Privacy Policy

1. Introduction

Virtual Clubhouse ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile-first platform for amateur sports club management.

2. Information We Collect

We collect information that you provide directly to us when you register for an account, create a club, or use our services:

• Account Information: Name, email address, password, and profile details.
• Club Data: Club names, team details, fixture schedules, and match statistics.
• Financial Information: Payment obligations, transaction history, and bank details for reconciliation. Note: We do not store full credit card numbers; these are handled by our payment processor, Stripe.
• Member Data: Information about club players, including names, contact details, and availability.

3. Adults Only

Virtual Clubhouse is currently intended only for people aged 18 or over. We do not knowingly collect personal data from children. Club managers must not add or process the personal data of players under 18 through the service. If you believe that such data has been provided, contact support@thevirtualclubhouse.co.uk so we can investigate and remove it where appropriate.

4. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services.
• Automate financial tracking and payment reconciliation.
• Process transactions and send related information.
• Send technical notices, updates, and administrative messages.
• Respond to your comments and questions.

5. Data Sharing and Disclosure

We share information with third-party service providers who perform services for us:

• Supabase: For database hosting and authentication.
• Stripe: For payment processing and Connect services.
• Resend: For email notifications and communication.

We do not sell your personal information to third parties.

Connected AI clients (MCP Apps)

If you choose to connect Virtual Clubhouse to an AI client such as ChatGPT or Claude, we use your authenticated account to answer requests through the Model Context Protocol (MCP). Depending on your request, we share your club memberships and names, club and team identifiers, fixture identifiers, opponents, dates, venues, kick-off times, your selection and availability, and your recorded personal match results and statistics with that client. Identifiers allow the client to select the correct club or fixture. Where season statistics are locked, we return the access restriction and unlock threshold instead of your performance data. The current MCP tools do not return payment details, contact details, passwords or authentication tokens as tool results. An availability change replaces your response for that fixture and is visible to authorized club members.

You can disconnect Virtual Clubhouse in the connected AI client's settings, and contact support@thevirtualclubhouse.co.uk for help with access or deletion requests. The AI client processes information it receives under its own privacy policy; disconnecting does not necessarily delete information already retained in your conversations. Connecting an AI client is optional and is not required to use our website.

6. Data Retention

We retain financial records for 7 years to comply with UK legal requirements. Other personal data is retained for as long as your account is active or as needed to provide you services.

7. Your Rights (GDPR)

Under UK GDPR, you have the following rights:

• The right to access your personal data.
• The right to rectification of inaccurate data.
• The right to erasure ("right to be forgotten").
• The right to restrict processing.
• The right to data portability.

Contact Us

If you have any questions about this Privacy Policy, please contact us at support@thevirtualclubhouse.co.uk.