ClubHub Team Selection - Privacy Policy

1. About this policy

ClubHub Team Selection provides team-selection and club-administration tools for community sporting organisations. The current ClubHub product is designed for cricket.

This Privacy Policy explains how personal information is handled when clubs, authorised users and other people interact with ClubHub Team Selection.

In this policy:

• ClubHub, we, us and our mean Matthew Dodson trading as ClubHub Team Selection, ABN 32 905 980 660.
• Club means a sporting club or organisation using ClubHub.
• User means an authorised person using a ClubHub account, such as a Club Admin, Selector, player, parent, guardian or other approved family member.
• Service means the ClubHub Team Selection website, application and related services.

ClubHub is operated from Victoria, Australia and is initially being provided to Australian community cricket clubs. The Service may also be made available to clubs and users in other jurisdictions.

We aim to handle personal information openly, carefully and consistently with applicable privacy and data-protection requirements. The particular legal obligations that apply may depend on where ClubHub, the Club and the individual are located.

This policy describes ClubHub's general information-handling practices. Where additional requirements apply in a particular jurisdiction, ClubHub may provide additional notices, terms or jurisdiction-specific information.

2. Information ClubHub may collect and hold

The information held in ClubHub depends on what a Club chooses to enter or import and which features it uses.

This may include:

• names and contact details of authorised ClubHub Users
• account and authentication information
• Player & Family access information, including an access requester's name, email address, optional mobile number, stated relationship to the player, approval status, authorised-player links and access activity
• player selection preferences, including structured team, movement or play-together preferences, their duration and strength, and any short reason or note supplied
• Club membership, User role and team-access information
• player names
• dates of birth or age information, where it is needed for age-based cricket eligibility checks (for example, confirming a player qualifies for an under-age grade)
• teams, grades, competitions and seasons
• player availability, including date-range and match-specific availability
• short notes entered by Club Admins or Selectors for selection or administration purposes
• registration and transfer information or evidence
• player-points information where relevant to competition rules
• participation and selection history
• player performance figures, scorecard details and source identifiers from supported authorised reports or publicly available match summaries
• team-selection information and match roles
• match details entered by a Club or supplied by a linked fixture
• fixture and external match information
• match planning and Game Day Plan information, including fielding plans and reminders
• club logos and other supported files a Club chooses to upload
• Club contact and billing details, subscription status, invoices, payments and satisfaction-period administration
• notification preferences, recipient details, notification content and delivery records
• Club launch checklist actions, who recorded them and when, and individual prompt dismissals
• service-use measures derived from existing Club records, such as team, player, competition and authorised-user counts, completed selection weeks and import pathway
• selection-rule results, warnings, acknowledgements and overrides
• information about Finalised team selections and preserved selection versions
• Wrap Up records, participation history and, for two-day matches, Day 1 and Day 2 participation and audited changes between days
• records of User Agreement and Privacy Policy acceptances, including the accepted document version
• audit, security and technical records generated through use of the Service
• public-website analytics information, such as page views, broad device and traffic-source information, and interactions with ClubHub marketing pages
• communications with ClubHub relating to support, administration or the Service.

ClubHub is designed for cricket administration and team selection. Clubs and Users should not enter personal information that is unnecessary for those purposes.

In particular, free-text fields should not be used to store unnecessary medical, family, financial or other sensitive personal information.

A recorded replacement reason such as injury or illness can reveal limited health information. Record only the minimum category or explanation needed for match administration, with any authority or consent required by law. Do not add diagnoses, treatment details or medical documents.

3. Club-controlled information and ClubHub service information

Much of the personal information held in ClubHub is provided and controlled by the participating Club.

Club-controlled information may include player details, availability, registration information, participation history and team selections. The Club generally decides why this information is entered, who within the Club can access it and how it is used for cricket administration.

ClubHub service information includes information ClubHub needs to operate and secure the Service, such as User accounts, authentication information, service logs, legal-document acceptance records, audit records and support communications.

This distinction may affect who is best placed to respond to an access, correction or deletion request. Where appropriate, ClubHub may work with or refer an individual to the Club that provided and controls the information.

4. Information about children and young people

Community cricket includes children and young people, and ClubHub may therefore hold information about junior players.

Clubs must handle information about children and young people in accordance with the child-safety, safeguarding, privacy, consent and other requirements that apply in their jurisdiction.

Depending on the jurisdiction and the Club's activities, these requirements may include matters relating to:

• child-safe or safeguarding standards
• parental or guardian involvement or consent where required
• working-with-children checks, worker screening or vetting
• mandatory reporting or reporting of child-safety concerns
• appropriate communications with children and young people
• photography, publication and sharing of information
• protecting children in online environments.

ClubHub does not replace a Club's child-safety or safeguarding framework and does not certify that a Club or User has satisfied those obligations.

Information about junior players should only be entered where it is reasonably necessary for cricket administration, team selection or supported eligibility checks.

ClubHub is not a working-with-children check management or verification system. It does not require working-with-children check numbers, copies, worker-screening details or other vetting information, and Clubs should not record them in notes or other free-text fields.

Clubs and Users should not enter unnecessary information about a child's health, family circumstances, schooling or other private matters merely because a free-text field is available.

5. How information is collected

Information may be collected or received:

• directly from authorised ClubHub Users
• when a Club sets up or administers its ClubHub workspace
• through Club-controlled imports, including authorised PlayHQ reports a Club chooses to upload, which can contain player, registration, fixture or competition information
• directly from players, parents, guardians and approved family members when they request or use Player & Family access, update availability or view information a Club has deliberately released
• through normal use of ClubHub, including selection and Finalisation activity
• from cricket Associations or publicly available competition sources where information is used to support rule checking or competition setup
• where a Club chooses to connect it, from the PlayHQ Public API. This can supply public competition, team, fixture, venue, date, status and result information. Where made available by a documented public match-summary endpoint and permitted by the credential's scope and terms, a summary may also supply publicly visible player names, source identifiers, participation indicators and batting, bowling or fielding figures. Coverage depends on PlayHQ visibility settings and the available response. This connection does not provide private registration profiles, dates of birth, contact or payment details. Clubs can provide player and registration information separately through authorised reports or manual entry
• when a person contacts ClubHub for support, enquiries or administration.

Where a Club provides player information to ClubHub, the Club is responsible for ensuring that it is authorised to collect, use and provide that information.

A connection requires authority from the Club or Association responsible for the credentials. ClubHub uses the documented Public API within that authority, without access to a PlayHQ administration account or restricted Private API. A Club Admin can disconnect the connection; existing authorised imports and historical records may remain subject to the retention provisions below.

6. Why information is used

ClubHub may use personal information to:

• provide and administer ClubHub accounts
• receive and verify Player & Family access requests, maintain approved player links, provide passwordless sign-in and let authorised players or family members update availability and playing preferences
• manage Club roles and permissions
• manage players, teams, grades, seasons, match details and fixtures
• manage date-range and match-specific player availability
• provide the Week of Cricket view
• build, review and Finalise team selections
• identify selection conflicts or issues needing attention
• perform supported selection-rule and team-points checks
• prepare match plans and Game Day Plans
• record Wrap Up, match participation and two-day match continuity
• preserve selection versions, participation history and audited match decisions
• produce team information and Game Day Plans that a Club chooses to copy, print or share
• display and review player performance information relevant to selection and planning
• administer onboarding, subscriptions, satisfaction periods, billing and support
• deliver invitations, requested workflow updates and service notifications
• maintain the Club's shared launch checklist and its optional public listing
• use derived Club measures for service planning, support and future commercial planning, without automatically changing an agreed Foundation Season price
• provide support and troubleshoot problems
• maintain security, audit records and service reliability
• improve and maintain the Service
• comply with legal obligations where applicable.

We do not sell personal information.

7. Club responsibility for information

Each Club controls the information it chooses to place in its ClubHub workspace.

Clubs are responsible for:

• having appropriate authority to enter or import information
• keeping information reasonably accurate and current
• correcting information when errors are identified
• giving access only to people who need it for legitimate Club responsibilities
• avoiding unnecessary or inappropriate personal information
• determining what Finalised team information should be shared outside ClubHub
• complying with the privacy, child-safety, safeguarding and other requirements that apply where the Club operates.

8. Club access and internal information

ClubHub uses roles and permissions to control access within a Club.

Club Admins administer the Club and its setup. Selectors work within the selection access assigned to them.

Restricted identity details such as a player's full date of birth are limited to authorised Admin workflows where needed. Selectors receive the derived age or eligibility information required for selection rather than the raw date of birth.

Player & Family access is separate from Club staff membership. A player, parent, guardian or other approved family member receives access only to the player records that have been linked to their authenticated account. They do not receive selector or Club Admin permissions through that access.

A Club Admin chooses whether the ClubHub Player & Family Portal is enabled for the Club. When the module is off, the Club is not discoverable through the participant club search, participant sign-in and self-service features are paused, and selectors cannot release team information through the Player & Family Portal. Existing authorised-player links, availability, playing preferences and release history are preserved unless they are separately changed or deleted under normal ClubHub processes.

For first-time Player & Family access, ClubHub may use player name and date of birth to locate a record, but those details alone do not grant access. Access is established through a secure Club-issued invite or an approval by an authorised Club representative, followed by verification of the requester's email address. More than one authorised person may have separate access to the same player. Players aged 16 or older may be approved for their own player access.

Draft selections, internal selection information and Club administration information are intended to remain within the authorised ClubHub workspace.

A Club decides when a team is ready to be Finalised and separately decides whether to release match details, a team list, batting order or bowling plan to authorised players and families. Finalising alone does not make the team visible in the Player & Family Portal.

The Player & Family Portal does not make a Club's player or team information public. Access is limited to approved accounts linked to the relevant player, and only the release fields chosen by the Club are shown through the Player & Family Portal.

Playing preferences are private selection context. They may be visible to the relevant player and their authorised family members, and to authorised Club selectors and administrators. They are not public team information and are not included in public or opposition-facing team views. Preferences do not change availability or eligibility and do not prevent a Club from selecting or Finalising a player.

Authorised ClubHub personnel may access relevant service and Club information where reasonably necessary for onboarding, support, billing, rule requests, security or maintenance. This service access is separate from the access a Club grants its own Users.

9. Selection rules and supported checks

ClubHub can use available player, Club, match-context, fixture and Association information to provide supported selection checks.

These checks are intended to assist Club decision-making. They do not make official Association eligibility determinations and do not replace Club judgement, Association approval or other independent checks where those are required.

A result shown by ClubHub reflects the information and rule coverage available to ClubHub at that time.

Where information is missing, a rule cannot be reliably checked, or further evidence or external approval is required, ClubHub is designed to indicate that rather than treating the matter as automatically approved.

Where rule wording is ambiguous or human judgement is required, ClubHub may present the matter for review instead of enforcing an automatic result. A Club acknowledgement or Admin override records the Club's decision and reason where the feature allows it; it is not an official Association ruling.

Automated checks may use age or date of birth, availability, competition and match context, player points and participation history to flag issues or restrict a workflow. Performance summaries may help Users compare players. These tools support selection decisions made by people; they do not autonomously select a team or issue an official eligibility ruling. Users should check source coverage, review missing or disputed information and complete any required external checks.

10. Sharing and disclosure

ClubHub may disclose or make personal information available:

• to authorised Users of the relevant Club according to their access
• to service providers used to operate, host, secure and support ClubHub
• where a Club deliberately copies, prints or shares a team summary or Game Day Plan
• where an authorised Club Admin opts into the public Clubs using ClubHub listing
• where required or authorised by law
• where reasonably necessary to respond to security, fraud or misuse.

ClubHub does not provide one Club's information to another Club merely because both Clubs use the Service.

The public listing contains the Club's name, town or region, Association, website link and listing date. It does not publish player records, teams selected, internal notes, Admin contact details or uploaded private logos. A Club Admin can remove the listing through the Club launch checklist. Copies or search-engine caches held by others may take longer to disappear.

Launch email drafts open in the User's own email application or can be copied for sending. Recipient addresses entered solely for those drafts are not saved by ClubHub. ClubHub stores the checklist status and the Admin and time associated with an action; marking a draft as sent is the Admin's report, not confirmation of delivery.

Finalising a team does not automatically publish it to players or the public. The Player & Family Portal shows only a deliberate release snapshot chosen by an authorised Club User. Later internal changes do not alter that participant snapshot unless the Club deliberately releases an updated version.

11. Hosting, service providers and overseas processing

ClubHub uses third-party technology providers to operate the Service, including providers for database hosting, authentication, development infrastructure and transactional email.

The primary ClubHub production database and authentication service is provided by Supabase and hosted in Sydney, Australia.

ClubHub uses Lovable for application hosting and development infrastructure and managed application email delivery. Supporting services may receive technical logs, request information and error reports needed to deliver and maintain the application.

ClubHub uses Google Analytics on its public website to understand how visitors find and use ClubHub, including page views, broad traffic-source information and interactions such as opening the demonstration or starting Club setup. This measurement is used to improve the public website and understand whether ClubHub's marketing is useful. Google Analytics can use cookies or similar browser identifiers and collect page addresses, referrer, device and approximate location information. ClubHub's website measurement is configured for designated public pages; ClubHub does not intentionally send player-selection data, private Club workspace content, account credentials or unnecessary personal information to Google Analytics.

You can manage analytics cookies through your browser or use Google's Analytics opt-out browser add-on. Blocking analytics does not require giving up a ClubHub account. Essential sign-in storage is separate and may be needed to keep you signed in.

ClubHub also records limited first-party public-site activity to check whether a ClubHub outreach campaign resulted in a website visit, demo start or Get Started click. A randomly generated browser identifier and an opaque outreach message reference may be used for this. The activity record contains the public page path and event time, but not IP addresses, individual names, email addresses, confidential club information or complete URL queries. First-party activity records are deleted after 90 days. Campaign attribution identifies the original sent message, not necessarily the person using a forwarded link.

Google processes analytics information through global infrastructure, including in the United States. Sydney hosting of the main database does not mean all application, email, support or analytics processing stays in Australia.

ClubHub may use service providers located in Australia and other countries. As a result, some personal information may be processed or disclosed outside the country in which the individual or Club is located.

Where applicable law imposes requirements on cross-border disclosure or processing, ClubHub will take reasonable steps to address those requirements.

Transactional emails may include sign-in or password-recovery messages, Player & Family access links, Club invitations, workflow updates, rule or Association requests and service-administration notices. Relevant recipients, message content and delivery records may be processed by the email provider. Email delivery and processing locations can differ from the main database; ClubHub does not promise that all email processing occurs in Australia.

If ClubHub expands into additional jurisdictions or materially changes its service-provider arrangements, this policy may be updated to identify additional locations or safeguards where appropriate.

12. Security

ClubHub uses technical and organisational safeguards designed to protect personal information.

These include authenticated access, Club-scoped permissions and database access controls.

No internet-based service can guarantee absolute security. Users are responsible for protecting their account credentials and should promptly notify ClubHub if they believe an account has been compromised.

Uploaded Club logos use private storage with authorised access. A logo included in a copied or printed document, or a legacy logo hosted externally, is also subject to that copy's handling or the external host's privacy practices.

13. Data quality

Clubs and authorised Users should take reasonable steps to keep player and Club information accurate and current.

ClubHub may also use validation, reconciliation and supported checks to identify information that appears incomplete or inconsistent.

These tools do not remove the Club's responsibility for the accuracy of information it provides.

14. Retention and deletion

Turning Player & Family Access off is a feature setting, not a deletion request. It pauses participant-facing access but keeps existing access links, availability, preferences, audit records and release history so the Club can turn the module back on without requiring families to start again.

Information may be retained for as long as reasonably required to:

• provide the ClubHub Service
• maintain legitimate Club selection, match and participation history
• retain legal-document acceptance records and preserved selection versions where needed
• support audit and security requirements
• comply with legal obligations
• resolve disputes or service issues.

Where information is no longer reasonably required, ClubHub may delete, de-identify or securely archive it as appropriate.

A Club may request closure of its ClubHub workspace or discuss deletion of its information, subject to any legitimate legal, security, audit or record-retention requirements.

Legal acceptance records and other audit or historical records may therefore be retained after an account or workspace is closed where reasonably required for those purposes.

Cancellation, removal of access, workspace closure, disconnection of an integration and deletion of information are different actions. They do not automatically erase all historical, billing, legal-acceptance or delivery records. ClubHub has not yet adopted fixed retention periods for every information category. Contact ClubHub to discuss a closure, export or deletion request and any records that must be retained.

Copies a Club has printed, saved as PDFs, copied to a clipboard or sent through its own channels are outside ClubHub's access controls and must be managed by the Club.

15. Access and correction

A person may contact ClubHub if they wish to request access to, or correction of, personal information held about them.

Where the information was supplied and is controlled by their Club, ClubHub may refer the request to the Club or work with the Club to address it.

Club Users can also correct much of the information they administer directly within ClubHub.

Access, correction and deletion requests can be sent to privacy@clubhubselect.com.au. Include the relevant Club and enough detail to identify the information concerned. ClubHub may reasonably verify your identity or authority before releasing information. We will explain the outcome, including any lawful reason for withholding or retaining information, and any available complaint avenue.

16. Privacy questions and complaints

Questions, concerns or complaints about privacy can be sent to:

ClubHub Team Selection
privacy@clubhubselect.com.au

Please provide enough information for us to understand and investigate the issue.

We will consider privacy concerns and respond within a reasonable period.

Depending on where an individual is located and which privacy laws apply, they may also have the right to contact the relevant privacy or data-protection regulator in their jurisdiction.

In Australia, where the Privacy Act 1988 (Cth) applies, this may include the Office of the Australian Information Commissioner.

17. Changes to this policy

We may update this Privacy Policy as ClubHub, its service providers or applicable legal requirements change.

The current version will be published at:

https://clubhubselect.com.au/privacy

The date at the top of this policy shows when it was last updated.