ClubsHQ ("we") runs a web and mobile service that gaming communities use to organise their clubs: rosters, matches, statistics, forums and related features. This policy explains what we collect, why, and what you can do about it. It applies to the website, the organization subdomains and the iOS and Android apps.
What we collect
- Account details: your name and email address, and a password if you choose one. If you sign in with Discord we receive your Discord id, username and avatar from Discord.
- Club data: the gamertag, positions, availability and city/country you or your club enter; match results and the per-match statistics and ratings your club records for you (by hand, by CSV, or read from the end-of-match screenshot they upload).
- Content you post: forum posts, GIF links, stream links, Versus challenges and notes.
- Images: avatars and club logos you upload.
- Device data: a push-notification token for each device where you enable notifications, your language and timezone preferences, and standard server logs (IP address, browser, pages requested) kept for security and debugging.
We do not collect location, contacts, health, financial or advertising identifiers, and we do not track you across other apps or websites.
Why we use it
- To run the service: sign you in, show your organization, compute the scores and values your club sees, deliver notifications you opted into.
- To keep it safe: rate limiting, abuse prevention, debugging.
- To power optional AI features (analyst reports, screenshot reading) only when your organization has switched them on: match statistics and uploaded screenshots are sent to Anthropic's API to be analysed. No account details are sent, and Anthropic does not train on API data.
We do not sell personal data, we do not use it for advertising, and we never sell or give match data to betting or gambling operators. The forum's GIF search is provided by KLIPY and may show ads inside the GIF picker; those requests go from your browser to KLIPY and are governed by KLIPY's own policy.
Who can see what
Your organization's admins and members can see your club profile, statistics and posts within that organization. Detailed analytics are visible to you and to members your organization has given the "view analytics" permission. Platform administrators (the people who run ClubsHQ) can access data to operate the service and resolve disputes. Nothing is public without an account.
Where it lives and how long
Data is stored on Render (application and database) and Cloudflare R2 (uploaded images), in the United States, encrypted in transit. Per-organization AI keys are encrypted at rest. We keep your data while your account exists. Server logs are kept for up to 30 days.
Your choices
- Notifications: choose what you receive on your profile; disable push per device at any time.
- Correct or export: edit your profile and player details in the app, or ask your organization's admin; ask us for a copy of your data at the address below.
- Delete your account: Profile → Delete account (web and app). Your name, email, Discord link, avatar and sign-ins are removed permanently. Match statistics and posts stay attributed to "Deleted member" so your club's history still adds up; they are removed when the organization is deleted.
Children
The service is for people aged 13 and over (16 in the EU), which is also Discord's minimum. We do not knowingly keep accounts for younger children; tell us and we will remove them.
Third parties we rely on
Discord (sign-in), Render (hosting), Cloudflare (file storage, DNS), Apple and Google (push notifications on their devices), Anthropic (optional AI features), KLIPY (GIF search and ads in the picker), Sentry (error reports: what broke, with your account number but not your name or email). Each processes data only to provide that service to us.
Changes and contact
If this policy changes materially we will note the date above and tell organization admins. Questions or requests: hello@clubshq.games.