Privacy policy

• Your club is the data controller for its members' data. The club decides who to invite, what to record and what to charge.
• We are the data processor for that member data. We hold and process it to run the service on the club's instructions, and we don't use it for our own purposes.
• We are the controller for the account data of the person who signs a club up — name, email, billing details and support correspondence — because we need it to provide and bill for the service.

• Account basics: name, email address, and password or passkey credentials.
• Profile details a member or admin enters: photo, playing position, shirt and sock size, date of birth where the club asks for it, and notification preferences.
• Club activity: team membership, roles, event invitations, RSVP replies and reasons for declining.
• Money records: what a member owes and has paid, membership tier, fines applied, and references to payments held at Stripe.
• Optional feature data, only where the club uses that feature: physio bookings, shop orders, and saved-card references in the wallet.
• Technical records: sign-in events, push notification tokens, and error logs used to fix faults.

We never hold card numbers. Card details are entered directly with Stripe; we store only Stripe's references so a member can pay again with one tap.

• Contract — to provide the service to the club and its members: events, payments, memberships and notifications.
• Legitimate interests — keeping the service secure, diagnosing faults, and preventing misuse.
• Consent — push notifications, which a member switches on themselves and can turn off at any time in their device settings or in the app.
• Legal obligation — keeping financial records where a club or we are required to.

Clubs may record players under 18, including a date of birth so that Under-18 membership and match-fee rates apply correctly. Where a club does this, it is the club's responsibility to have the appropriate parental or guardian consent in place. We process that data only to run the club's account.

We use a small number of sub-processors, each for a specific job:

• Hosting and database — running the application and storing its data.
• Email delivery — sending invitations, payment requests and reminders.
• Payment processing — Stripe, for card payments and subscriptions.
• Push notification delivery — delivering alerts to members' devices.

We don't sell personal data, and we don't use it for advertising. Some providers process data outside the UK; where they do, transfers rely on the safeguards those providers offer, such as standard contractual clauses.

Each club's data is isolated at the database level. Access rules are applied per team, so an administrator of one club cannot read, export or edit another club's members, fixtures or payments — including through the app's own tooling.

We use only what the app needs to work: a session cookie or token to keep you signed in, and local storage for preferences such as the app PIN lock and the last team you viewed. There are no advertising or cross-site tracking cookies.

• Active club data is kept while the club's account is open.
• After cancellation we keep the club's data for 90 days so it can be restored or exported, then delete it on request or in the ordinary course.
• Financial records may be retained longer where required for accounting or tax purposes.
• A member removed from a club has their profile removed with it.

You can ask for a copy of your data, ask for it to be corrected or deleted, object to processing, or withdraw consent for notifications. If you are a club member, start with your club's administrators — they control your data. If they can't help, or you're a club administrator, email hello@club-o.app and we'll action it. You also have the right to complain to the UK Information Commissioner's Office.

If we become aware of a breach affecting a club's data, we will tell that club's administrators without undue delay, with what we know and what we're doing about it.

We'll update this page when our processing changes, and change the date at the top. See also our terms of service.