Privacy Policy

Welcome to Club Mates HQ (“we”, “our”, “us”). This Privacy Policy explains how we collect, use, store, and protect personal information when using the Club Mates HQ platform and related services.

By using our platform, you agree to this Privacy Policy.

1. About Our Platform

Club Mates HQ is a sports club management platform designed for clubs, coaches, players, parents, and administrators. Features may include:

• Team management
• Fixtures and schedules
• Player statistics
• Lineups and match information
• Club communication
• Optional player profile images
• Leaderboards and performance tracking

2. Information We Collect

We may collect:

Account Information

• Name
• Email address
• Role within club
• Club affiliation

Player Information

• Player name
• Jersey number
• Team information
• Match statistics
• Optional player profile photo

Technical Information

• IP address
• Browser/device type
• Login activity
• Usage analytics

Uploaded Content

• Images uploaded by clubs, coaches, players, or parents
• Team logos and media

We do not intentionally collect unnecessary sensitive information.

3. Children and Junior Players

Club Mates HQ may be used by junior sporting clubs and teams.

For users under 13 years of age:

• A parent, guardian, coach, or authorised club administrator must provide consent for the creation of accounts and upload of player images or information.

Club administrators are responsible for ensuring they have appropriate permission to upload and manage junior player content.

If we become aware that information has been uploaded without appropriate consent, we may remove the content or suspend access.

4. Optional Player Images

Player and profile images on Club Mates HQ are optional and are intended as a fun club and team feature.

No user is required to upload a personal image to use the platform.

Where images are uploaded:

• The uploader confirms they have permission to upload and share the image within their club environment.
• Additional care should be taken for junior player images.
• Clubs, coaches, parents, and guardians are responsible for ensuring appropriate consent has been obtained for players under 18.

Users may request removal of uploaded images at any time through their club administrator or by contacting platform support.

5. How We Use Information

We use information to:

• Operate the platform
• Manage club accounts and team data
• Display fixtures, player stats, and schedules
• Improve platform performance and security
• Moderate uploaded content
• Prevent abuse and unauthorised access
• Communicate important service updates

We do not sell personal information to third parties.

6. Storage and Security

We take reasonable steps to protect personal information from misuse, interference, unauthorised access, modification, or disclosure.

Security measures may include:

• Encrypted connections (HTTPS)
• Password authentication
• Role-based access controls
• Secure cloud hosting
• Restricted administrator access
• Moderation and logging systems

Our infrastructure may include services such as:

• Clerk authentication
• DigitalOcean cloud storage
• Railway hosting infrastructure
• PostgreSQL databases

7. Image Uploads and Content Moderation

Users must not upload:

• Illegal material
• Offensive or abusive content
• Nudity or explicit material
• Copyright-infringing content
• Harassing or discriminatory material

We may:

• Automatically scan uploaded content
• Remove content without notice
• Suspend accounts involved in misuse
• Report unlawful material where required

8. Sharing of Information

Information may be visible within a user’s authorised club environment.

We may share information:

• With authorised club administrators
• With service providers assisting platform operation
• When legally required
• To protect platform safety or integrity

We do not publicly expose private player data by default.

9. Data Retention

We retain information only for as long as reasonably necessary to provide services, comply with legal obligations, resolve disputes, or protect the platform.

Users may request account or data deletion by contacting us.

10. Access and Correction

Users may request access to or correction of personal information held by us.

Requests can be made through platform administrators or by contacting us directly.

11. Cookies and Analytics

We may use cookies or analytics tools to:

• Maintain sessions
• Improve performance
• Understand platform usage
• Detect abuse or suspicious activity

12. Third-Party Services

Our platform may integrate with third-party services or APIs including sporting data providers and authentication providers.

We are not responsible for the privacy practices of third-party services.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Continued use of the platform after updates constitutes acceptance of the updated policy.

14. Contact

For privacy-related enquiries, requests, or concerns, please contact:

Club Mates HQ
Email: clubmateshq@gmail.com

See also our Terms of Service.