Clubhouse

Legal

Privacy Policy

Last updated: 10 October 2026

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.
  • AI assistant connections (optional): If you connect an AI assistant (see section 5), we keep a record of the connection: which assistant, your club, your role when you approved it, the version of the consent screen you agreed to, and when it was connected and last used. We also keep an audit log of every request the assistant makes: what it asked for, whether it was allowed, a request reference, how many records were returned, and when. Club administrators and technical directors confirm a connection with an SMS code sent to the number on their staff record, and we record that the code was confirmed.
  • Wearable health data (optional): If your club has enabled the wearable recovery module and you expressly opt in, we collect the health data described in section 6 from Apple Health (iOS) or Health Connect (Android).

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. AI Assistant Connections (Optional)

You can connect an AI assistant (such as Anthropic's Claude or OpenAI's ChatGPT) to your Clubhouse account so you can ask it about your club. This is entirely optional, and a connection only exists if you create it yourself: you add Clubhouse inside the assistant, then approve the connection on a Clubhouse consent screen that names the assistant, your club, and exactly what it will be able to view.

A connected assistant can view what your own role at the club is already entitled to see, and nothing beyond it. Each kind of information below is authorised individually against your role on every request, so a treasurer is answered about fees and a coach is not, and a parent is only ever answered about their own household. This is the complete list of what an assistant can be shown:

For anyone who connects an assistant

  • Club, fixtures and schedule: The club’s name and public details, its programmes and teams, fixtures, results and ladders, training times and venues, key dates, events and season phases, your own replies to club events, and the club’s help articles. So the assistant can answer when and where things are on, and how the club works.
  • Changes you ask for: When you ask the assistant to change something, such as marking your child unavailable, a plain summary of exactly what would happen before you confirm it, and afterwards what changed or which item is waiting for approval in Clubhouse. So nothing changes until you have read what will happen and agreed to it.

For parents and guardians, about their own household

  • Your family’s absences: The dates your children are recorded as away, sick or unavailable, and the reason category. So the assistant can tell you what the club already knows before you report something twice.
  • Your child’s injury status: For your own child only: the injured body area and side, its current status, whether it is a concussion, the expected return dates, whether a rehabilitation programme is in place, when it was last updated, and the name of the staff member treating them. Clinical notes and treatment records are never included. So you can ask when your child is expected back at training and matches.
  • Club policies for families: The club’s re-registration and retention policy, as it appears in Clubhouse. So the assistant can explain how places for next season are offered.

For a parent about their own children, and for staff about the players their role covers

  • Children and players: Players’ names, squads and age groups, and their game time, positions and training attendance. A parent is shown their own children; staff are shown the players their role covers. So the assistant can answer questions about a particular child or squad.
  • Development plans: A player’s published development plan: the training block, each goal’s title, category and progress, ratings on goal updates and who gave them (by role), reviews, and who acknowledged the plan and when, by name and role. So a parent or coach can ask how a player is tracking against their goals.
  • Fitness testing: Fitness test results by testing phase, compared with the squad average and the target, and for staff the strength and conditioning programmes and exercises. So a parent can see how their child is progressing, and staff can plan training.
  • Fees, payments and offers: Season fees and what is owed, payment history (date, amount, method and receipt number), payment plans and instalments, and offers of a place for next season with any deposit. A parent is shown their own household’s; staff with a finance or retention role are shown the club’s. So you can check what has been paid and what is still due.
  • Coaches and staff: The names and roles of your children’s coaches. Staff with the role to see them are also shown staff records such as accreditations and assignments. So you know who coaches each squad, and staff can check the club’s coverage.

For club staff, within their role

  • Squad and roster management: Squad lists, first grade squad planning boards and player contracts, for the staff who manage them. So staff can ask about squad composition and contract status.
  • Club finances: Bank payouts, their reconciliation and reporting periods, for the club’s finance staff, and, for the staff the club gives Matchday access, home match-day takings, ticket numbers and crowds, how many first-time buyers came back and the share of takings from known supporters, as counts and totals. No buyer is named. So a treasurer can reconcile what the club has been paid, see what each home game earned, and see whether new supporters return.
  • Named people in club records: The names of payers, staff and other people where a staff surface in Clubhouse already shows them, such as who owes a fee or who holds a role. So staff can follow up with the right person in Clubhouse.
  • Compliance and audit: The club’s accreditation criteria and self-assessment, compliance signals, and the club’s own audit trail of staff actions. So administrators can check where the club stands against its obligations.
  • Survey results: Aggregated results of club surveys and coach feedback, for the staff they are addressed to. So staff can see what families and players have told the club.

Never shared with an assistant, whatever your role

  • Contact details for anyone
  • Dates of birth
  • Medical and safeguarding records
  • Wellness check-in responses
  • Anything written in free text, including coaches’ notes

Nor are payment card or bank details, or wearable health data. A parent can see their own child's injury status as listed above, and nothing clinical: no diagnosis, clinical notes or treatment records. An assistant can be told a coach's survey score and which themes came up most often, but what a parent wrote stays in Clubhouse.

