Privacy Policy

Last updated: June 2026

GroupDesk ("we", "us", "our") provides club and community group management software to organisations across Australia. This policy explains how we collect, use, store and protect personal information through the GroupDesk platform.

1. What information we collect

When your organisation uses GroupDesk we may collect:

Account information — names, email addresses and phone numbers of users you create
Member information — names, contact details, membership status and renewal dates entered by your organisation
Financial records — transactions, invoices and account balances entered by your organisation
Asset records — equipment details and loan history entered by your organisation
Meeting records — minutes, motions and action items entered by your organisation
Usage data — login times, pages visited and actions taken within the platform for security and support purposes

2. Who owns this data

Your organisation owns all data entered into GroupDesk. We act as a data processor on your behalf. We do not claim ownership of your members' information, financial records or any other content you enter into the platform.

3. How we use your information

We use the information collected to:

Provide and operate the GroupDesk platform
Send renewal reminders and notifications you have configured
Provide customer support
Improve the platform based on usage patterns
Communicate with you about your account, billing and service updates

4. Data storage and security

GroupDesk data is stored on servers located in Australia. We take reasonable technical and organisational measures to protect your data including encrypted connections (SSL/TLS), password hashing, and role-based access controls within the platform.

No method of electronic storage or transmission is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data sharing

We do not sell, rent or trade your organisation's data to third parties. We may share information with:

Brevo (our email service provider) for the purpose of sending transactional emails such as password resets and renewal reminders
Our hosting provider for the purpose of storing and serving the platform
Authorities where required by Australian law

6. Member data entered by your organisation

Each organisation using GroupDesk is responsible for ensuring it has appropriate consent to store and process the personal information of its own members within the platform. GroupDesk provides the tools; your organisation controls what data is entered and how it is used in accordance with your own privacy obligations.

7. Your rights

Under the Australian Privacy Act 1988, you have the right to access and correct personal information we hold about you. To exercise these rights, contact us at support@groupdesk.com.au.

8. Data retention

We retain your organisation's data for as long as your account remains active. If you cancel your subscription, we retain your data for 30 days to allow for export, after which it is permanently deleted unless otherwise required by law.

9. Cookies

GroupDesk uses essential session cookies required for login functionality. We do not use third-party advertising or tracking cookies.

10. Changes to this policy

We may update this privacy policy from time to time. Material changes will be communicated to active subscribers via email.

11. Contact us

For any privacy related questions or to exercise your rights under this policy, contact us at support@groupdesk.com.au.