How ClubTree protects your club's information

Every member of your club gets their own sign-in. What they can see is decided by your club, member by member.

A regular member sees the things members should see: the club directory, the calendar, their own attendance record, their own dues, and any documents the club has marked as visible to members.

Officers and chairs get more, but only where you grant it. Access is controlled separately for each area of the system — membership, calendar and programs, budget, website, newsletter, applications, and documents — and for each one you choose whether a person can view it or also change it.

So your treasurer can manage the budget without being able to edit the website. Your programs chair can schedule speakers without seeing anyone's dues. Nobody has more access than their role actually needs, and you can change any of it at any time.

Each member is invited by email and is prompted to set a password the first time they sign in.

If someone forgets their password, they don't have to reset it. They can ask for a sign-in link by email, click it, and they're in. It's also there for the member who would simply rather not manage another password.

When someone leaves the club, their access ends. Their history stays with the club's records, but they can no longer sign in and see the directory, documents, or anything else.

This is the part worth understanding, because it's what makes the difference.

In ClubTree, the permission rules live in the database itself, not just in the screens. Every table of information carries its own rules about who may read or change it, and those rules are enforced before any data leaves the database.

That matters because it means the protection doesn't depend on the website behaving correctly. Even a request that bypassed the normal screens entirely would still be checked against the same rules. Changes to your club's information can only happen through a specific set of controlled operations, each of which checks who you are and what you're allowed to do before it does anything.

Every piece of information in ClubTree belongs to exactly one club, and that ownership is checked on every single request. One club's members, dues, attendance, documents and website content are not visible to another club — not through the app, and not through the database underneath it.

Club documents are stored privately. They aren't sitting at a public web address where a lucky guess would find them. When a member with permission opens one, the system issues a temporary link that works for them, at that moment, and then expires.

Photos and website images are public by design, because they appear on your public website — the same as any photo on any club's site today.

Every ClubTree club website runs over a secure connection (the padlock in the browser), included at no extra cost. Your club keeps its own domain name — you don't have to change your web address, and you stay the owner of it.

There are no advertisements anywhere in ClubTree, and there never will be. Your members' information is not sold, shared, or used for advertising.

Reminders and newsletters go out through a professional email service, so they arrive properly instead of landing in spam. Every member controls what they receive, and every newsletter includes a one-click unsubscribe.

Guest speakers' contact details are never published. If a speaker's photo and biography appear on your public calendar, it's because someone at the club explicitly turned that on for that speaker.

The database is backed up daily and can be restored to a previous point if something goes badly wrong.

Your club's information belongs to your club. If you ever decide to leave, you can take it with you — we'll export your members, attendance, dues history, documents and website content in standard formats. There is no lock-in and no exit fee.

Short version: far more than a club will use.

A typical club — a full website with photos, a hundred or so member photos, and a few years of documents — sits at well under 100 MB. Our storage allowance is 100 GB, which is roughly a thousand times that, shared across all the clubs we host.

To put it concretely: our pilot club has a complete public website, member photos, newsletter images and a document library, and uses about 47 MB. That's less than a twentieth of one percent of what's available.

There is no per-club storage limit, no charge for space, and no need for your club to manage quotas or delete old files to make room. If a club ever did approach something unusual — a large photo archive, say — we'd talk about it rather than cut anything off.