Privacy Policy for ClubVerse

Last Updated: October 11, 2026

Introduction

Clubverse LLC, which operates ClubVerse ("we", "our", or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile applications (the "App") and our website, clubverseapp.com, including its public tournament, match, club and player pages (the "Site"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application. Your use of ClubVerse is also governed by our Terms of Service.

Information We Collect

Personal Information You Provide

When you register and use ClubVerse, we collect the following information:

• Account Information: Name, email address, and profile photo (via Google Sign-In)
• Profile Data: Display name, profile picture, and any additional information you choose to provide
• Club Information: Club name, membership details, and role (Admin, Board Member, or Regular Member)
• Contact Information: Phone number (when provided for club communications or member verification)

Automatically Collected Information

When you use the App, we automatically collect:

• Device Information: Device type, operating system version, and unique device identifiers
• Usage Data: App features used, session duration, and interaction with app content
• Log Data: Error logs, crash reports, and performance data

User-Generated Content

We collect and store:

• Events: Event details, RSVP status, attendance records
• Tournament Data: Tournament matches, scores, team assignments, player statistics
• Budget Information: Club budget, expenses, dues, payment records, and receipt images for expense verification
• Chat Messages: Direct messages, group chat messages, team chat conversations, including photos shared in chat
• Notifications: In-app notifications and communications
• Leaderboard Data: Goals, assists, games played, and performance statistics
• Media: Profile photos, chat images, and expense receipt photos
• Payment and transaction information: When you pay a fee in the App, we record what was paid (the amount, what it was for — an event, a tournament entry, a club membership, a fine-wallet top-up or a tournament hosting fee — its status, the date, and a link to the receipt Stripe issues), and any refund request or promo code that relates to it. We never see or store your card number, expiry date, security code or bank account number: those are entered into forms provided by our payment processor, Stripe, and go directly to Stripe. See Card payments (Stripe).

Player Verification (ID, Age and Address)

Some tournaments ask players to confirm who they are, how old they are, or where they live before match day. This section explains that feature specifically, because it is the only part of ClubVerse that handles identity documents.

What we do not keep

• Photographs of your documents. A picture of a passport, I-20, bank statement, utility bill, lease or official mail is uploaded only so the tournament host can read it. It is deleted when the host approves or declines, and a daily automated sweep deletes it within 7 days if no host ever opens it. It is deleted either way — reviewed or not.
• Images of your licence or ID card. When you scan the barcode on a driver licence or state ID, the barcode is read on your own device. No photograph of the card is uploaded, and the licence or ID number is not sent to us or stored.
• Your documents are never shown on your profile, never shared with another club, and are not published on any public tournament page.

What we do keep

The pictures are deleted; the facts the host read off them are kept, because that is what makes a verification reusable and auditable:

• Your date of birth as attested, where a tournament asked for it. This is stored against your ClubVerse account and reused by future tournaments so you do not have to prove your age again.
• A record of the decision: which kind of document was read, the issuing state and expiry of a scanned card, the name shown on the document, any automated checks the barcode failed, a host's note, and who decided and when.
• Your verification status for that tournament, and — on an open category — that your address was confirmed.
• A photograph of you, only if you chose to add one and the host accepted it. It becomes your photo on that tournament's roster so the check-in desk can match your face to it. You can remove it yourself at any time.
• The reason a request was declined, so you can see why and send something else.

Who can see it

While a request is open, the document is visible to the board of the tournament you sent it to. The record described above is available to that tournament's host board and is not part of the public tournament page. Your date of birth is not displayed to other players; tournaments see only whether you meet an age rule.

Your choices

• Verifying in advance is optional. You can instead bring a government ID to the check-in desk on match day.
• Adding a photograph is optional, and you can change or remove it at any time.
• You can ask us to remove a verification record using the contact details below.

How We Use Your Information

Core Functionality

• Creating and managing user accounts
• Authenticating users via Google Sign-In
• Managing club memberships and roles
• Creating and managing events and tournaments
• Tracking game scores and player statistics
• Managing club budgets and financial records
• Facilitating direct messaging and group chat communications
• Sending event notifications and reminders

Service Improvement

• Analyzing app usage to improve features
• Identifying and fixing technical issues
• Developing new features based on user needs
• Preventing fraud and abuse

How We Share Your Information

Within Your Club

• Your profile information, statistics, and activity are visible to other members of your club
• Club admins and board members can view member details, attendance, and financial information
• Chat messages are visible to conversation participants (direct messages are only visible to the two participants, group/team chats are visible to all members of that conversation)

Third-Party Service Providers

Google Services

• Google Sign-In: For authentication (subject to Google Privacy Policy)
• Google Play Services: For app functionality

Firebase (Google)

• Firebase Authentication: For secure user authentication
• Cloud Firestore: For data storage
• Firebase Cloud Messaging: For push notifications
• Firebase Analytics: For usage analytics
• Subject to Firebase Privacy Policy

Stripe (payments)

• Stripe Payments: Processes card payments made in the App; holds your card details, not us
• Stripe Connect: Pays clubs and tournament organizers out and collects their identity and bank details for that
• Subject to the Stripe Privacy Policy

Advertising (Google)

• Google AdMob: Shows ads in the App (see Advertising)
• Google AdSense: Shows ads on public pages of the Site
• Subject to the Google Privacy Policy

Brevo (email and text messages)

• Transactional email: Sends sign-in codes, password-reset, verification and invitation emails
• Text messages (SMS): Sends sign-in and verification codes and account notices to the phone number you give us
• Subject to the Brevo Privacy Policy

All the above categories exclude text messaging originator opt-in data and consent; this information won’t be shared with any third parties.

