Privacy Policy

Effective date: [to be set at launch] · Draft pending legal review

ClubHQ helps youth sports teams organize schedules, RSVPs, attendance, messages, and team payments. This policy explains what we collect, why, and the choices you have. We do not sell personal information, we do not show ads, and we do not use third-party advertising or analytics trackers.

Who uses ClubHQ

Coaches and team staff who create and manage teams.
Parents and guardians who join a team and manage their children's participation.
Players age 13 and older, who may have their own account only when a parent, guardian, or head coach creates an invitation code for them.

Children under 13 do not have ClubHQ accounts. Their roster profile is created and controlled by a parent or guardian, or by team staff acting for the family.

Information we collect

Account information: name, email address, and password (stored securely by our authentication provider), or Sign in with Apple details you choose to share.
Team and roster information: team details; player first and last name, jersey number, position, and optional birthdate; parent or guardian relationship; emergency contact name, phone, and email; and, only if the team turns it on, sensitive notes such as allergies or medications.
Activity in the app: events, RSVPs, attendance, messages, announcements, and payment requests you create or respond to.
Payments: card payments for team fees are processed by Stripe. ClubHQ receives payment status, amount, and fees. We never receive or store full card numbers. Subscription purchases are handled by Apple.
Device information: a push-notification token if you allow notifications, and basic diagnostic information needed to keep the service running.

How we use information

To run the service: show schedules, deliver messages and notifications, collect RSVPs and attendance, and process team payments.
To keep accounts and children safe: verify team membership, enforce our messaging rules (players cannot receive private messages from adults), and prevent abuse.
To provide support and tell you about important changes.

We do not use personal information for targeted advertising, and we do not use children's information to train AI models.

Who can see what

Team staff can see their team's roster, RSVPs, attendance, and emergency contacts.
Parents and guardians can see their own children's information, the team schedule, and team-wide conversations.
Players can see the team schedule, their own RSVPs, and team-wide chat.
We share information with service providers that help us operate ClubHQ, only to provide the service: hosting and database (Supabase), payments (Stripe), push notifications (Apple), and email delivery. They may not use it for their own purposes.
We may disclose information if required by law or to protect someone's safety.

Children's privacy (COPPA)

Information about children under 13 is provided by a parent, guardian, or team staff member acting for the family, and is used only to operate the team. Parents and guardians can review, correct, or delete their child's information at any time from the app or by contacting us. We do not disclose children's information to third parties for any purpose other than operating the service.

Retention

We keep team information while the team is active. Inactive teams and their rosters are deleted after 24 months unless a staff member keeps them active. When you delete your account, we remove your login, your team memberships, and your links to players. Some records, such as payment history required for accounting, may be kept as required by law.

Your choices

Edit your profile and your children's information in the app.
Turn notifications off in iOS Settings or mute individual conversations.
Delete your account in the app: More → Delete Account.
Depending on where you live, you may have rights to access, correct, delete, or port your information. Contact us to make a request.

Security

Data is encrypted in transit and at rest. Access is restricted by role at the database level, so each person can only see what their role allows.

Contact

Questions or requests: privacy@teamclubhq.com