  • Making a change: proposed first, then confirmed by you: An assistant can also make a small number of changes on your behalf, and that list is deliberately far shorter than what it can read. Any parent can have it mark their own child available or unavailable for a session, and report or cancel their own child's absence. Where your role at the club already allows it, it can also cancel or move a training session, add a date to the club calendar, and record a match's score and who scored. Recording a played match tells nobody, so those two are confirmed in the conversation and take effect straight away; everything that would message other families is not (see below). It cannot message anyone, take or move money, or alter a person's record, and it cannot delete anything. Nothing is ever changed as a side effect of a question. The assistant first proposes the change and describes it in a sentence, the change is checked against your role a second time at the moment it is carried out, and if anything has moved in the meantime it is refused rather than applied to a situation you did not agree to. An assistant can never change anything your own role could not change itself.
  • Changes that notify other people are confirmed in Clubhouse, not in the chat: Where carrying out a change would send a message to other families, the assistant cannot confirm it at all. It is held for you to approve in Clubhouse instead. The assistant gives you a link to it, we notify you on your phone, and it is listed on the AI assistants page in your settings, so it is always reachable. Wherever you open it from, the change is described in the words recorded when it was proposed, and it lapses after 24 hours if you do not approve it. This is deliberate: an approval inside the conversation would be written and read by the same assistant that proposed the change.
  • Information involving children by name: Where a response would name a child, we assess it before making it available to an assistant rather than after. Some information your role can see inside Clubhouse is therefore not yet answerable through an assistant.
  • Checked on every request: Each request an assistant makes is authorised against your role at that moment and recorded in an audit log, along with how many records it returned. If your role at the club changes or is removed, the assistant's access narrows with it on its very next request — a connection you approved cannot outlast the role you approved it for.
  • Additional verification for staff: Club administrators and technical directors must confirm new connections with an SMS code sent to the number on their staff record, and must have confirmed a code recently before an assistant can make a change on their behalf.
  • Revocation: You can disconnect an assistant at any time from the AI assistants page in your settings. Revocation takes effect immediately, including for requests already in flight.

Once information is delivered to an assistant in response to your question, it is handled by the assistant's provider (for example Anthropic or OpenAI) under that provider's own terms and privacy policy, and it may be processed on servers outside Australia. Those terms are the provider's, not ours, and they can change without reference to us — which is the main reason a connection is something you opt into rather than something we switch on. We recommend reviewing your assistant's data settings, particularly around conversation history and model training, before connecting an account that can see other people's children. Clubhouse does not send your data to any AI provider except in direct response to requests you make through a connection you have approved.

What you accept by connecting. Assistants such as Claude and ChatGPT are consumer services, and we hold no agreement with either provider that governs how they handle information you ask for. So when you approve a connection, you consent to your club's information being disclosed to a recipient outside Australia on that basis. Australian Privacy Principle 8.1 will not apply to that disclosure, which means two things plainly: Clubhouse is not accountable for what the provider does with the information once it reaches them, and you may have no remedy under the Privacy Act against the provider if they mishandle it. Australian Privacy Principle 8.2(b) permits the disclosure on that footing, and only if you have been told this before you consent, so we say it here and again on the consent screen itself. If that is not a trade you want to make, do not connect an assistant. Everything in Clubhouse remains available to you in the app either way, and nothing else about your account changes.

6. Wearable Health Data (Optional)

Clubs on the wearable recovery module can offer adult players optional monitoring of training recovery through the player's own wearable device. If you opt in, we read the following data types from Apple Health (iOS) or Health Connect (Android): sleep sessions, heart rate variability, resting heart rate, daily steps, and workout sessions. Access is read-only — we never write to Apple Health or Health Connect.

This is sensitive information under the Privacy Act 1988 (Cth), and we handle it in accordance with Australian Privacy Principles 3 and 6:

  • Express opt-in consent: Collection only begins after you complete an in-app consent screen that itemises every metric and names who can see it, followed by your device's own health permission prompt. Consent is never a condition of using Clubhouse.
  • Purpose: Your recovery data (compared against your own baseline) is used solely to help your club manage your training load and reduce injury risk, alongside the club's existing GPS and wellness monitoring. It is never used for advertising or marketing, never sold, and never shared with data brokers or any other third party.
  • Who can see it: You, and your club's authorised coaching, strength & conditioning and medical staff. No one else.
  • Withdrawal: You can withdraw consent at any time in the app. Withdrawal stops syncing immediately, and you can choose to delete your synced health data history at the same time.
  • Retention: Wearable health data is kept only while your consent is active, and is deleted on request or when your account is deleted.

7. 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.

8. 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)
  • With the provider of an AI assistant you have connected yourself (such as Anthropic or OpenAI), limited to the answers to questions you ask it, as described in section 5

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

9. 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
  • Withdraw wearable health data consent at any time, and request deletion of the synced history
  • Disconnect third-party calendar integrations at any time
  • Disconnect an AI assistant at any time, from the AI assistants page in your settings
  • Opt out of non-essential notifications

10. 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.

For AI assistant connections: when you disconnect an assistant, its connection record is marked as disconnected and kept with your account, so the audit log of what it asked for still makes sense. The audit log itself is kept for 12 months. A proposed change lapses after 5 minutes if you do not confirm it, and a change waiting for your approval in Clubhouse lapses after 24 hours.

11. 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.

12. 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.

13. 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.