Privacy Policy

1. Introduction

Welcome to Club Pulse ("we," "our," or "us"), a cloud-based club operations platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our software-as-a-service platform ("Service") for club operations, including events, availability, team selections, fees, and member balances. By using Club Pulse, you consent to the practices described in this policy.

2. Information We Collect

2.1 Accounts and sign-in

Club Pulse does not offer self-service registration in the app or on this website. Signing in does not create a club or a member record.

• Club administrators add members and grant access.
• Existing members sign in with Google, Apple, or SACNIS. Those providers send us identity details (such as name and email) so we can match them to a club record.

2.2 Information Provided by Club Administrators

• Club name, location, and contact information
• Administrator account details (name, email, phone number, role)
• Billing and payment information for subscription management

2.3 Club and Member Data

Club administrators may enter the following data into the Service:

• Member names, contact details, and roles
• Events, venues, availability, and team selections
• Match fees, advances, dues, and balance records
• Event photos and shared match posters
• Staff access and permission records

2.4 Information from this website

If you submit the contact form on this marketing site, we collect:

• Your name, email, phone number, and message
• The time of your enquiry

2.5 Automatically Collected Information

• Device information (browser type, operating system, device identifiers)
• Log data (IP address, access times, pages viewed, referring URLs)
• Usage analytics (features used, session duration, interaction patterns)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve Club Pulse
• Process transactions and manage billing and subscriptions
• Enable administrators to manage events, availability, teams, and club finances
• Respond to demo requests and support enquiries from this website
• Send important service notifications, updates, and security alerts
• Analyze usage patterns to improve user experience and develop new features
• Ensure the security and integrity of the Service
• Comply with legal obligations

4. Data Ownership and Control

Data entered into Club Pulse by your club remains your property. As a data processor, we:

• Process club data solely on behalf of and under the instructions of the account administrator
• Do not sell, rent, or trade member or club data to third parties
• Allow administrators to export their data at any time
• Delete club data upon written request following account termination, subject to any legal retention requirements

5. Data Sharing and Disclosure

We do not sell your personal information. We may share data only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating the Service (e.g., cloud hosting, email delivery), bound by strict confidentiality agreements
• Legal Requirements: When required by law, regulation, legal process, or governmental request
• Safety and Security: To protect the rights, property, or safety of Club Pulse, our users, or the public
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with prior notice to affected users
• With Consent: With your explicit consent for any other purpose

6. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Secure cloud infrastructure with regular security audits
• Role-based access controls ensuring only authorized personnel can access data
• Regular automated backups with disaster recovery protocols
• Secure authentication mechanisms including password hashing
• Regular vulnerability assessments and security patching

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We encourage administrators to use strong passwords and limit access to authorized personnel only.

7. Data Retention

We retain club data for as long as the subscribing account maintains an active subscription. Upon account termination or written deletion request, we will delete or anonymize club data within 90 days, except where retention is required by applicable law or for legitimate business purposes such as resolving disputes or enforcing agreements. Contact-form enquiries from this website are retained as needed to respond to you.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data, subject to legal retention requirements
• Data Portability: Request your data in a structured, machine-readable format
• Restriction: Request restriction of processing of your personal data
• Objection: Object to processing of your personal data for certain purposes
• Withdraw Consent: Withdraw consent at any time where processing is based on consent

Club members whose data is stored in Club Pulse should contact the club that holds their records to exercise these rights. Club administrators can contact us directly.

9. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication state
• Remember your preferences and settings
• Analyze usage patterns to improve the Service
• Ensure security and prevent fraud

You can control cookie preferences through your browser settings. Disabling certain cookies may limit your ability to use some features of the Service.

10. Children's Privacy

Our Service is designed for use by club administrators and authorized staff. We do not knowingly collect personal information directly from children under 16. Any records of minors entered into the Service are managed by authorized club administrators as part of standard club operations.

11. Third-Party Services

Our Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify administrators via email or through a prominent notice within the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: