Privacy Policy

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. Registered office: Unit 82a, James Carter Road, Mildenhall, Bury St Edmunds, IP28 7DE.

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

2. Adults Only

clubroomr is only for people aged 18 or over. You give your date of birth when you sign up, and we don't let anyone under 18 create a profile.

Anyone can report a profile they think belongs to someone under 18, and a moderator will look at it. After a second report, the profile is paused while we review it: it's hidden and can't like, match or message anyone. If the person is under 18, we suspend the account and keep a scrambled version of the email address (see section 5) so they can't sign up again. If they aren't, we restore the profile. We may ask for more information to check someone's age.

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 — the area you set for your profile. Other users only see an approximate position, rounded to about 2 km, never your exact location. We keep your more precise location private and only use it to work out distances.
• 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

Club contacts

When you register a club, we ask for your first name, last name and your role at the club (Manager, Assistant Manager, Coach or Other).

Players can see your first name and role, in your chats and on your club’s full profile. Your last name is never shown to other users. We keep it so we know who runs each club account, and use it only to keep clubroomr safe, for example when we look into a report.

Your name and role are deleted when you delete your account.

Usage and communications data

• Messages sent through the in-app chat system
• Want and Skip actions and match history
• A log of what you do in the app, such as the screens you open, Want and Skip, matches and errors. It never includes your messages.
• Device and app details (phone model, operating system, app version), crash reports and how quickly the app loads

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

If you buy Premium, we keep a record of each purchase, renewal, trial and refund the app store tells us about: what you bought, the price and when. We keep these records for 24 months. If you delete your account, we unlink them from you and keep only the amounts.

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. How Long We Keep Your Data

Your account. If you delete your account, we remove your profile from the app straight away and delete your personal data within 90 days.

Reports. If someone reports a profile or a chat, we keep the report, and the chat it relates to, for 12 months so we can review it and act on it. This applies even if either person deletes their account. Only our moderators can see this content, and we don't use it for anything else.

Chats you close. If you unmatch or block someone, the chat is hidden for both of you and deleted after 30 days.

Suspended accounts. If we suspend an account, we keep it for up to 12 months so the person can contact us to appeal, then delete it. They can delete it themselves at any time from the app. We may keep it for longer if we need it to deal with a legal claim.

Bans. If we remove an account for breaking our rules, or because the person is under 18, we keep a scrambled version of the email address (a one-way hash, not the address itself) for 2 years after the account is deleted, so the same person can't simply sign up again. We also keep a record of moderator actions for 2 years.

Sign-up attempts. To protect clubroomr from abuse we keep a short-lived record of sign-up attempts, a scrambled (hashed) form of your email address and IP address, for about an hour. It is then deleted automatically and is never used for anything else.

Waitlist. We delete waitlist entries 12 months after you sign up.

Activity logs and crash reports. We keep the log of what you do in the app for 30 days and crash reports for 90 days, then delete them. We use them only to find and fix problems.

We may keep data for longer if the law requires it or we need it to deal with a legal claim.

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 share your data with companies that help us run clubroomr. We don't sell your personal data. The types of company we use are:

• cloud hosting and database providers, which store your account, profile, matches and messages, and send notifications
• an image safety service, which checks profile photos and club badges before other people see them
• an image hosting service, which stores profile photos and club badges and sends them quickly to the app
• map and postcode services, which turn a postcode or place you enter into a location on a map
• payment and subscription services, which handle your subscription through the App Store or Google Play and tell us whether you have a paid plan
• crash reporting and diagnostics services, which receive technical details (such as your device model, app version and what went wrong) so we can fix problems

These companies only get the data they need to do that job.

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.

International transfers

Some of these companies process data outside the UK, including in the United States. Where they do, the transfer is protected by the safeguards UK data protection law requires.

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 use any of these rights, email support@clubroomr.com from the email address on your account. We'll reply within one month.

9. Account Deletion

You can delete your account in the app at any time (Settings, then Delete account). If you no longer have the app, email support@clubroomr.com from the email address on your account. Your profile is removed straight away and your personal data is deleted within 90 days. Anything linked to a report may be kept for up to 12 months, as set out in section 5. Full details are on our how to delete your account page.

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. Face ID and Fingerprint Log-in

Logging in with Face ID or your fingerprint is optional. If you turn it on, your phone does the check itself. clubroomr never sees or stores your face, your fingerprint or any other biometric data. The phone only tells the app whether the check passed.

So it can log you in, the app saves your email and password on that phone only, in the phone's secure storage (Keychain on iPhone, Android Keystore on Android). They aren't sent to us or kept anywhere else.

You can turn it off at any time in Settings. It also turns off when you delete your account.

12. Cookies

We don't use any cookies on clubroomr.com. There's no analytics, advertising or tracking on the site, which is why you won't see a cookie banner. Our fonts are hosted on our own site too, so visiting it doesn't share your details with anyone else.

If you join the waitlist, what you type comes to us and is stored on Google Firebase with the rest of our data. We also email a copy to our own inbox so we can follow up.

The app also checks a small file on our website to see whether clubroomr is down for maintenance. It works like visiting a web page and doesn't include any account details.

13. 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.

14. 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