Card payments (Stripe)

Some things in ClubVerse can be paid for inside the App: a club event's fee, a tournament entry fee, a club's annual membership fee, a fine-wallet top-up, and the fee a club or organizer pays ClubVerse to host an interclub tournament. You can pay by card (including Apple Pay and Google Pay), Cash App Pay, or a debit from a US bank account. Payments are processed by Stripe, Inc. (Stripe's privacy policy).

What Stripe collects

• Your card details, which you type into Stripe's payment form. They are sent to Stripe over an encrypted connection and never pass through ClubVerse's servers.
• Your email address, so Stripe can send you a receipt, and a Stripe customer record tied to your ClubVerse account so a returning payment can offer your saved payment methods.
• If you pay from a bank account: the account and routing details, or the bank login you use to link the account through Stripe, collected by Stripe (and its bank-linking service) to verify and debit the account. ClubVerse never receives them.
• If you pay with Cash App Pay, Apple Pay or Google Pay: what Block, Apple or Google share with Stripe to complete the payment, under their own policies.
• Device and connection information Stripe uses to detect fraud. Stripe processes some of this as an independent controller under its own policy.

What ClubVerse keeps

• A record of each payment: the amount, what it paid for, its status (paid, clearing, refunded, disputed), when it happened, Stripe's identifiers for the payment, and the receipt link. This is what the Payments screen in your profile shows you.
• The club or tournament host you paid can see that you paid, the same way they see a Zelle or cash payment. They never see your card or bank details.
• Refund requests: if you ask for a refund, we keep your reason, when you asked, the decision, who made it and any note they gave. Your reason is shared with the people who decide the request (an event's payment managers, the tournament host or the club's board), and their decision and note are shared with you. Refunds and their amounts are recorded on the payment.
• Disputes: if a payment is disputed with your bank, we record the dispute's status and outcome from Stripe. The club or host you paid can see that the payment is disputed.
• Promo codes: when a promo code is used on a tournament hosting fee, we record the code, the account that used it, the tournament and the discount. To stop codes being guessed, we also keep a count of wrong codes entered by each account in the last 15 minutes; it starts again from zero after that.
• The ClubVerse platform fee included in a payment is shown before you pay and on the receipt.

Hosts who receive payments

A club's board, or the organizer of an independent tournament, can set up a Stripe account through ClubVerse or connect an existing one to receive payments. Stripe collects the identity, business, tax and bank-account details it needs to pay them out, directly on Stripe's own pages and under Stripe's policy. ClubVerse receives only the account's status (whether it can accept charges and payouts, and which payment methods it accepts), never the details behind it. Stripe may issue tax forms, such as Form 1099-K, to hosts who receive payments.

Retention

Payment records, including their refunds, refund requests, disputes and promo code redemptions, are financial records. We keep them for as long as tax and accounting law requires (typically seven years), and they are retained if you delete your account. Everything else about your account is deleted as described under Data Retention.

Advertising

ClubVerse is free to use. To help keep it that way, we may show a small number of ads from Google: in the App through Google AdMob, and on public pages of the Site through Google AdSense. Ads appear only on pages you read, such as fixtures, standings, player statistics and match statistics. They are never shown while you score a match, register, verify your age, check in, pay, or sign in, and they never block what you are doing.

What Google collects when an ad is shown

• IP address, which may be used to estimate your general location
• Device identifiers: on Android, the advertising ID and app set ID; on iOS, an identifier limited to our app. We do not ask for permission to track you on iOS, so the iOS advertising identifier (IDFA) is not used.
• Ad interactions: which ads were shown and whether they were tapped
• Diagnostic and performance information about the ad itself

Google uses this information to show and measure ads and to prevent fraud. We do not give Google your name, email address, phone number, club, roster, verification documents, date of birth or messages.

Cookies on the Site

Third-party vendors, including Google, use cookies to serve ads based on a user's prior visits to this website or other websites. Google's use of advertising cookies enables it and its partners to serve ads to users based on their visits to this site and/or other sites on the Internet. Learn more in How Google uses information from sites or apps that use our services.

Your choices

• Personalized ads: opt out at Google Ads Settings.
• Android: reset or delete your advertising ID in your device's Settings (usually Settings › Privacy › Ads).
• iOS: ClubVerse does not ask for tracking permission, so ads in the iOS App are not personalized using your activity in other companies' apps and websites.
• EEA, UK and Switzerland: we ask for your consent before ads use cookies or device identifiers. You can change your choice at any time from Privacy & ad choices in the App's Settings, or from the privacy link on the Site.
• US states with privacy laws: you can opt out of the sale or sharing of your personal information for targeted advertising from Privacy & ad choices. On the Site, a Global Privacy Control signal from your browser is treated as that opt-out, and only non-personalized ads are shown.

