Privacy & security

For: Everyone · Updated 2026-11-02

Clubhouse will hold information about children, so protecting it is built in from the start, not added later.

What's stored today

The current version stores information about adults (coaches, staff and admins) only:

• names, emails and optional phone numbers;
• club roles, teams and positions;
• certification dates and any certificates people upload.

No player information is stored yet. When it is, the protections below apply to it.

How accounts are protected

• Invite-only: nobody can sign up on their own.
• Two-factor sign-in for everyone: a password plus a code from their phone.
• Wrong codes slow down further attempts.
• Sessions end after 12 hours of inactivity, and anyone can sign out all other devices.
• Admins can reset sign-in for someone who lost their phone, and that action is recorded.

Who can see what

• Coaches see only their own teams.
• Seeing player information (when it arrives) will require current certifications, such as a background check and SafeSport.
• Each club's information is separate from every other club's.
• Significant actions are written to an audit log that club admins can review.

Backups

• The server makes a backup every night, encrypted with AES-256.
• Downloading a backup requires a password and a two-factor code, and the download link works once.
• The keys needed to decrypt backups are kept separately from the backups themselves.

No ads or tracking

Clubhouse has no advertising and no third-party tracking scripts.

Coming with player information

• Extra encryption for health information, addresses and contacts.
• A log of who viewed health and contact details.
• Guardian consent records, and guardian control of their child's information.
• Clear retention rules for how long information is kept after a player leaves.
• Tools for guardians to request a copy of their child's information, or have it deleted.

Questions about privacy? Contact your club's board.