Privacy Policy

This Privacy Policy explains how ClubOS collects, uses, shares, and protects information when clubs, coaches, parents, athletes, and administrators use the platform.

ClubOS is a multi-tenant youth sports operating system. Each club controls many of the records, communications, documents, and operational workflows associated with its own teams and members.

1. Information We Collect

• Account and identity information, such as name, email address, phone number, role, and authentication details.
• Club, team, roster, athlete, parent, coach, schedule, RSVP, attendance, development, badge, and onboarding information.
• Documents, uploads, signatures, waivers, checklist records, emergency contacts, and other information a club chooses to collect for its program.
• Messaging information, including in-app messages, SMS delivery and replies, email delivery and replies, push tokens, notification preferences, and opt-out records.
• Usage, device, diagnostic, security, and audit information needed to operate and improve ClubOS.

2. How We Use Information

• To provide authentication, account management, role access, and club-scoped authorization.
• To help clubs manage rosters, schedules, events, onboarding, documents, communications, reporting, and operations.
• To support athlete safety, parent controls, under-13 consent workflows, audit logs, and legal compliance.
• To send transactional, administrative, team, and club communications through configured channels.
• To secure, debug, maintain, measure, and improve the platform.

3. Clubs and Tenant Data

ClubOS separates records by club where the product and database model identify a club as the tenant. Users with access to more than one club should expect records and branding to be scoped to the active club workspace they select.

A club may configure its own branding, contacts, provider settings, documents, checklists, and supplemental legal materials. Club-specific terms may explain additional uses required by that club's program.

4. Children and Athlete Privacy

ClubOS is designed for youth sports and may process information about minor athletes. We use safeguards appropriate to the role and context, including parent-linked accounts, club-scoped access controls, and under-13 consent workflows where required.

Parents or guardians may have rights to review, correct, request deletion of, or revoke certain consents for minor athlete information, subject to applicable law and legitimate club recordkeeping needs.

5. Sharing and Providers

We do not sell personal information. We share information only as needed to operate ClubOS, support the applicable club, comply with law, protect users, or work with service providers.

• Messaging providers may process phone numbers, email addresses, delivery events, replies, and opt-out records.
• Signing and document providers may process documents, templates, signer details, and completion status.
• Storage, hosting, database, analytics, support, and security providers may process information needed to provide their services.
• Clubs and authorized club staff may access records for their club according to their roles and responsibilities.

6. Retention and Security

We retain information for as long as needed to provide ClubOS, support clubs, comply with legal obligations, resolve disputes, maintain audit records, and enforce agreements.

We use technical and organizational safeguards designed to protect information, including authentication, role-based access, row-level security, audit records, and secure service boundaries. No system can be guaranteed perfectly secure.

7. Your Choices

• You may update certain account and notification information in ClubOS.
• You may opt out of SMS messages by replying STOP where supported.
• Parents and guardians may use available privacy controls or contact support for minor athlete privacy requests.
• You may contact the applicable club for club program records and ClubOS for platform privacy questions.

8. Contact

Privacy questions for ClubOS may be sent to legal@clubos.app. Club-specific program privacy questions should be directed to the applicable club.