Privacy policy

ClubHam Database — last updated on 09/07/2026.

This policy explains which data ClubHam Database keeps, why it keeps them, with whom it shares them and what you may demand about them. It applies to the website, to the API and to the ClubHam Logger application, which talks to this platform.

ClubHam Database is a platform for radio amateurs: it keeps your contact record (the log), your licences and stations, the QSL cards and the exchange between operators. Much of what you enter here is information you produced yourself while operating, and the principle of this policy is simple: this material is yours, and the platform does not turn it into a product.

1. Who is responsible for the data

The controller of the data described here is the administration of ClubHam Database. For any matter in this policy — a request for access, correction, deletion or a question —, contact the administration through the contact channels published on the platform.

2. What data we collect, and why

2.1. Registration and access

To create your account we ask for user code, first name, surname and e-mail address, plus a password. The password is kept only as a cryptographic digest (hash) — nobody on the platform, not even the administration, can read it.

The e-mail is confirmed by a code sent to it. Until it is confirmed, the account does not get in. We keep the confirmation date and the number of attempts to curb abusive use of the sending.

2.2. Radio amateur profile

The profile is optional in almost everything. It may contain date of birth (only the day and month of the birthday are shown publicly), date of entry into amateur radio, address, city, state, postal code, country, licence class, biography, photos and the preferred language. You decide what to fill in, and you may erase any of these fields at any time.

To validate your status as a radio amateur, you must send an image of your licence. It is seen by a platform administrator and is used only for that check.

2.3. Licences, stations and locations

We record the callsigns you operate, the purpose and type of each station, the validity periods, the operating address and the references of the location (grid locator, IOTA, POTA, SOTA, WWFF, DXCC entity and zones). These data describe where you transmit from and are needed to produce the log, the Cabrillo file and the QSL card.

2.4. Contacts (QSOs) and operations

The core of the platform. Each contact keeps date and time in UTC, frequency, band, mode, reports exchanged, the callsign of the station contacted and whatever else the ADIF format provides for. Along with them come the operations that group them and the operators who took part.

⚠️ A QSO is, by its nature, data belonging to two people. Your log contains the callsign of whoever you contacted, and that person's log contains yours — it has been so for as long as amateur radio has existed, and it is what makes confirming a contact possible. The platform treats that record as your log: it is neither published nor offered to third parties by us.

2.5. QSL cards

The digital QSL cards you issue carry the data of the contact and of your station, and receive an authenticity code. Whoever holds that code — printed on the card or in the QR — can check, without logging in, whether that card is genuine. The check shows only what is already on the card itself.

2.6. Exchange between operators

Posts, comments, likes, followers, image gallery and direct messages between users. What you publish on the wall (ClubHam Social Media) is seen by the other users of the platform; direct messages are seen by you and by the recipient.

2.7. Annual contribution and donations

When there is a payment, we keep the record of the transaction — amount, currency, date, status, payment method and the identifiers returned by the provider. Your card details neither pass through the platform nor are stored by it: the payment provider is the one who processes them.

2.8. Paired applications (Logger and DX Cluster)

For the ClubHam Logger and for the ClubHam DX Cluster you generate your own access codes. Of those we keep a cryptographic digest, a nickname you choose, the dates of creation, expiry and last use, and the origin of the pairing. ⚠️ Your platform password is never entered in the application, and you can revoke any code at any time without changing the password.

2.9. Technical records

Like any service on the Internet, the server records accesses in order to operate and to investigate failures and abuse. These records are for internal use.

3. Station sharing

The platform allows you to give another user access to one of your stations, at three levels. While the access lasts, that person sees the data of that station according to the level granted. ⚠️ You are the one who grants and the one who ends it, whenever you wish — and the access never reaches your other stations, your profile, your payments or your application codes.

4. With whom we share your data

We share only what is necessary, and only in these cases:

• Other users of the platform, in what you yourself make visible: your profile, what you post on the wall and the stations you share.
• Payment provider, when you contribute or donate — and only what the charge requires.
• Call sign lookup services, when you ask the platform to fetch the data of a station you contacted. The lookup uses your own credentials for those services, which you register here, and sends them only the call sign being looked up.
• Nominatim / OpenStreetMap, to convert an address into a coordinate and vice versa, when you use the map or import a log. We send the address or the coordinate, never your identity.
• Authorities, if and when the law requires.

⚠️ We do not sell, rent or hand over your data to advertisers, data brokers or any third party for marketing purposes.

5. Cookies

The platform uses only cookies necessary for it to work. There is no advertising cookie, no cross-site tracking cookie and no third-party analytics cookie.

Cookie	What it is for	Duration
sessionid	Keeps you logged in during the session.	Session
csrftoken	Protects the forms against submissions forged by another site.	Session
django_language	Remembers the chosen language.	1 year
Screen preferences	Keep, in your browser, the theme and the state of the side menu.	Until you clear the browser data

6. Where the data is kept

The data is kept on our own server in the cloud, with access restricted to the administration, and the traffic between your browser and the server is encrypted (HTTPS). The images you send — profile photos, gallery, licence and cards — are kept on the same server.

7. How long we keep it

• For as long as your account exists: profile, licences, operations, contacts, QSLs and posts. This material is your archive, and erasing it on our own initiative would be destroying what you came here to keep.
• Registration never confirmed: permanently deleted after 30 days without e-mail confirmation.
• Direct messages: those already read are deleted after 3 days; unread ones, after 30 days.
• Event announcements: deleted 3 days after the date of the event.
• Payment records: kept for the period that tax and accounting law requires.

8. Your rights

You may, at any time:

• See and correct your data — almost everything is editable on the platform's own screens.
• Export your log in ADIF or Cabrillo, open formats that any other program reads. ⚠️ Portability here is not a request to be granted: it is a button, and it already exists.
• Revoke the applications' access codes and end a station sharing.
• Ask for the deletion of your account and your data. ⚠️ Before that, export your log — the deletion is permanent, and we have no way to undo it.
• Withdraw consent for whatever is optional, and complain to the data protection authority of your country.

To exercise any of these rights, contact the platform administration through the contact channels published here.

9. Minors

The platform is not intended for those under 13 years of age, and we do not deliberately collect data of that age range without the consent of whoever is responsible for them. If you know of such a registration, tell the administration and it will be removed.

10. Security

We use HTTPS across the whole site, passwords kept only as a cryptographic digest, application codes that are never shown twice and can be revoked one by one, and restricted administrative access. ⚠️ No system is completely secure, and promising otherwise would be dishonest — but we keep the platform up to date and treat any incident with the transparency it demands.

11. Changes to this policy

When this policy changes, the new version is published on this same page, with the update date at the top. A change that materially alters the way we treat your data will be announced on the platform.

This page is available without logging in, so that it can be read before any registration.