OneClub OS Privacy Notice

Last updated: August 2, 2026

OneClub OS provides club management software to sports organizations (“clubs”). Each club controls its own data; OneClub OS processes it to operate the platform. This notice describes what we collect, how it is used and protected, and the choices available to you. Questions: support@oneclubos.com.

What we collect

• Staff accounts: name, email, optional phone and birthdate.
• Players (may include minors): name and date of birth, entered by their club.
• Wellness submissions: self-reported wellness and availability indicators, visible only to authorized club staff.
• Operational data: rosters, matches, training sessions, development plans, messages, and Coaches Corner activity.
• Sharing artifacts: recipient email or phone number when a club shares a video clip link.

We do not collect payment card data, government identifiers, or precise location.

How we use it

Solely to provide the platform to your club: authentication, club operations, notifications your club configures, and aggregate, club-scoped analytics. We do not sell personal data, and we do not use it for third-party advertising.

Google user data

A club administrator may optionally connect a Google Drive folder to the Coaches Corner asset library. When connected, OneClub OS accesses only file metadata (names, types, links) through the read-only scope drive.metadata.readonly — we do not read, download, or store file contents. Metadata is stored scoped to the connecting club and refreshed only when that club syncs. OAuth refresh tokens are encrypted at rest.

OneClub OS’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is never transferred to third parties, never used for advertising, and never used to train machine-learning models. A club can disconnect its Drive folder at any time inside Coaches Corner (which deletes the stored tokens) or revoke access from their Google account permissions.

Where data lives and how it is protected

• Data storage and files: Managed relational storage and private object storage, encrypted at rest and protected in transit. Player media and imports remain private to authorized club users.
• Application hosting: Managed cloud hosting with encrypted transport.
• Authentication: A dedicated identity service; passwords never touch OneClub OS data storage.
• Email delivery: Transactional delivery from verified OneClub OS sender domains.
• Video processing: Secure managed streaming, with uploads initiated directly by authorized club staff.
• AI summaries: generated from club-provided coaching content using tenant-scoped credentials; no Google user data and no player personal data is included.

Every record is scoped to its club. Cross-club access is prevented at the application and data-access layers, and privileged operations are audit-logged.

Minors

Player records are created and controlled by clubs under their own consent processes with parents and guardians. Player accounts see only their own data. See our data-handling documentation for the full minors policy; clubs can request it at any time.

Retention and deletion

Club data is retained while the club’s agreement is active. Clubs may request export or deletion of their data, and individuals may direct access or deletion requests through their club or to support@oneclubos.com. Verified deletion follows our documented deletion procedure.

Changes

We will update this notice as the platform evolves; material changes are announced to club administrators. Use of the platform is also governed by our Terms of Service. Return to oneclubos.com.