Privacy Policy
Last updated: November 14, 2025
Introduction
ClubMail is operated by the Central Student Association (CSA) at the University of Guelph. This privacy policy explains how we collect, use, and protect your personal information when you use our email management platform.
Information We Collect
User Account Information
When you sign in, we collect your name, email address, and profile information.
Subscriber Information
Club administrators may collect subscriber email addresses and names for the purpose of sending club communications.
Email Analytics
We collect email delivery status, bounces, and complaint information from AWS SES to improve deliverability and compliance.
How We Use Your Information
- To provide and maintain the ClubMail service
- To authenticate users and manage permissions
- To send email campaigns on behalf of clubs
- To track email delivery and compliance
- To improve our services and user experience
Data Sharing
We do not sell, rent, or share your personal information with third parties except:
- With AWS SES for email delivery
- With Microsoft for authentication
- When required by law or legal process
- With club administrators for the clubs you're subscribed to
Your Rights
You have the right to:
- Access your personal information
- Request correction of inaccurate data
- Request deletion of your data
- Unsubscribe from email lists at any time
- Opt out of communications
Unsubscribing
Every email includes an unsubscribe link. Clicking this link will immediately remove you from that club's mailing list. You can also contact the club directly to request removal.
Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encrypted database connections
- Secure authentication via GitHub OAuth
- Role-based access controls
- Regular security updates
CAN-SPAM Compliance
We comply with the CAN-SPAM Act requirements:
- All emails include accurate sender information
- Subject lines reflect email content
- Physical addresses are included in footers
- Unsubscribe links are present in every email
- Unsubscribe requests are honored immediately
Changes to This Policy
We may update this privacy policy from time to time. We will notify users of significant changes via email or platform notification.
Contact Us
If you have questions about this privacy policy or wish to exercise your rights, please contact: