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 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, club/team/player/fixture identifiers, roster names and playing positions, fixture schedules, opponents, venues, results, your selection and availability, and club-wide result aggregates. Your own financial tools share your balance, payment obligations, receipts, amounts and Items Covered allocation breakdowns, plus season-fee status. Fantasy tools share team standings and totals, your own selected players and prices, and gameweek team totals. Voting tools share eligible candidates, voting state and your own vote, without other people’s ballots.

Personal season statistics and match history are returned only when unlocked. When locked, the personal statistics tool returns the restriction and threshold instead of performance data; season-fee eligibility may still be shown without an exact appearance count. Accounts with a current owner, admin or manager role can additionally request named player performance and home/away comparisons, detailed fixture events and attendance, squad readiness, club and player financial ledgers, and private lineup formations and assignments. Manager context also includes fees, players awaiting Fantasy prices, action receipts and pending approval titles. Player membership alone does not grant these manager tools.

On your explicit request, tools can update your own availability or cast your own player-of-the-match vote. Managers can change fixtures and fees, record manual payments or fines, fill squads, update sporting names/positions and save private lineup drafts. Saving a private draft does not publish it. Bank-match analysis is a read-only preview for website review, without confirming payments or creating reconciliation approvals. Team sheets and locked Fantasy prices first require a pending action bound to the exact target and human approval on the authenticated website. Tools cannot approve or bypass that gate. Other sensitive operations, including result editing, lineup publication, payment execution, reconciliation, role administration and bulk changes, return a scoped website handoff rather than executing the operation.

Each request rechecks current club access. Tools do not charge cards, initiate bank transfers or delete records. Tool responses exclude player contact details, private payment references, bank account details, card credentials, passwords, authentication tokens and persistent calendar tokens. An availability change replaces your response and is visible to authorized club members. The information returned by supported tools is shared with the connected client to answer your request.

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.