Privacy Policy

1. Information we collect

• Account and authentication information, such as email address, account identifiers, and login/security data.
• Organization information, such as club name, location, contacts, website content, logos, photos, teams, coaches, sponsors, social links, and other material entered into the dashboard.
• Tryout registration information submitted through customer websites, including athlete name, age group or grade, parent or guardian name, email, phone number, and optional notes.
• Billing metadata, such as plan, billing cadence, subscription status, invoice identifiers, and payment status. Full card numbers are processed by Stripe and are not stored by Clubhouse Sites.
• Managed-domain registration information, which may include registrant name, organization, email, phone number, and mailing address where required for domain registration.
• Transactional email and delivery information, such as message identifiers and delivery, bounce, complaint, or failure status.
• Affiliate and collaborator information, such as tracking-link visits, referral attribution, affiliate profile content, commission and payout status, collaborator applications, social-profile links, phone numbers, design feedback, approval state, and related program communications.
• Technical and security information reasonably needed to operate the service, such as request logs, timestamps, device/browser information, and security events.
• On Clubhouse Sites marketing pages, Google Analytics collects usage information such as pages viewed, approximate location derived from network information, referral source, and device/browser type.

2. How we use information

• Provide, host, secure, and maintain Clubhouse Sites and customer websites.
• Authenticate users and administer organization accounts.
• Process subscriptions, invoices, refunds, and domain registration or renewal workflows.
• Deliver tryout registrations to the organization operating the relevant website.
• Send account, billing, registration, security, support, and domain-lifecycle communications.
• Prevent abuse, diagnose problems, maintain service reliability, and improve product operations.
• Understand visits to our marketing pages and how people discover Clubhouse Sites.
• Operate the affiliate and collaborator programs, including referral attribution, commission accounting, payout administration, collaborator review, design approvals, and program communications.
• Comply with legal obligations and enforce applicable agreements.

3. When information is shared

We share information only as reasonably necessary to operate the service, fulfill customer instructions, protect the platform, or comply with law.

• Organization administrators receive registration and website information submitted for their organization.
• Service providers may process information on our behalf, including Vercel for application hosting, Supabase for database/authentication services, Stripe for subscription payments and affiliate payout onboarding, Resend for transactional email, Google for marketing-site analytics, and domain-registration providers for managed-domain services.
• Information may be disclosed when required by law, valid legal process, or to protect rights, safety, security, or the integrity of the service.
• If Clubhouse Sites is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction subject to appropriate safeguards.

4. We do not sell personal information

Clubhouse Sites does not sell personal information for money and does not currently use customer or tryout-registration information for cross-context behavioral advertising.

5. Children and youth sports information

Clubhouse Sites accounts are intended for adults acting for sports organizations. Public tryout forms are intended to be completed by a parent, legal guardian, or other authorized adult rather than directly by a child.

Because customer websites concern youth sports, the service may store athlete information submitted by an adult, such as an athlete's name and age group. Organizations should request only information reasonably necessary for registration and should not ask children to submit personal information directly.

If you believe a child under 13 submitted personal information directly to Clubhouse Sites without appropriate adult involvement, contact us so we can review and take appropriate action, including deletion where appropriate.

6. Cookies and similar technologies

Clubhouse Sites uses cookies or similar technologies for authentication, security, session management, core product functionality, and affiliate referral attribution. Affiliate attribution may use a signed first-party cookie for up to 30 days so a later signup can be credited to the referring affiliate. We also use Google Analytics on our public marketing pages to understand visits, traffic sources, approximate locations, and device types; it may use cookies or similar identifiers. We do not currently use advertising cookies or third-party behavioral-advertising trackers in the application.

7. Data retention

We retain information for as long as reasonably necessary to provide the service, maintain account and billing records, operate affiliate and collaborator programs, fulfill domain-registration obligations, resolve disputes, prevent abuse, and satisfy legal or operational requirements. Collaborator applications that are not selected may be retained for up to 24 months for program administration, re-contact, dispute prevention, and audit purposes, then deleted or de-identified unless longer retention is required by law.

For a never-paid free preview, website content and uploaded media are generally retained for at least 30 days after the seven-day preview ends. Clubhouse Sites sends an advance deletion warning before automated cleanup; if that warning cannot be confirmed delivered, automated deletion is postponed.

Organizations control much of the content and registration data in their accounts. Some information may remain for a limited period in backups, logs, transaction records, or records that we are required to retain.

8. Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including access controls, authenticated account access, row-level database protections, encrypted network connections, and restricted handling of payment credentials. No system can guarantee absolute security.

9. Your choices and privacy requests

Depending on where you live, you may have rights to request access, correction, deletion, or other handling of your personal information. We may need to verify your identity or authority before acting on a request.

For tryout-registration information, the relevant sports organization may be the best first contact because it controls how that registration information is used. You may also contact Clubhouse Sites for assistance.

10. International processing

Clubhouse Sites and its service providers may process information in the United States and other locations where our providers operate. By using the service, information may be transferred to and processed in those locations as permitted by applicable law.

11. Changes to this Policy

We may update this Privacy Policy as our practices or services change. We will post the revised policy with a new effective date and provide additional notice when appropriate.

12. Contact

Privacy questions or requests may be sent to getclubhousesites@gmail.com. Please include enough information for us to identify the relevant account or organization without sending unnecessary sensitive information.