Privacy Policy

Account details. Your name and email address, a securely hashed password if you set one, and, if you choose, your phone number, birthday, gender, address and a photo. Anyone can create an account, on the website or in the app, and your club can also create one for you or invite you to claim one. If you sign in with Google or Apple, that company confirms your email address to us and gives us an identifier for your account with them, which we keep so your next sign-in finds you. We never see your Google or Apple password.

Family and athlete details. The people you register and keep on your account: their names, birthdays and gender, any medical conditions you choose to record so coaches can keep them safe, and parent, guardian and emergency contact details. These go with you to each club you register with, and a correction made on your account reaches every one of those clubs.

Tournaments. When a club hosts a tournament on ClubHub, the person who registers a team gives us the team's name and the names and email addresses of the players they add, and we email each player an invitation. To accept it, a player signs in to or creates a ClubHub account, then confirms their details, answers the tournament's questions and signs its waiver. We ask each player's date of birth. For a player under 19 on the tournament's first day, a parent or legal guardian completes the form: they give their full name, their email address and their relationship to the player, and sign each waiver in their own name. The hosting club sees those details with the player's entry. Players are guests of that tournament only: taking part does not make you a member of the hosting club, add you to its rosters or teams, or add you to its email lists, and the club contacts you only about that tournament. Team names, the schedule, scores and final placings appear on the tournament's public page; players' names never do.

Registration, consents and payments. What your club's registration form asks for. Your club builds that form and can add questions of its own, so the exact list is the club's decision. We keep the waivers and consents you sign (the name on the account that signed, the time, and the document as it read then), your orders, discount codes and receipts, your place on a waiting list or an offer to register, and a record of when you accepted our terms. Payments are processed by Stripe. Your card details go directly to Stripe and we never receive or store card numbers. We keep the order, the amount, whether it was paid, Stripe's reference, and the card's brand and last four digits so a receipt can say which card paid. Money your family pays belongs to the club, not to us.

Things you send. Messages and the photos and files you share in team chats, announcements you post, and expense forms with their receipts.

Club records about you. What your club records in ClubHub: team placement, jersey number and position, attendance at sessions, coach notes (a feedback note is shown to the athlete and their parents; a coach note is seen by club staff only), and tryout evaluations, the ratings, notes and measurements the club's evaluators write about each athlete and the club's record of who was selected, which are seen by club staff. Team tools such as tournament carpools show your name and what you entered to the other families on the team. A club can also add people from its own records before they ever sign in.

Coaches and club staff. If you coach, manage a team or administer a club, your club may also record your certifications and when they expire, your pay rate, hours and the payments it has made to you, and the expense forms you submit.

Technical and security records. A push-notification token for your device, so schedule changes and messages can reach you. Sign-ins and sign-in attempts, with the IP address and a description of the browser or device used, and a record of significant administrator actions; that is how we notice an account being misused. The IP address of a request that could cause harm if repeated, such as creating an account or asking for a password reset, so we can limit how often one address makes it. And error reports when something breaks on the website, our servers or in the app: the error, where in our code it happened, the app version and device platform, and, if you are signed in, your account's ID number and role, never your email address or name. These records are for keeping ClubHub secure and working. Your club does not see your sign-in history or any IP address.

We don't collect your location, your contacts or your browsing history, and we don't use advertising or analytics trackers. If you add your team's events to your phone's calendar, the app writes them on your device and reads back only the events it wrote; nothing from your calendar is sent to us.

To run your club: registrations and payments, teams and schedules, chats and announcements, tryouts and attendance, tournaments, and coach pay and expenses. To notify you of changes. To keep accounts secure and prevent abuse. To let a club review messages to keep athletes safe. To fix what breaks. And to meet legal obligations, such as keeping payment records. That is the whole list: no advertising, no profiling, no selling data, no tracking you across other apps or websites.

Club administrators have an assistant, ClubMate, that answers questions about their own club. Its answers are generated by an AI model, so they can be wrong and should be checked before being acted on. It is available to club administrators only, it can see just the administrator's own club, and it cannot change anything on its own: every action it offers to take has to be confirmed by the administrator first.

What we keep. Each question and its written reply, with the administrator's name or email address and the time, for about 90 days. If an administrator reports an answer, we also keep what they wrote and the conversation up to that answer. ClubHub's operators read these records to find and fix wrong answers.

To answer, the question, the recent conversation and the club records ClubMate looks up are sent to the company that runs the AI model, which may hold them briefly while the answer is produced and whose terms do not allow it to use them to train its models.

Your club. Its administrators and the coaches of your teams see what their role needs. An athlete's medical conditions, guardian details and emergency contacts are seen by the athlete, their parents and guardians, the coaches of their teams and the club's administrators, and never by teammates or other families. Team tools show other families only your name and what you chose to enter.

Service providers. Companies that work for us and receive only what their job requires: hosting our application and database, storing files, delivering email, receiving error reports, and running the AI model behind ClubMate. Apple and Google deliver push notifications and, if you choose to sign in with them, confirm who you are. Cloudflare Turnstile checks that a sign-in, sign-up or demo request comes from a person and not a script; it runs in your browser and looks at your connection and browser under Cloudflare's privacy policy. Stripe processes payments and is the only one of these that handles card details; its own code runs on the checkout page and may collect device information to prevent fraud. Each is bound by contract to protect the information and to use it only for that job. A current list is available on request.

Payments and disputes. Your club sees each payment in its own Stripe account. If you dispute a charge with your bank, your club may give Stripe and the card network the records of that order: what was registered, the answers on the form, the waiver signed, the terms accepted, the receipt and any refunds.

Your club's own tools. A club can send a coach's expense form, with its receipts, to the accounting service it uses.

ClubHub's own staff. The people who run ClubHub can open a club's records to give support or fix a problem. That access is read-only, lasts at most thirty minutes at a time, carries a reason the club can see, and is recorded in the club's activity log.

The law. We disclose information where the law requires it, and to protect someone's safety where the law allows it.

We never share information with advertisers or data brokers.

Our application, database, file storage and email run on providers in the United States. Your personal information, including information about children, is stored and processed in the United States, where privacy law is not the same as Canada's, and while it is there it may be accessible to United States authorities under United States law.

We tell you this plainly so your consent is an informed one, which is what Canadian privacy law expects of us. Our providers are bound by contract to protect the information they hold on our behalf and to use it only for the job we have given them.

ClubHub is built for youth sports clubs, so it holds information about children by design. A parent or guardian gives consent for a child's information when they register the child or add them to their account, and signs or consents on the child's behalf. Athletes under 13 have no account of their own; a parent or guardian holds it. An athlete aged 13 or over may have their own login and can edit parts of their own profile. Where a club adds a family from its own records, the club obtained consent when it collected the information.

A child's information is used for one thing: running the club's programs. It is never used for marketing, never profiled, and never sold.

All traffic is encrypted in transit, stored data is encrypted by our providers, passwords are kept only as salted hashes, and access to club records is limited by role: a coach sees their teams, a parent sees their own athletes.

How long we keep it. Your account and what you keep on it stay until you delete your account. Sign-ins and sign-in attempts, with the IP address and device description they carry, are deleted after about 90 days. An invitation that was never accepted is deleted about 90 days after it expires. ClubMate questions and replies are kept for about 90 days, as described above. Archived expense forms and their receipts are kept for several years and then removed. Team chat messages, and the photos and files shared in them, are not deleted by age: they stay with the club's records, and clearing a conversation hides it from you while it stays for everyone else in it. The club's other records - rosters, registrations, orders and receipts, signed waivers and schedules - stay with the club for as long as the club needs them, which is the club's decision; ask your club, or us, if you want something removed.

You can ask to see the personal information we hold about you or your child, ask us to correct it, and withdraw consent to its use, subject to legal and contractual limits (a club must keep payment and waiver records, for example). Write to our Privacy Officer at support@clubhub.ca. We answer within 30 days (30 business days where British Columbia's law applies) and tell you if we need longer. For records a club holds about you we will help you reach the club, which answers for them. If you are not satisfied, you can complain to the Office of the Information and Privacy Commissioner for British Columbia, to the Office of the Privacy Commissioner of Canada, or to your own province's commissioner.

You can permanently delete your own login at any time in the app under Profile → Delete Account, or on the website under Settings. That removes your sign-in, your device tokens, and your personal links right away. Records that belong to the club - rosters, schedules, chat history, expense records - stay with the club. For any other request, including corrections or questions about a child's information, email us and we'll help.

The website uses cookies only to run: one keeps you signed in, a few carry a sign-in with Google or Apple through to your account, a few remember your preferences (such as the theme or which child you were looking at), and one shows you a notice after an action. None of them tracks you across other sites, and we use no advertising or analytics cookies. Cloudflare Turnstile and Stripe may set their own on the pages where they run.

If personal information is lost, stolen or accessed without authority and that creates a real risk of significant harm, we tell the club affected without undue delay and, where the law requires, the people affected and the privacy regulator.

Tournament records - the teams, the details players gave when they entered, their answers, the waivers they signed, payments and scores - stay with the tournament in the hosting club's records after it has finished. A club keeps them so it has a reliable record of who took part and what each player agreed to, which it may need if a question or claim arises later, and for its tax and payment records. You can ask the hosting club, or us, to correct your details or to remove anything that is not needed for those purposes.

If this policy changes in a meaningful way, we'll update the effective date above. Our Privacy Officer answers questions and requests at support@clubhub.ca.