Privacy Policy

ClubOS AI LLC is an Oregon limited liability company with a mailing address at 5441 S Macadam Ave Ste N, Portland, OR 97239. ClubOS provides software for sports organizations, their staff, coaches, players, parents, guardians, volunteers, and supporters. For privacy questions or requests, email support@clubos.ai.

We collect account and contact details; club, team, roster, registration, waiver, schedule, attendance, communication, payment-status, and support information; player development records; guardian relationships and consent evidence; and technical data needed to secure and operate the service, such as device, login, audit, and approximate network information.

Clubs and authorized users may provide information about other people only when they have an existing club relationship and permission to contact them. We do not request or retain full payment-card numbers; payment processing is handled through Stripe Connect.

We use information to create and secure accounts, operate club workflows, register and roster participants, coordinate schedules and attendance, deliver transactional notices, route communications through guardians where required, process payments, provide support, prevent abuse, meet legal obligations, and improve service reliability. ClubOS does not sell personal data and does not send marketing email at launch.

A club generally determines why and how participant information is used inside its organization. Club administrators must invite only people with whom the club has a real relationship, assign the least access each person needs, keep records accurate, respond to member questions, and follow applicable notice and consent requirements. ClubOS acts on a club’s instructions where the club controls the data and acts independently for account security, billing, abuse prevention, and legal compliance.

Youth sports records may concern children. ClubOS uses age-aware access rules and guardian workflows. A child may not create an adult account or bypass guardian requirements. Organizations must obtain and record any consent required before collecting or using a child’s information. Guardians may review, correct, export, or request deletion of a child’s information subject to roster, safety, financial, and legal record obligations.

We share information only with authorized members of the relevant club, with the person or guardian the record concerns, with vendors that operate the service, or when required for safety, fraud prevention, a corporate transaction, or law. Service providers may include cloud hosting, email delivery, error monitoring, customer support, and Stripe Connect for payments. Providers are limited by contract and access controls. Information may be processed in the United States and other countries where a provider operates, with contractual and technical safeguards appropriate to the transfer.

We retain information while an account or club relationship is active and afterward only as needed for legitimate operational, safety, audit, dispute, tax, and legal purposes. Retention varies by record type and may be shortened after a valid deletion request. We use role-based access, encryption in transit and at rest where supported, audit records, delivery suppression, rate limits, monitored infrastructure, and incident-response procedures. No service can promise absolute security.

Depending on where you live, you may have rights to access, correct, delete, restrict, or export personal information, object to certain uses, withdraw consent, or appeal a denied request. Start with your club administrator for club-controlled records or contact ClubOS at support@clubos.ai. We verify requests before acting and may preserve records when law, safety, fraud prevention, or another person’s rights require it. Optional product notifications can be changed in account settings or by using the unsubscribe control in the message; required account and security notices remain on.

Strictly necessary storage keeps ClubOS working and remembers language, authentication, and privacy choices. Optional tracking is off by default. The public site currently loads no advertising tracker. When a browser sends Global Privacy Control or Do Not Track, we treat it as an opt-out from optional analytics and marketing storage.

We may update this policy as ClubOS changes. Material changes will be identified by a new version and effective date, and we will request renewed acceptance where required. Privacy and legal inquiries may be sent to support@clubos.ai or mailed to ClubOS AI LLC at the address above.