compliance with the statutory data protection provisions. We collect, process and use personal data, among other things, to offer services and to execute and further improve the contents and functionalities of our products, Internet offers and services. This privacy policy applies to the collection, processing and use of personal data in the context of the use of the Klubraum app.
The responsible party for the data processing and security of the app Klubraum according to the Data Protection Regulation (GDPR) Art. 4 is aucentiq solutions GmbH, Alter Weinberg 5, 76228 Karlsruhe, Germany (hereinafter referred to as “aucentiq”, for further contact details see imprint).
Klubraum is a digital organization app for clubs, sports teams, and community groups. It provides various features to help organize group activities, manage members, and facilitate communication within these organizations.
As part of your use of Klubraum, we need to process some of your personal data to provide you with the service. The type and scope of the data we process depends on how you use the app and what features you choose to use.
When using the Klubraum app, personal data is collected exclusively on the basis of the provisions of Art. 6 GDPR. This means that collection, processing and use are based on your unambiguous consent, justified technical requirements or legal regulations. At all times, we limit ourselves to the minimum necessary requirements. The legal basis for this can be found in the GDPR, the BDSG (new) and the Telemedia Act.
The following types of personal data are processed in the Klubraum app by aucentiq:
To use Klubraum, you need to create an account. During registration, we collect your email address and ask you to choose a password. You can optionally provide additional information like your name and profile picture to personalize your account.
Your account data is processed based on the performance of a contract (Art. 6(1)(b) GDPR) as it’s necessary to provide you with the service you’ve requested.
Klubraum offers the option to sign in using your Google account for convenient access to the app. When you choose to sign in with Google, we receive certain information from your Google account to create and manage your Klubraum account.
Data collected through Google Sign-In:
When you use Google Sign-In, you are also subject to Google’s privacy policy and terms of service. We encourage you to review Google’s privacy policy at: https://policies.google.com/privacy
The data received from Google is processed based on the performance of a contract (Art. 6(1)(b) GDPR) as it’s necessary to provide you with the service you’ve requested. You can revoke Klubraum’s access to your Google account at any time through your Google account settings at: https://myaccount.google.com/permissions
Klubraum also offers the option to sign in using your Apple ID, which provides enhanced privacy features designed by Apple. When you choose to sign in with Apple, we receive limited information from your Apple account to create and manage your Klubraum account.
Data collected through Apple Sign-In:
Apple Sign-In is designed with privacy in mind and allows you to share or hide your email address using Apple’s private email relay service. When you use Apple Sign-In, you are also subject to Apple’s privacy policy and terms of service. We encourage you to review Apple’s privacy policy at: https://www.apple.com/privacy/
The data received from Apple is processed based on the performance of a contract (Art. 6(1)(b) GDPR) as it’s necessary to provide you with the service you’ve requested. You can manage your Apple ID privacy settings and revoke Klubraum’s access through your Apple ID account settings.
Klubraum includes various communication features like messaging, comments, and posts. When you use these features, we process the content you create as well as metadata about your communications (like timestamps and recipients).
This data is processed based on the performance of a contract (Art. 6(1)(b) GDPR) as these features are part of the service you’ve requested.
If you use Klubraum’s event management features, we process information about events you create or participate in, including event details, participant lists, and RSVP responses.
This data is processed based on the performance of a contract (Art. 6(1)(b) GDPR) as these features are part of the service you’ve requested.
Klubraum can send you push notifications to keep you informed about important updates, messages, and events. You can control which notifications you receive through the app settings.
Push notifications are processed based on your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time through your device settings or the app settings.
In the web-based variant, the web push procedure standardized by the W3C is used for sending the push messages, whereby the encrypted transmission takes place via a server of the browser provider depending on the browser used. In the web-based variant, you can activate and deactivate push messages in the browser at any time. You can find more information about the web push procedure here:
The service “Firebase Messaging” offered by Google is used to implement push messages in the iOS, Android and MacOS app. In this process, a so-called “instance ID” or a “device token” is assigned by the mobile device used and transmitted to the Klubraum servers. IP addresses or other data are not collected. On the part of Klubraum, the push message is sent to the servers provided by Google in the EU or in the USA, which then take over the transmission to the mobile end device. In the case of the iOS app, Google transmits the message to the Apple Push Notification service (APNs) provided by Apple, which then handles delivery to the Apple end device.
Push messages are enabled by default in the Android app or you might be asked to consent. As an iOS user, you will be asked to consent to receive push messages when you first launch the app. Push messages can be disabled at any time via the “Settings” | “Notifications” menu. To do so, use the “Push notifications” slider.
More information about push messages using Firebase messaging:
As a user of Klubraum, you can optionally create and upload a profile picture. The profile picture is visible to all other users of the same group (also referred to as a “Klubraum” in the app).
