Privacy Policy

Last updated: October 24, 2026

ClubGM ("ClubGM", "we", "us") is a team-management app for youth and amateur sports teams, operated by Matt Hurley in Provo, Utah, USA. This policy explains what information the ClubGM mobile app and website collect, how it is used and shared, and the choices you have.

We do not sell your personal information, we do not share it for cross-context behavioral advertising, and the app shows no ads.

1. Who can use ClubGM

ClubGM accounts are for adults 18 or older: coaches, team administrators and parents/legal guardians. Children do not create accounts. Information about child players is entered by their parent/guardian or by a coach (see section 7).

2. Information we collect

Information you or other team members provide:

• Account details: email address and password (the password is handled by Google Firebase Authentication; we never see it), or your Google account email and name if you sign in with Google.
• Profile: your name, phone number (optional) and profile photo (optional). Photos are resized on your device to about 256 pixels and stored as image data inside our database (Google Cloud Firestore).
• Player information: player names, jersey numbers, positions and photos entered by a parent/guardian or coach, and which parent/guardian has claimed a player.
• Team information: team name, description, colors, team code, member list and roles (admin, coach, guardian, player), and requests to join a team (your name and email are shown to the team’s coaches).
• Schedule information: events (title, date/time, location, uniform, notes, results), RSVPs/availability for each event, and any calendar (iCal/.ics) link a coach adds to import a schedule. The app periodically downloads that calendar to keep events in sync.
• Team chat: messages you send in a team’s chat and when you last read the chat (to show unread counts).
• Agreements and settings: the date and version of the Terms/Privacy Policy you accepted, your 18+ affirmation, onboarding status, and notification preferences.

3. Information collected automatically

• Push notification token: if you allow notifications, an Expo push token for your device is saved to your profile so the app can send team notifications. Local event reminders are scheduled on your device.
• Usage analytics and crash reports (only if enabled in the build): we use PostHog to record a small set of product events (for example "team created", "RSVP", "message sent") linked to a random account ID — never your name, email, phone, messages or photos — plus basic device and app information (device model, operating system, app version, language/locale) and error/crash reports. Session replay is turned off. PostHog may process your IP address to approximate country.
• We do not use advertising identifiers, location tracking, or third-party advertising SDKs.

4. Device permissions

• Photos: only when you choose a profile or player photo.
• Calendar: only when you choose to add team events to your device calendar; this happens on your device and calendar contents are not uploaded.
• Notifications: to deliver event reminders and team notifications. You can turn this off in your device settings.

5. How we use information

• To provide the app: create accounts, run teams, show schedules and rosters, deliver chat and notifications, and import linked schedules.
• To keep the service secure, prevent abuse and enforce our Terms.
• To understand usage and fix bugs (aggregate analytics and crash reports).
• To respond to support and privacy requests.

6. Who can see your information

Information you add to a team (events, RSVPs, chat messages, roster and player details) is visible to that team’s members. Team content is not public: only approved members can read a team, and team codes are private.

Your profile (name, email, phone and photo) can be viewed by other signed-in ClubGM users, including members of your teams, so they can contact you. Do not add a phone number or photo if you do not want them shared.

7. Children’s privacy (COPPA)

ClubGM is not directed to children under 13 and children may not create accounts. When a parent/guardian or coach adds a child’s information (name, jersey number, position, photo), that adult is responsible for having the right to provide it. Coaches should only add players with their parent/guardian’s permission.

Parents/guardians can review, change or delete their child’s information at any time: claim your child on the team roster, then edit the details, remove the photo, or remove the player from the team. You can also ask the team’s coach, or email us at [email protected] and we will delete it.

We do not use children’s information for advertising or analytics profiles, and we do not knowingly collect information directly from children under 13. If we learn we have, we will delete it.

8. Service providers (processors)

We share information only with providers that process it on our behalf to run ClubGM:

• Google Firebase (Authentication and Cloud Firestore database), operated by Google LLC.
• Expo (Expo push notification service), used to deliver notifications.
• PostHog, Inc. (product analytics and error tracking), if enabled.
• Apple App Store and Google Play, which distribute the app under their own privacy policies.

9. When else we share

• If required by law, subpoena or court order, or to protect the safety, rights or property of users or others.
• In connection with a merger or sale of the app, subject to this policy.
• We never sell personal information.

10. Retention and deletion

We keep your information while your account is active. You can delete your account at any time in the app (My Teams → Account → Delete Account) or by following the steps at our account-deletion page. Deleting your account removes your profile and photo, your team chat messages and RSVPs, your join requests, and your memberships; player profiles you claimed are unlinked from you; teams where you are the only member are deleted with their events, messages and player profiles. If you are the only admin of a team with other members, you will be asked to make someone else admin or delete the team first.

Team content that belongs to a team with other members (for example events you created as a coach) stays with that team. Analytics events are kept by PostHog for up to 12 months by default. Residual copies may remain in provider backups for a limited time before being overwritten.

11. Security

Data is encrypted in transit (HTTPS) and at rest by Google Cloud. Database security rules restrict team data to team members. No system is perfectly secure; please use a strong, unique password.

12. Your rights and choices

You can access and update your information in the app, download it by request, and delete your account. Residents of Utah and other U.S. states with privacy laws may have rights to confirm, access, correct, delete and obtain a copy of their personal data and to opt out of sale or targeted advertising (we do neither). Email [email protected] to make a request; we will respond within 45 days.

13. International users

ClubGM is operated from the United States and your information is stored and processed in the U.S.

14. Changes

We will post updates here and update the date above. For material changes we will ask you to review and accept the updated policy in the app.

15. Contact

Matt Hurley, ClubGM — Provo, Utah, USA. Email: [email protected]