Privacy Policy

1. Who we are

VolleyClub ("we", "the Club", "us") is the data controller for personal data processed through this platform. The Club is a sports organisation that manages members, teams, training sessions, and competitions.

Contact for privacy matters: privacy@volleyclub.app

2. What data we hold and why

We collect and process the following categories of personal data:

3. Lawful basis for processing

We rely on the following legal bases under Article 6 of the GDPR:

• Performance of a contract (Art. 6(1)(b)) — The primary basis for processing member data. By joining the club you enter into a membership agreement; processing your identity, contact, membership, and participation data is necessary to fulfil that agreement.
• Legitimate interests (Art. 6(1)(f)) — Where processing is not strictly required by the membership contract but serves a legitimate club interest (e.g. competition results, trainer evaluations for player development, platform security), and where these interests are not overridden by your rights and freedoms.
• Legal obligation (Art. 6(1)(c)) — Where applicable law requires the Club to maintain member registers or provide data to governing sports bodies. ⚖️ The specific obligations depend on the jurisdiction — confirm with your DPO.

4. Minors and guardian consent

Youth sports clubs routinely enrol members who are under 16 (or under 18 depending on jurisdiction). Where a member is a minor:

• A parent or legal guardian must consent to the minor's membership on their behalf.
• The guardian's name, email address, and relationship to the child are recorded as part of the membership record in order to provide that emergency contact and to allow the guardian to manage the child's club activities (e.g. RSVP on their behalf).
• Guardians may exercise any of the data rights listed in Section 6 on behalf of the minor at any time.
• Performance evaluations (trainer notes and skill ratings) for minors are accessible only to club trainers and management — they are not visible to other members.
• We do not collect more data about minors than is necessary for the purposes described in this policy.

5. Data retention

• Active members: Data is retained for the duration of membership.
• After membership ends: Personal data is retained for up to 3 years to satisfy accounting, legal, and sports governing body obligations, then anonymised or deleted. ⚖️ Confirm exact retention period with your DPO.
• Competition results: Aggregated match scores and standings are kept indefinitely as part of the Club's historical record and do not contain personal identifiers beyond member names appearing in competition rosters.
• Communications: Platform messages are retained for the duration of the membership and deleted within 12 months of account closure.
• Evaluation data: Trainer evaluations are retained for the duration of membership; privacy requests involving evaluation data are processed by Sportshub platform operations.

6. Your rights

Under the GDPR you have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — request deletion of your data where there is no overriding legal basis to retain it.
• Restriction — ask us to limit processing while a dispute is resolved.
• Data portability — receive your data in a structured, machine-readable format.
• Objection — object to processing based on legitimate interests.

7. Data sharing and third parties

• Within the Club: Trainers see roster and attendance data for their teams. Evaluations are visible to trainers and club management only. Guardians can view their child's schedule and attendance.
• Sports governing bodies: Competition entries and results may be submitted to federations as required.
• Platform processor: Sportshub platform operations processes privacy requests and the Club uses VolleyClub software (powered by Fimula) to operate the service. Fimula processes data under a data processing agreement and does not use it for its own purposes.
• Legal requirements: We may disclose data when required by law or to protect the safety of members.

We do not sell personal data to third parties.

8. Security

We implement appropriate technical and organisational measures to protect personal data, including encryption of sensitive fields, access controls, and audit logging. No transmission over the internet is 100% secure; in the event of a breach that risks your rights, we will notify affected members as required by law.

9. Cookies

This platform uses session cookies required for login and security. We do not use advertising or cross-site tracking cookies. You can disable cookies in your browser, but the platform will not function without session cookies.

10. Changes to this policy

We may update this policy periodically. Material changes will be communicated to members via platform notification. The date at the top of this page reflects the most recent revision.