Privacy policy

This explains what ClubHQ does with personal information, in plain terms. It covers the app and this website.

Last updated 21 August 2026.

Who is responsible for your information

There are two parties involved, and it matters which is which.

• Your club decides what member records it keeps: who is a member, which classes they attend, what grade they hold. For those records the club is the data controller and we act as its processor, handling the data on the club's instructions. If you want a record corrected or removed, your club can usually do it immediately in the app.
• We are the controller for your login itself: your email address, your password (stored only as a cryptographic hash, never in readable form) and the technical records needed to run the service securely.

ClubHQ is a trading name of Thomas Valentin, 21 Sumner Place, London SW7 3EJ. You can reach us about anything on this page at support@club-hq.co.uk.

What we collect

• Your account: email address, name, and a password hash. A phone number if you or your club adds one.
• Member records: the name of each person you manage in the app, their date of birth if the club records it, their grade history and their next grading date.
• Bookings: which class you booked, for which date, and whether you cancelled.
• Announcements: messages your club sends, and which club or class they went to.
• Notification tokens: an identifier for your device or browser, so notifications can reach it. It does not tell us who you are beyond the account it belongs to.
• Photos: only if a club admin uploads a club logo.
• Incident and accident reports: if a club records an incident involving you or a child you manage — what happened, where on the body an injury was, what first aid was given, who reported it and when. The club writes these; you receive a copy by email if the club chooses to tell you.
• Enquiries from this website: if you fill in the enquiry form on our home page, the club name, email address, description of your club, and phone number if you choose to give one. We use it only to reply to you.

Apart from incident reports, we do not collect health information. We do not collect location data, contacts, or anything from your device beyond the above.

This website sets no cookies, runs no analytics and carries no advertising or tracking of any kind. Enquiries sent through the form are handled for us by Netlify, who host this site.

Children

ClubHQ is used by adults. Accounts are held by parents, guardians and club staff, not by children, and the app is not directed at children.

Clubs do keep records about children, because that is what a junior class register and a grading record are. Where that happens:

• The information is entered by the parent or guardian who holds the account, or by club staff.
• It is limited to what running the class requires: a name, sometimes a date of birth, attendance and grades.
• We never send marketing to anyone, and we never profile or advertise to children or anyone else.
• An incident report about a child is visible to the club's staff and to the parent or guardian who holds the account, and to nobody else. It is deleted with the child's record.
• A parent or guardian can remove a child's record through their club, or delete their whole account in the app.

Why we are allowed to use it

• To provide the service you asked for (performance of a contract): your login, your bookings, your club's records.
• Our legitimate interests: keeping the service secure, preventing abuse, and fixing faults.
• Your club's own lawful basis for the member records it keeps, which the club is responsible for.
• Safeguarding and insurance (legitimate interests, and the club's legal obligations): incident reports are kept because a club must be able to show what happened and what it did.

Notifications are part of the service: your club uses them to tell members about cancellations and changes. You can turn them off in your device settings at any time without losing anything else.

Who else sees it

We do not sell personal information, we do not share it for advertising, and we do not run advertising or third-party analytics or tracking in the app. Data is never shared between clubs: each club is isolated at the database level.

We use these suppliers to run the service, and only for that:

• Supabase — the database and login system. Data is held in the EU (Ireland).
• Google Firebase Cloud Messaging and Apple Push Notification service — delivering notifications to phones. They receive the notification and a device token, not your club records.
• Resend — sending email on a club's behalf: incident reports to parents and grading reminders. They receive the email address and the message, nothing else.
• Netlify — serving this website and the web version of the app.

Notification delivery involves servers outside the UK and EU. Those transfers rely on the suppliers' standard contractual clauses and equivalent safeguards.

We would only disclose information to anyone else if the law required it.

How long we keep it

Your account and its records are kept while you have an account. If you delete your account, your login and the records attached to it are deleted immediately, not archived. Notification tokens are removed as soon as a device stops accepting notifications.

Incident reports cannot be edited or deleted by the club once written — a correction is a new entry — because they are a safeguarding and insurance record. They go when the child's record goes, or when the club's data goes.

If a club stops using ClubHQ, its data is deleted on request, and otherwise within six months.

Deleting your account

If you are the only admin of a club, the app will ask you to make someone else an admin first, or to confirm that the club and its data should be deleted along with your account.

Keeping it safe

Everything travels over encrypted connections. Access to each club's data is enforced by the database itself rather than only by the app, so one club's members cannot reach another club's records even in the event of a fault in the app. Passwords are stored only as hashes. Administrative keys are held in a secrets vault, never in the app.

Your rights

You have the right to ask for a copy of your information, to have it corrected, to have it deleted, to restrict or object to how it is used, and to receive it in a portable form. Email support@club-hq.co.uk and we will respond within one month. For member records, we may need to pass the request to your club, as it is their data.

If you are not happy with how we have handled something, you can complain to the Information Commissioner's Office at ico.org.uk, though we would rather you told us first so we can put it right.

Changes

If we change this policy we will update the date above, and tell you in the app if the change is significant.