SoccerClubHQ is operated by SG Birch Services Limited, a company registered in England and Wales (company no. 14060826, registered office: 82a James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE). SoccerClubHQ is part of the Clubly FC product family. References to "SoccerClubHQ," "we," "us," or "our" in this policy refer to SG Birch Services Limited. You can reach our privacy team at hello@soccerclubhq.com.
SoccerClubHQ provides website, team-management, and dues-collection tools for youth soccer clubs. This policy explains what we collect, how we use it, and the choices you have. By using our services, you agree to this policy.
Information we collect
- Club & account information — names, email addresses, and contact details of coaches, administrators, and parents who create accounts.
- Player information — entered by clubs and parents to manage teams and rosters (such as name, age group, jersey number, and team assignment).
- Payment information — processed securely by our payment provider, Stripe. We do not store full card or bank-account numbers on our systems.
- Usage data — basic, standard log and device information used to operate, secure, and improve the service.
Children's privacy (COPPA)
The role of SoccerClubHQ. SoccerClubHQ is a platform that your club uses to manage its own roster, scheduling, communications, and dues. With respect to any personal information of a child under 13, your club is the "operator" under the Children's Online Privacy Protection Act (COPPA, 15 U.S.C. §§ 6501–6506, 16 CFR Part 312). SoccerClubHQ acts as a service provider, processing children's information on the club's behalf and in accordance with the club's instructions. This Privacy Policy and our Terms describe that role; for the specific notice required by 16 CFR § 312.4, please refer to the privacy notice provided to you by your child's club.
What is collected about a child: first and last name, date of birth, jersey number, playing position, team assignment, and (optionally) a profile photo. Children cannot create accounts on their own; only the club's authorized administrators or a parent/guardian acting on the club's instructions can add a child to the service.
How it is used: solely to provide the club's services — operating the roster, scheduling, communications, and dues collection. We do not use children's information for advertising, profiling, training machine-learning models, or any secondary purpose. We never sell or rent children's information. We share it only with the operating club and with the service providers strictly necessary to run the platform (our hosting provider AWS, our email provider Amazon SES, and our payments processor Stripe).
Verifiable parental consent — obtained by the club. Verifiable parental consent under 16 CFR § 312.5 is obtained by the club before the child is enrolled in the service. The club is responsible for choosing a consent method appropriate to its context (for example, a signed registration form, a credit card transaction, or another method permitted by the rule). The "consent recorded" indicator, parent name, and timestamp captured in the SoccerClubHQ admin interface are the club's own audit-trail record of the consent it collected off-platform. SoccerClubHQ does not verify, validate, or assume responsibility for the consent process the club operates.
Parental rights — exercised through the club. A parent or guardian can at any time (i) review the information held about their child, (ii) ask for it to be corrected or updated, (iii) ask for it to be deleted, and (iv) refuse to permit further collection or use of it. Because the club is the operator under COPPA, requests should be directed to the child's club administrator. If the club is unresponsive, or if you need to escalate, you can also contact us at hello@soccerclubhq.com and we will assist the club in honoring the request. Active platform access to a child's record ends within 30 days of a confirmed deletion request; the club's COPPA consent record is retained as required by 16 CFR § 312.10.
Photo handling: player photos are uploaded by a club administrator or, where the club has obtained appropriate consent, by a parent. Photos are scanned by automated image moderation on upload and are only visible inside the club's own site and admin tools subject to the public-visibility flags the club configures per player. We do not list children's profiles in any public directory, and we do not use children's photos for marketing or to train machine-learning systems.
FTC's COPPA hotline: for more information about COPPA, visit ftc.gov/business-guidance/privacy-security/childrens-privacy.
How we use information
- To provide and operate club websites, rosters, communications, and dues collection.
- To process payments and registrations through Stripe.
- To secure the service, prevent fraud, and meet legal obligations.
- To respond to support requests and improve our product.
We do not sell your personal information, and we do not share it except with service providers (like Stripe and our hosting/email providers) needed to run the service, or where required by law.
Payments
Dues, registration fees, and store purchases are processed by Stripe and deposited into your club's connected bank account. Your use of payments is also subject to Stripe's terms and privacy policy. SoccerClubHQ never holds your club's funds.
Your rights
Depending on where you live, you may have the right to access, correct, or delete your personal information, and to opt out of certain sharing. To exercise any right, email hello@soccerclubhq.com and we'll respond as required by law.
California privacy rights (CCPA / CPRA)
This section applies to California residents and supplements the rest of this policy. The California Consumer Privacy Act, as amended by the California Privacy Rights Act, gives California residents specific rights over their personal information.
Categories of personal information we collect. In the past 12 months we have collected the following categories of personal information, defined by Cal. Civ. Code § 1798.140:
- Identifiers — name, email address, account ID, IP address.
- Customer records — contact details for club administrators, coaches, and parents.
- Commercial information — subscription tier and payment receipts (via Stripe; we do not store card numbers).
- Internet activity — basic log data and device information.
- Sensitive personal information — children's information (name, date of birth, jersey number, position, photo) collected from or on behalf of a parent/guardian.
Sources. Directly from the user creating the account; from a parent or club administrator adding a player; from Stripe (payment status).
Purposes. To operate the service, process payments, communicate transactional messages, secure the platform, and meet legal obligations. We do not use personal information for any purpose materially different from what is described in this policy.
Sale / sharing / targeted advertising. We do not sell personal information, share it for cross-context behavioral advertising, or use sensitive personal information to infer characteristics about you. We have not done so in the past 12 months and have no plans to do so. Because we do not sell or share, there is no "Do Not Sell or Share My Personal Information" link to provide — but you may still submit any of the requests below.
Your California rights. California residents have the right to: (i) know what personal information we have collected and how we use it; (ii) request a copy of that information; (iii) correct inaccurate information; (iv) request deletion; (v) limit the use of sensitive personal information; (vi) not be discriminated against for exercising these rights.
How to exercise your rights. Email hello@soccerclubhq.com with the subject line "California Privacy Request" and tell us which right you're exercising. We will verify your identity by confirming control of the account email, and we will respond within 45 days (extendable once by another 45 days if needed). You may also use an authorized agent — we'll need written permission from you confirming that.
Children under 16. We do not sell or share personal information about anyone under 16, and we apply the COPPA verifiable-parental-consent rules described above to anyone under 13.
Data retention & security
We keep personal information for as long as a club uses the service and for a reasonable period afterward to meet legal, tax, and operational needs (typically up to 7 years for payment records as required by IRS rules; up to 30 days for active children's records after a deletion request). When a child's profile is deleted by a parent, club, or by us on account closure, we remove the child's personal information from active systems within 30 days. Backups containing the data are overwritten on our normal backup cycle (typically within 90 days).
We use industry-standard safeguards to protect data, though no system is perfectly secure.
Changes
We may update this policy as the product and our legal obligations evolve. Material changes will be posted here with an updated date.
Contact
Questions about privacy? Email us at hello@soccerclubhq.com.