Privacy notice

Only people listed on the Club Space staff directory maintained by People Operations. Signing in with a Google account that is not on that directory fails, and no account is created. Being removed from the directory, or marked as no longer employed on it, ends access.

Your name and email address, and nothing else. The app asks Google for the basic profile and email permissions only. It cannot read your Gmail, your Drive, your calendar or your contacts, and it does not have the permissions that would let it.

Google is used to confirm you are who you say you are. Your Google password is never seen by this app.

Employment information kept by People Operations:

• Name, work email address and employee number
• Job title, department and work location
• Hire date and employment status
• Who you report to, and who reports to you

Records created by using the system:

• Performance reviews, meaning your own self assessment, your manager’s assessment of you, ratings against the company values, and any goals recorded
• Time off requests and balances
• Requests to change your job details, and how they were decided. Where the request is about pay, that includes the current and proposed figures your manager entered
• Requests to speak with People Operations, and any case opened
• Incident reports you file or that name you
• Performance improvement plans, where one exists

Policies are different. Where they appear here, it is so you can read them. Signing off on a policy happens in ADP and the record of that stays in ADP, so this system does not hold whether or when you acknowledged anything.

The system also keeps an activity log recording who did what and when, for example who released a review or who changed a reporting line. That log is kept for accountability and is visible only to People Operations.

Not everyone. What you can see depends on your role, and the rules are enforced by the system rather than left to good manners.

• You can see everything in your own record, except a manager’s private working notes, which are never shown to the person being reviewed.
• Your manager can see the records of the people who report to them, including any request they themselves raised about your pay or role.
• People Operations can see all records, because administering them is the job.
• Leadership can see summary information across the company.

A manager’s assessment of you is not visible to you until People Operations releases it. That gap is deliberate, so that a review is discussed with you rather than discovered by you.

In Google Cloud, in the United States (the us-east1 region, in South Carolina). The database is not reachable from the public internet and accepts connections only from the application itself.

Completed reviews are also filed as documents in the Club Space Google Drive, in the same personnel folders the company already used before this system existed.

Time off and incident records are also created in Club Space’s Asana workspace, which People Operations uses to track them.

Performance records are kept for as long as the company keeps employment records, and are not deleted when someone leaves. A completed review is a record of what was said at the time, and deleting the person would take the record with it.

Access, though, ends when employment ends. A former employee keeps a row in the directory and loses the ability to sign in.

This information is not sold, not shared with advertisers, not used to train any machine learning model, and not passed to any third party beyond the Google and Asana services described above, which act as service providers to Club Space. There is no analytics or tracking on these pages.

To see what is held about you, correct something that is wrong, or ask a question about this notice, contact People Operations at carolina@clubspace.com.