All uploaded profile pictures are stored encrypted by Klubraum and can only be downloaded by authorized members of the same Klubraum.
In previous versions of Klubraum, the profile picture was stored for the duration of use by the service “Google Cloud Storage” of the provider Google and made available for download by other Klubraum users. To protect against unauthorized access, each profile picture has been secured by a cryptic URL and Klubraum users are required to keep this URL confidential.
If you no longer agree with the storage and provision of your profile picture, you can replace it with another picture or delete it in the app at any time.
Further information on the data protection of the “Google Cloud Storage” service:
Some features of Klubraum may use location data to provide location-based services (like finding nearby events). Location data is only collected when you explicitly grant permission and only when necessary for the specific feature you’re using.
Location data is processed based on your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time through your device settings.
To improve the app and fix bugs, we collect anonymized usage statistics and crash reports. This data helps us understand how the app is used and identify technical issues.
This data is processed based on our legitimate interest (Art. 6(1)(f) GDPR) in improving our service and ensuring its stability.
Matomo
As part of the use of the web-based version of Klubraum, a software for statistical analysis of visitor accesses called Matomo (formerly Piwik) is used. For this purpose, text files, so-called cookies, are temporarily stored on your computer, which enable an analysis of the website usage. This enables us to continuously improve our web-based version of Klubraum for you. All information generated is stored by the Matomo software on servers rented by aucentiq within Germany or the European Union, whereby IP addresses are anonymized before being stored. You have the option of preventing the storage and analysis of statistical data below or by setting your browser accordingly. However, please note that it may no longer be possible to use all functions without errors.
When using the iOS or Android app “Klubraum”, analysis data with anonymized IP addresses is also sent to Matomo with the aim of improving the user experience and the software for you. You can prevent the transmission of this analysis data at any time in the app via the “Settings” | “Account” | “Privacy” menu by deactivating the “Send anonymous usage data” button.
The analysis data is not passed on to subcontractors (with the exception of servers rented from the web host on behalf of aucentiq) or third parties.
Sentry
We use the service Sentry to improve the technical stability of our service or app by monitoring system stability and identifying code errors. Sentry serves these purposes alone and does not evaluate data for advertising purposes. User data, such as device details or time of error, are collected anonymously and are not used in a personalized manner and are subsequently deleted. As we host Sentry on our own servers, no data is transferred to a third party.
You can prevent the transmission of this error data at any time in the app via the menu “Settings” | “Account” | “Privacy” by deactivating the switch “Send anonymous error reports”.
When showing/using maps, we integrate the service “Google Maps” of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. The processed data may include, in particular, IP addresses and location data of the users, which, however, are not collected without their consent (usually executed in the context of the settings of their mobile devices). The data may be processed in the United States.
You can prevent the transmission of this data at any time in the app via the “Settings” | “Account” | “Privacy” menu by deactivating the “Use Google Maps” button.
Privacy policy: https://www.google.com/policies/privacy/
Based on your inquiry, we collect personal data (such as name, company, address, contact details). We need the collected personal data to contact you.
In this context, the processing is carried out exclusively for the fulfillment of contractual or pre-contractual measures (see Art. 6 para. 1(b) GDPR).
We do not sell, rent, or otherwise commercially distribute your personal data to third parties. Your data is only shared in the following limited circumstances:
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes:
We retain your personal data only as long as necessary for the purposes for which it was collected or as required by applicable laws.
The storage of all data relevant to the use of Klubraum takes place through redundant storage on various servers hosted in Germany by providers headquartered in the European Union. Excluded from this are the above-mentioned sending of push messages and the storage and provision of the optional profile pictures.
Your data may be transferred to and processed in countries outside the European Economic Area (EEA). When we do this, we ensure appropriate safeguards are in place to protect your data in accordance with GDPR requirements.
Under the GDPR, you have several rights regarding your personal data:
To exercise these rights, please contact us using the information provided below.
If you have any questions regarding the collection, processing or use of your personal data, for information, correction, blocking or deletion of data and revocation of consents granted, please contact:
aucentiq solutions GmbH
Data Protection Officer
Alter Weinberg 5
76228 Karlsruhe
+49 721 / 46 722 003
E-Mail: [email protected]
The supervisory authority responsible for data protection is the State Commissioner for Data Protection and Freedom of Information in Baden-Württemberg. According to Art. 77 GDPR, you are entitled to file a complaint there in the event of a violation.
We may update this privacy policy from time to time to reflect changes in our practices or applicable laws. You can inform yourself about the current status at any time on our website. The current version is always available in the app settings.
Last update: 2025/06/21
The data processing addendum can be downloaded here: DPA