Privacy & Cookie Policy

1. Introduction

OurClub is committed to protecting your privacy. This Privacy & Cookie Policy explains how we collect, use, and safeguard your personal data when you use our club management platform. By using the service, you consent to the practices described in this policy. We comply with applicable data protection legislation, including the UK GDPR and Data Protection Act 2018.

2. Information We Collect

We collect information you provide directly, such as your name, email address, and phone number when you register or use the service. Payment card details are collected and stored directly by Stripe, our payment service provider, in accordance with PCI-DSS requirements; OurClub does not receive, store, or have access to full card numbers. We also collect usage data such as pages visited, features used, and device information. Club administrators may upload member information including names, contact details, and grading records as part of normal platform use.

3. How We Use Your Data

We use your data to provide and improve the service, facilitate payment collection through Stripe, communicate with you about your account, and ensure platform security. We may also use aggregated, anonymised data for analytics and product development. We will never sell your personal data to third parties or use it for purposes unrelated to the service without your explicit consent.

If you use the direct messaging feature, message content is stored and processed for delivery purposes. Messages are automatically screened for profanity and safeguarding concerns in accordance with our content moderation policies.

Your data is also processed to power our mobile applications and authorised integrations via our application programming interface (API). API access is authenticated and rate-limited; use of the API is subject to our Acceptable Use Policy.

4. Cookies & Analytics

OurClub uses Fathom Analytics for website analytics. Fathom is a privacy-focused, cookieless analytics service that does not use cookies, does not track individuals across websites, and does not collect personal data. No cookie consent banner is required for Fathom. We may use essential cookies strictly necessary for authentication and session management. These cannot be disabled as they are required for the service to function.

The savings calculator on our pricing page runs entirely in your browser. The figures you enter are not transmitted to us, logged, or stored, and we have no way to link them to you.

5. Third Parties

We share data with trusted third-party service providers necessary to operate the platform, including Stripe Payments UK, Ltd., which provides payment services and acts as data controller for payment card data; email delivery services for transactional communications; and hosting providers. All third parties are bound by data processing agreements. We do not share your personal data with advertisers or unrelated third parties.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. When you close your account, we will delete your personal data within 90 days, except where retention is required by law (e.g. financial records). Aggregated, anonymised data may be retained indefinitely for analytics purposes.

7. Mobile Applications

The OurClub iOS and Android applications collect and store the same categories of personal data described elsewhere in this policy, with the following additional handling specific to the mobile context.

On-device storage. Authentication tokens, your selected club, biometric sign-in preference, and the timestamp at which you accepted these terms are stored on your device using Apple Keychain (iOS) or the Android Keystore (Android). These values never leave your device until you actively use them to make an authenticated request, and are removed when you sign out or uninstall the application.

Push notifications. With your permission, we generate a device push token (an Apple Push Notification service token on iOS, a Firebase Cloud Messaging token on Android) and send it to our servers so we can deliver notifications you have opted in to receive. Tokens are tied to your installation of the application, not to your physical identity, and are deleted from our servers when you sign out, when the token is invalidated by the platform, or when you uninstall the application. Notifications are dispatched directly to Apple and Google's push services; no third-party push relay is used.

Device permissions. The application may request permission to access your camera and photo library (only when you choose to upload an avatar), microphone (not used in the current version), location (not collected), notifications, and biometric sensors (only to wrap the sign-in token with a Face ID / Touch ID / device fingerprint check). Each permission is requested contextually at the point of use. You may revoke any permission at any time via your device settings.

No tracking. We do not use Apple's App Tracking Transparency framework because we do not link personal data collected through the OurClub mobile applications with data collected by third parties for advertising purposes, and we do not share collected data with data brokers. The data we collect is used solely to operate the OurClub service, as described elsewhere in this policy.

Crash reporting. The mobile applications include the Sentry crash reporting SDK. When the application crashes or encounters an unhandled error, Sentry transmits an anonymised stack trace, device model, and operating system version to our Sentry tenant so we can fix the bug. No personally identifying content is attached to crash reports.

8. Your Rights

Under data protection law, you have the right to access, correct, or delete your personal data. You may also request a copy of your data in a portable format, object to processing, or withdraw consent where applicable. To exercise any of these rights, please contact us. We will respond to valid requests within 30 days.

You can delete your account yourself at any time from the OurClub app or on the web. Our How to delete your account guide explains the steps, what is removed, and what we are required to retain.

You can also download a copy of your personal data at any time. Our How to export your data guide explains how.

9. Contact

If you have any questions about this Privacy & Cookie Policy or wish to exercise your data rights, please contact us at [email protected] .