Privacy Policy

1. Who We Are

Clubhouse ("we", "us", "our") is a digital operations platform operated by Clubhouse Software Pty Ltd. Our platform is available at dashboard.clubhouseapp.com.au and through our mobile applications.

2. Information We Collect

We collect the following types of information:

• Account information: Name, email address, phone number, and role within the club (parent, player, coach, or administrator).
• Player information: Name, date of birth, squad membership, and playing history as required for club administration and competition compliance.
• Attendance and performance data: Training attendance, match participation, game time, and individual development plan records.
• Expression-of-interest submissions: If you submit an expression of interest to a club through its public form, we collect the details you provide (such as name, contact details, playing or coaching background, and any links you include) so the club can consider and respond to your submission.
• Calendar data: When you connect a third-party calendar (Google Calendar, Microsoft Outlook, or Apple Calendar), we create calendar events for training sessions, matches, and club events. We do not read or access your existing calendar events.
• Device information: Basic device and browser information collected automatically for security and to improve the platform experience.
• Push notification tokens: When you enable push notifications on our iOS or Android app, we collect a device token to deliver notifications about schedule changes, fixture updates, and club communications.

Where this information comes from. Most information is provided by you, your club, or your parent/guardian. In addition:

• Competition data: We receive fixtures, results, ladders and match records — including team sheets and playing records of registered players, some of whom are juniors — from the competition management systems used by the club's governing federation (for NSW clubs, the Football NSW competition system operated on the Dribl platform). This information is created as part of normal competition administration that players and parents consent to at registration, and is used inside the platform for club administration only.
• Registration data: Clubs may import their own player and family registration details from registration reports they download from Football Australia's PlayFootball system.

3. How We Use Your Information

We use your information to:

• Operate and maintain the Clubhouse platform for club administration
• Manage squad rosters, training schedules, and match fixtures
• Track attendance, game time, and player development as required by the club's compliance frameworks (such as FNSW Club Standards)
• Keep club fixtures, results and playing records accurate by matching them against competition data
• Help club staff review expressions of interest, including checking a submission against playing records the club already holds
• Send notifications about schedule changes, fixture updates, and club communications
• Sync training and match schedules to your connected calendar
• Generate reports for coaching staff and club compliance

4. Third-Party Calendar Integration

When you connect your calendar, we request permission to create and manage events in a dedicated calendar for your club within your account. Specifically:

• Google Calendar: We request the calendar and calendar.events scopes to create a dedicated calendar and add/update/remove events for your child's schedule.
• Microsoft Outlook: We request the Calendars.ReadWrite scope for the same purpose.
• Apple Calendar (iCal): We provide a subscription URL that your device fetches periodically. No OAuth access is required.

We do not read, modify, or delete your personal calendar events. We only write to the dedicated club calendar we create. You can disconnect your calendar at any time from the Add to Calendar page in your profile menu.

5. Data Storage and Security

Your data is stored securely in Australia using Supabase (hosted on AWS ap-southeast-2, Sydney). We use row-level security policies to ensure users can only access data they are authorised to view. All data is transmitted over HTTPS.

OAuth tokens for calendar integrations are stored encrypted and are only used to sync schedule events on your behalf.

6. Data Sharing

We do not sell your personal information. We share data only:

• With authorised club staff (coaches, technical directors, administrators) who need it to perform their roles
• With parents/guardians of registered players, limited to their own children's information
• With the club itself, whose staff may use platform records to prepare the compliance and competition submissions the club is required to make to its federation (such as FNSW)
• With third-party services that help us operate the platform (Supabase for database hosting, Brevo for email, Twilio for SMS notifications, Firebase Cloud Messaging for push notifications)

Personal information held in the platform is not published publicly or made searchable by the general public.

7. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your account and associated data
• Object to, or request suppression of, records about you or your child that were received from competition data
• Disconnect third-party calendar integrations at any time
• Opt out of non-essential notifications

8. Data Retention

We retain your data for as long as your account is active and as required for club administration and competition compliance. Historical playing records and development plans are retained across seasons for player pathway tracking. If you request account deletion, we will remove your personal data within 30 days, except where retention is required for compliance purposes.

9. Children's Privacy

Player accounts for minors are managed by their registered parent or guardian. Parents can view and manage their children's data through the parent portal. We do not knowingly collect information directly from children without parental consent.

Some information about junior players — such as squad membership, team sheets and match participation — reaches the platform indirectly through the competition data described in section 2, as part of normal competition administration. This information is only visible to authorised club staff and to the player's own parent or guardian. If you are a parent or guardian and would like a record about your child corrected, suppressed or deleted, contact us using the details below and we will action the request.

10. Changes to This Policy

We may update this privacy policy from time to time. We will notify registered users of any material changes via email or in-app notification.

11. Contact Us

If you have questions about this privacy policy or your data, or wish to exercise any of the rights above, contact Clubhouse Software Pty Ltd at help@clubhouseapp.com.au. You can also raise any request through your club, and it will reach us.