Privacy policy

Who this policy covers

This policy explains how ClubHub Sport handles personal information through clubhubsport.com.au and the ClubHub Sport iOS and Android apps. Contact Chris Berry at chris@ehcc.net.au about platform privacy. Participating clubs also manage the membership and operational records they enter into ClubHub Sport; your club can explain its own collection purposes and record-keeping obligations.

The information involved depends on the features your club enables, your role and what you choose to submit. Not every feature or connected service is available to every user.

Information we collect

Account and membership information can include your name, email, phone number, profile photograph, club, team, role, household details, membership status, fees and renewal dates. Sign-in services also process authentication information and security events.

Club activity can include team selections, availability, attendance, events and bookings, scores and match records, messages, uploaded photographs and documents, marketplace listings, enquiries and support requests. Information may be supplied by you, an authorised club administrator, other participants or an enabled integration.

Where your club uses administrative or finance features, records can include invoices, payments, purchases, receipts, reimbursements and staff or volunteer records. Club-defined forms and fields may collect additional information, including sensitive information when relevant. Please provide only what is necessary, and do not put passwords, full payment-card details or unnecessary sensitive information into messages, uploads or AI tools.

Technical information can include IP addresses, browser and device information, account and session identifiers, app version, notification tokens, error details and audit records of actions taken in the platform. These support delivery, security, troubleshooting and accountability.

How information is used

Information is used to provide and secure accounts, apply club and role permissions, administer membership and club activities, communicate with members, process bookings and financial records, operate scoring, handle enquiries and resolve problems. It is also used to investigate misuse and maintain records required for legitimate club operations or by law.

Required information is identified in relevant forms. You can choose not to provide optional information; without required information, we or your club may be unable to provide the related service.

We do not sell or rent member details, or share them with sponsors for their own marketing. Sponsor logos and links displayed in the service are promotional content; they do not give sponsors access to member records.

Who can see your information

Information is available to the people who need it for the relevant feature, subject to access controls. This can include club administrators, authorised staff, team leaders, other members and conversation participants. Your member profile may appear in the signed-in member directory. Messages and attachments are shared with their intended conversation audience.

Content approved or submitted for public pages, such as club photographs, team announcements and match information, may be visible to anyone. Recipients can retain copies or screenshots. Ask your club before including another person’s information, and contact us or your club if you need content corrected or removed.

Authorised platform operators and service providers may process information to operate, maintain, secure or support the service. Information may also be disclosed where legally required or necessary to respond to fraud, misuse or threats to safety.

Service providers and connected services

ClubHub Sport uses hosted infrastructure for the website, database and files, including Sites hosting on Cloudflare, and Supabase for authentication. Enabled Microsoft connections can process email, calendar, document and file information. Square can process payments when connected; the platform may retain transaction references and financial records, while payment credentials are handled by the payment service.

If you enable mobile notifications, your device notification token, account association and notification payload are processed through Expo and Apple or Google notification services. Notifications may appear on your lock screen; you can change this in your device settings.

Where AI features are enabled, relevant prompts, conversation context, selected documents, receipt images or marketplace listing text and photographs can be sent to OpenAI for assistance, extraction or review. Marketplace photo review can run as part of submitting a listing. AI results can be wrong and should be checked. Contact your club or us about a concern or a manual review.

ClubStats, PlayHQ, maps, social media and other embedded or linked services have their own privacy practices. Embedded content can contact its provider and disclose technical information when it loads. Following a sponsor or other external link takes you to a separately operated service.

Our infrastructure and connected providers may process information outside Australia, including in the United States and other countries where they operate. Locations depend on the provider and configured service; we do not promise Australian-only storage. Contact us for information about the providers relevant to your club. Overseas privacy laws may differ from Australian laws.

Cookies, device storage and permissions

Cookies and browser or app storage keep you signed in, maintain preferences and support app features. Offline scoring stores downloaded match information and pending deliveries on your device until they can be synchronised. Signing out does not necessarily remove every downloaded file or offline match record.

Camera and photo access are used when you choose to attach an image. Notification permission is optional. You can manage permissions in your device settings. Clearing app data or uninstalling the app may remove unsynchronised scoring records; synchronise them first where possible. Removing the app does not delete your server-side account or club records.

Security and retention

The service uses secure connections, authentication and role-based access controls. Keep your device and sign-in details secure. No online service or storage method can be guaranteed completely secure.

Retention depends on the purpose and type of record. Account and club records may be needed while membership or services continue; transaction, audit, dispute and historical match records may need to be retained afterwards. Backups and copies held by authorised recipients may remain after a record is removed from active use.

There is no single automatic deletion period covering every type of record. On a deletion request, we will assess what can be removed or de-identified and explain any information that needs to be retained and why. Legal, accounting, security or dispute-resolution requirements may limit immediate deletion.

Access, correction and deletion requests

You can update available profile details through My account. To request permanent deletion of your account and associated personal data, use My account > Cancel my account in the app. Requests are completed within 7 days and confirmation is sent to your account email; only legally required records are retained. You can withdraw a request before processing begins. For other corrections, a copy of your information, withdrawal of consent, or a photograph-removal request, email chris@ehcc.net.au. Include your club, the email used for your account and enough information to identify the request. Do not send your password or identity documents unless a suitable verification process is specifically arranged.

We may need to verify your identity and work with your club or a connected provider. A deletion request is reviewed rather than treated as an instant, automatic deletion. We will explain any limits, including records that must be retained or information held independently by another organisation.

You can turn off optional notifications in device settings and use available communication preferences or unsubscribe options for optional communications. Essential account, security or service messages may still be needed while your account remains active.

Young people and other people’s information

ClubHub Sport is a club-management service, not a service designed specifically for children. Clubs are responsible for appropriate authority and consent when supplying information about members or other people, including any young people. A parent or guardian can contact us or the relevant club about information or photographs concerning their child.

Questions and complaints

Contact Chris Berry at chris@ehcc.net.au with your privacy concern and the outcome you are seeking. We aim to respond within 30 days and will let you know if more time is needed. If you are not satisfied, you may contact the Office of the Australian Information Commissioner at oaic.gov.au for information about your rights and available complaint pathways. Other rights may apply where you live.

We may update this policy when the service or information-handling practices change. The date above identifies the latest version. This policy does not remove any rights you have under applicable law.