ClubRoomr — Privacy Policy

ClubRoomr is committed to protecting your personal data. This Privacy Policy explains what we collect, why we collect it, how we use it, and your rights. Please read it carefully before using the service.

1. Who We Are

ClubRoomr is a platform that connects grassroots sports players and clubs through structured matching. It is operated by ClubRoomr Limited, registered in England and Wales. Company number: 17128700.

For questions about this Privacy Policy or your personal data, contact us at: support@clubroomr.com

2. Adults Only

ClubRoomr is intended only for users aged 18 or over. We do not knowingly allow people under 18 to create accounts or use the service. If we believe an account belongs to a person under 18 we may suspend or delete the account and associated data.

3. What Data We Collect

We may collect and process the following personal data:

Account and profile data

Name, email address, and date of birth
Profile photo and additional photos
Playing position, level, previous clubs, and availability
Location data — approximate area or GPS coordinates
Bio and other profile information you choose to provide

Club and team data

Club name, team name, and badge or logo
Playing level, positions needed, and location
Training information and team description

Usage and communications data

Messages sent through the in-app chat system
Swipe actions and match history
App usage events and analytics data
Device information and crash reports

Subscription and billing data

Subscription status and entitlements
Billing is handled by Apple App Store or Google Play — we do not store payment card details

4. How We Use Your Data

We use your personal data to:

Create and manage your account
Display your profile to other users in discovery
Enable matching between players and clubs
Provide the in-app chat system
Show you relevant clubs or players based on your location, level, and preferences
Process subscription entitlements
Send push notifications about matches and messages
Maintain the security of the platform and prevent fraud or abuse
Investigate reports and enforce our Terms of Service
Improve the service and understand how it is used

5. Data Retention for Reported Content

Where a user reports another user for inappropriate behaviour, we retain the reported content — including any in-app messages — for a minimum of 90 days to allow us to review the report and take appropriate action. This may include retaining content beyond the normal account deletion period where there is a legitimate safety or legal compliance reason to do so.

Content retained for safety review purposes is not used for any other purpose and is accessible only to ClubRoomr administrators acting in their moderation capacity.

6. Lawful Bases

We rely on the following lawful bases under UK GDPR:

Contract — processing necessary to provide the service you signed up for
Legitimate interests — security, fraud prevention, moderation, and platform improvement
Legal obligation — where we are required to retain or disclose data by law

7. Who We Share Data With

We may share your data with third party service providers who help us operate the platform, including providers for authentication, hosting, database infrastructure, analytics, notifications, and billing. We do not sell your personal data to third parties.

We may also share data where required by law, to protect the rights or safety of users, or as part of a business transfer. If we receive a lawful request from UK law enforcement or a court order we are required to comply and provide relevant data.

8. Your Rights

Under UK GDPR you have the right to:

Access your personal data
Correct inaccurate personal data
Request erasure of your personal data
Restrict or object to certain processing
Receive a copy of your data in a portable format
Withdraw consent where processing is based on consent
Complain to the Information Commissioner's Office (ico.org.uk)

To exercise any of these rights contact us at support@clubroomr.com

9. Account Deletion

You can delete your account from within the app at any time. Deleting your account will remove your profile from active use and trigger deletion of your personal data in line with our retention policy. Note that content subject to a safety review retention period may be retained for up to 90 days following account deletion.

10. Security

We use reasonable technical and organisational measures to protect your personal data including secure database rules, encrypted data transmission, and access controls. No system is completely secure but we take steps to minimise the risk of unauthorised access or misuse.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available at clubroomr.com/privacy.html and within the app.

12. Contact

For questions or concerns about this Privacy Policy or how we handle your data, please contact us at support@clubroomr.com

You also have the right to lodge a complaint with the UK Information Commissioner's Office at ico.org.uk

Privacy Policy.