Key Takeaways
- We collect only the minimum data needed to provide the service.
- We do not collect payment info or member contact details.
- One session cookie is used for login; no third-party tracking.
- Passwords are securely hashed, never stored in plain text.
- You have full rights to access, export, or delete your data.
1. Introduction
ClubOps ("we," "us," or "our") provides a bookkeeping and game record management application for sports clubs. We are committed to protecting your privacy and ensuring the security of any data collected. This Privacy Statement explains what data we collect, how we use it, and your rights regarding that data.
2. Data We Collect
We collect and store minimal personal information necessary to provide our service...
For Club Administrators (Users):
- Email Address: Used for login, account management, and communication.
- Username: Chosen by the user during registration.
- Password: Stored securely using strong hashing algorithms.
- Login History: For security and account activity monitoring.
For Club Members (Non-Users):
Member Names: Clubs may store names in a limited format (e.g., Mark S, Helly R, Dylan G). We advise against storing full names.
We do not collect or process personal contact details of club members. Please avoid storing any such information in free-form fields.
Other Data Stored by the System:
Club Information (e.g., name, anniversary date, financial settings). Game & Expense Records (e.g., venue costs, game participation and payments).
Data we do NOT collect/store:
- No payment details (credit card or banking info).
- No personally identifiable information beyond the admin’s email. Full member names and PII in notes fields are discouraged.
3. How We Use Your Data
- To provide and maintain the service.
- To deliver club statistics and reporting.
- To ensure secure account access.
- To improve the service through anonymized usage patterns.
4. Sharing of Information
We do not sell, rent, or share your data with third parties for marketing or analytics. Data may be disclosed only if required by law.
5. Cookies and Third-Party Services
- We use a single session cookie for login.
- It contains no personal info and is for authentication only.
- Expires at browser close or after 30 days if "Remember me" is selected.
- We do not use third-party tools (e.g., analytics, advertising, social plugins). All content is hosted in-house to protect your privacy.
6. Data Security
- Strong password requirements and token-based registration.
- Passwords are hashed and never stored in plain text.
- Security measures are in place to prevent unauthorized access.
- Servers are located in the UK and EU only.
- Despite all safeguards, no method is 100% secure. We cannot guarantee absolute protection.
7. Data Retention & Deletion
- Accounts and data can be deleted upon request.
- Inactive club data will be removed after a reasonable period unless legally required.
8. Your Rights
Under privacy laws (e.g., GDPR in the EU), you may:
- Request access to your data.
- Request correction or deletion of data.
- Object to certain processing activities.
- Request data export in a structured, portable format within 30 days.
- Lodge a complaint with a supervisory authority if you believe your data rights are violated.
Contact us at privacy@clubops.co.uk to exercise any of these rights.
9. Changes to This Privacy Statement
We may update this statement. Significant changes will be communicated.
Effective Date: 01/05/2025
10. Contact Us
For any questions, reach out at privacy@clubops.co.uk.