Sponsor banners

Sponsor banners on a tournament page are chosen by that tournament's host or by ClubVerse. They are not Google ads, and showing one shares nothing about you with the sponsor. When you tap a sponsor banner we only count the tap.

Data Storage and Security

Data Storage

• All data is stored securely using Google Cloud Firestore
• Data is encrypted in transit using HTTPS/TLS
• Data is encrypted at rest on Firebase servers
• Servers are located in Google Cloud data centers

Security Measures

• Secure authentication via Google Sign-In
• Role-based access control (Admin, Board, Member)
• Regular security updates
• Automated backups

Data Retention

• Account data is retained while your account is active
• You can request account deletion at any time
• After deletion, some data may be retained for legal/accounting purposes for up to 90 days
• Card payment records are the other exception: a record of what you paid, when and for what is kept for as long as tax and accounting law requires (typically seven years), including after your account is deleted. It contains no card details. See Card payments (Stripe).
• Anonymous analytics data may be retained indefinitely
• Verification documents are the exception and are not kept at all: a photographed document is deleted when the tournament host decides, and within 7 days regardless of whether anyone reviewed it. You do not have to ask for that, and it happens whether or not you delete your account.
• What a verification leaves behind — the attested date of birth, the record of the decision, and an accepted photo — is retained while your account is active and is removed when your account is deleted, or earlier if you ask.

Your Privacy Rights

Access and Control

You have the right to:

• Access your personal information
• Update or correct your information
• Delete your account and associated data
• Request deletion of specific data without deleting your account
• Export your data
• Opt-out of push notifications

How to Exercise Your Rights

• Update Profile: Edit your profile in the app settings
• Delete Account: Request Account Deletion
• Delete Specific Data: Request Partial Data Deletion
• Data Export: Request via email at [email protected]
• Disable Notifications: Manage in device settings or app settings

Types of Data You Can Delete Without Closing Your Account

• Profile information (name, photo)
• Event participation history
• Tournament statistics and game records
• Club membership history
• Budget and financial records (a club's own bookkeeping — not the card payment records described above, which we are required to keep)
• Chat messages and conversation history
• Notifications
• Your verification record and attested date of birth, and any photo you added to a tournament roster

Removing a verification means future tournaments will ask you to prove your age again, or you can bring a government ID to the check-in desk instead. You can remove a tournament photo yourself at any time from that tournament's verification card, without contacting us.

Children's Privacy

ClubVerse is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

Ads are not directed at children. We ask Google to limit ads to content suitable for a general audience and to exclude categories such as gambling and dating.

Push Notifications

We use Firebase Cloud Messaging to send:

• Event reminders and updates
• Match schedules and results
• Tournament notifications
• Club invitations
• Budget alerts
• New message notifications

You can disable push notifications in your device settings at any time.

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale or sharing of personal information
• Right to request deletion of personal information
• Right to non-discrimination for exercising your rights

Note: We do not sell your personal information for money. Showing Google ads may count as "sharing" personal information (such as device identifiers and ad interactions) for cross-context behavioral advertising under California law. You can opt out as described in Advertising.

GDPR Rights (European Users)

If you are in the European Economic Area (EEA), you have rights under GDPR:

• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Rights related to automated decision-making

To exercise these rights, contact us at [email protected].

Contact Us

Summary of Information We Collect

Category	Data Type	Purpose	Third Party
Account	Name, Email, Photo	Authentication	Google
Profile	User details	App functionality	Firebase
Club Data	Membership, Role	Access control	Firebase
Events	Events, RSVPs	Event management	Firebase
Tournament	Matches, Scores	Tournament tracking	Firebase
Budget	Financial records	Budget management	Firebase
Statistics	Goals, Assists	Leaderboards	Firebase
Chat Messages	Direct & group messages	Communication	Firebase
Device	Device info	Analytics	Firebase Analytics
Notifications	Push tokens	Notifications	Firebase Cloud Messaging
Advertising	IP address, device and advertising identifiers, ad interactions, cookies (Site)	Showing and measuring ads, fraud prevention	Google AdMob / AdSense
Payments	Card or bank account details (entered into Stripe's forms, never stored by us), email for receipts, device data for fraud checks	Processing card payments	Stripe
Payment history	Amount, purpose, status, date, receipt link	Your payment history; required financial records	Firebase (Stripe holds the payment itself)
Refund requests and disputes	Your reason, the decision, who decided it and their note; dispute status	Deciding and recording refunds; handling disputes	Firebase; shared with the club or host you paid
Promo codes	Code used, account, tournament, discount; a 15-minute count of wrong codes	Applying discounts; preventing code guessing	Firebase
Payouts (hosts)	Identity, business and bank details	Paying clubs and organizers out	Stripe Connect (collected by Stripe directly)