Privacy Policy

1. Who we are

Clubmate ("we", "us", "our") is a sports club management platform that enables clubs to manage members, teams, attendance, scheduling, communications, and payments.

Clubmate is the data controller for personal data processed through the platform, unless explicitly stated otherwise (for example, where a club acts as the data controller for certain member data they input).

If you have any questions, you can contact us at:

• Email: [email protected]
• Company: Clubmate

2. Scope of this policy

This Privacy Policy applies to:

• The Clubmate website
• Mobile and web applications
• All related services and features
• Any communications with us regarding the platform

3. Information we collect

We collect and process the following categories of personal data:

3.1 Account information

• Full name
• Email address
• Phone number
• Password (stored in encrypted form)
• Profile image
• Role (e.g. admin, coach, player, parent)

3.2 Club and membership data

Depending on your club and permissions:

• Member and player profiles
• Team assignments
• Attendance records
• Training and match participation data
• Availability and scheduling information
• Notes entered by coaches or administrators
• Emergency contact details
• Medical and safeguarding information (only where provided by clubs)

3.3 Payment and billing data

We process payment-related information to enable clubs to collect fees and manage subscriptions, including:

• Payment status and transaction records
• Subscription plans and billing cycles
• Payer references and reconciliation data
• Payment method identifiers (e.g. mandate references, transaction IDs)

Important: We do not store full card details or bank credentials. All sensitive financial processing is handled by regulated third-party payment processors and banking infrastructure providers.

3.4 Technical and usage data

• IP address
• Device and browser information
• Log data (access times, actions taken)
• System performance data
• Cookies and similar tracking technologies

3.5 Communications

• Messages sent via the platform
• Support requests and correspondence
• Notifications and alerts triggered within the system

4. How we collect data

We collect data:

• When a club creates an account
• When users are added by a club administrator
• When you use the platform features
• When payments or financial actions are initiated
• When you contact support
• Through cookies and analytics tools
• From authorised club representatives inputting member data

5. Legal basis for processing (UK GDPR)

We process personal data under the following lawful bases:

• Contract: to provide access to Clubmate and its features
• Legal obligation: to comply with applicable financial, tax, and regulatory requirements
• Legitimate interests: to operate, improve, secure, and scale the platform
• Consent: where required (for example optional communications or certain data categories where applicable law requires consent)

Where sensitive data is processed (such as medical or safeguarding information), clubs are responsible for ensuring they have a lawful basis to input and manage this data within Clubmate.

6. How we use your data

We use personal data to:

• Provide core platform functionality
• Manage club memberships and team structures
• Enable attendance tracking and scheduling
• Facilitate communication between clubs and members
• Process and reconcile payments and subscriptions
• Support safeguarding and emergency response features
• Provide customer support and technical assistance
• Improve platform performance and user experience
• Detect and prevent fraud, misuse, or security issues
• Comply with legal and regulatory obligations

7. Payment processing

Clubmate enables clubs to collect payments from members using third-party payment infrastructure providers and banking partners.

We do not process or store full payment card or bank credentials. Payment processing is handled securely by regulated financial service providers.

We may store:

• Payment status
• Transaction references
• Reconciliation records
• Subscription and billing metadata

These records are used to ensure accurate financial tracking and reporting for clubs.

8. Data sharing

We do not sell personal data.

We may share data with trusted third parties where necessary, including:

8.1 Service providers

• Cloud hosting and infrastructure providers
• Email and communication systems
• Analytics and monitoring tools
• Customer support platforms
• Payment and banking infrastructure providers

8.2 Clubs and organisations

Data is shared with the club or organisation you are a member of, based on your role and permissions within that club.

8.3 Legal and compliance

We may disclose data where required to:

• Comply with legal obligations
• Respond to lawful requests from authorities
• Protect the rights, safety, and security of users or Clubmate
• Investigate fraud or misuse

8.4 Business transfers

If Clubmate is involved in a merger, acquisition, restructuring, or asset sale, personal data may be transferred as part of that transaction, subject to continued protection under this policy.

9. Data retention

We retain personal data only for as long as necessary to:

• Provide services to clubs and users
• Meet legal, accounting, or regulatory requirements
• Resolve disputes and enforce agreements
• Maintain accurate financial and membership records

When data is no longer required, it is securely deleted or anonymised.

Clubs may also request deletion of data where they are the controlling party, subject to legal and financial retention obligations.

10. Data security

We implement appropriate technical and organisational measures to protect personal data, including:

• Encryption of data in transit and at rest where appropriate
• Role-based access controls
• Secure authentication mechanisms
• Audit logging and monitoring
• Regular security reviews and system hardening
• Restricted internal access on a least-privilege basis

Despite these measures, no system is completely secure. Users acknowledge that data transmission over the internet carries inherent risks.

11. Your rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing
• Request data portability
• Withdraw consent where applicable

To exercise these rights, contact us at [email protected].

We may require identity verification before processing requests.

12. Children's data and safeguarding

Clubmate is used by sports clubs that may manage data relating to individuals under 18.

In these cases:

• The relevant club is responsible for ensuring lawful collection and appropriate consent
• Clubmate provides tools to support safeguarding, attendance tracking, and emergency contact management
• Sensitive data such as medical or safeguarding notes should only be entered where legally permitted and necessary for participation and safety

We apply strict access controls to ensure that sensitive data is only visible to authorised users within a club.

13. Cookies and tracking technologies

We use cookies and similar technologies to:

• Enable core platform functionality
• Maintain user sessions
• Improve performance and reliability
• Analyse usage patterns
• Enhance security

Users can manage cookies through browser settings, though some features may not function correctly if disabled.

14. International data transfers

Some service providers may process data outside the UK or European Economic Area (EEA).

Where this occurs, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses (SCCs)
• Adequacy decisions (where applicable)
• Other lawful transfer mechanisms under UK GDPR

15. Third-party services

Clubmate may integrate with third-party services to provide functionality such as hosting, communications, analytics, and payments.

These providers only process data as necessary to deliver their services and are contractually required to protect personal data.

We are not responsible for the privacy practices of external websites or services linked from our platform.

16. Changes to this policy

We may update this Privacy Policy from time to time.

Where changes are material, we will notify users through the platform or by email where appropriate.

The updated version will always be posted with a revised "Last updated" date.

17. Contact

If you have any questions or requests regarding this Privacy Policy:

• Email: [email protected]
• Company: Clubmate