Privacy Policy

• Account details: names, email addresses, phone numbers and roles of club admins, coaches, parents and athletes.
• Athlete information a club adds: such as name, birthdate, age group, team, jersey number, position, photos, documents and tryout evaluations.
• Signup and event information: what families enter on a club's signup forms.
• New club setup: what you type on our "Start your club" form (club name, city, team count, your name, email and phone), saved as you go — even if you don't finish — so we can help if you get stuck.
• Messages and posts sent inside a club's site.
• Payment records: amounts, dates and methods. Card details are entered on and stored by Stripe, never by VolleyClubHQ.
• Uniform orders: sizes, and the name spelling a parent confirms.
• Public sign-ups: names and emails people enter on a club's public pages (for example, “Get notified about future events”).
• Files a club uploads, such as event flyers, documents and photos.
• Device information: if someone turns on notifications, a technical address for their browser or phone so we can deliver them; and basic device details when something like the camera doesn't work, to help fix it.
• Usage information: such as when someone last signed in, to help clubs and to keep the service secure.

Only to run VolleyClubHQ for clubs and their members: showing each person what their club shares with them, sending the club's messages and emails, processing payments, keeping accounts secure, and providing support. We don't sell personal information, and we don't use it for advertising.

• Club admins see their own club's information; coaches see their own teams; families see their own children.
• One club can never see another club's information.
• Service providers we rely on to run VolleyClubHQ, under their own privacy and security commitments: Amazon Web Services (hosting, storage and email), Stripe (payments), Amazon Bedrock with Anthropic's Claude (reading the event flyers a club uploads — only the flyer itself is sent), Google (only to read Google Sheets a club chooses to link), and the browser and phone notification services (Apple, Google, Mozilla, Microsoft) that deliver notifications people turn on.
• VolleyClubHQ staff, only as needed to support a club or keep the service running.
• Authorities, if required by law.

Clubs use VolleyClubHQ for youth sports, so it holds information about minors. That information is provided by the club and by parents or guardians. Athlete accounts are only for athletes 13 and older, added by their club with a parent or guardian on the same account; athletes are never in private chats with adults and are never emailed without a parent included. Parents can ask their club to review, correct or delete their child's information.

Club emails are sent under the club's name. Every non-account email includes a one-click unsubscribe link, and unsubscribes are honored right away.

A club's Upcoming Public Events page and sign-up pages are public: they show the event details and flyers the club chooses to share, never anyone's personal information. Sign-in uses cookies to keep you signed in (for up to 30 days, or until the browser closes on a device marked as shared).

Information is stored with encryption, sign-in is protected, and access is limited by role. We keep a club's information while it uses VolleyClubHQ; after a subscription ends it may be deleted 90 days later unless the club renews. Clubs can export their data at any time.

To see, correct or delete your information, ask your club's admin. You can also reach us through our Help page.

If we change this policy in a significant way, we'll let club administrators know before it takes effect.