MyClubHub Privacy Policy

1. Introduction

At SportsTrainerConnect / STC (“we”, “us”, or “our”), we respect your privacy and are committed to protecting personal information processed through MyClubHub.

This Privacy Policy explains how we collect, use, store, share, protect, retain and delete personal information when you visit our website, use MyClubHub, interact with SportsTrainerConnect services, contact us for support, request a demo, or communicate with us.

By using our website, MyClubHub, or related services, you agree to the collection and use of information as described in this Privacy Policy.

2. Who This Policy Applies To

This Privacy Policy applies to:

• Clubs, instructors, academies, associations, schools, organisations and businesses using MyClubHub.
• Owners, administrators, staff, instructors, examiners, coaches and authorised users.
• Members, students, parents, guardians, emergency contacts and billing contacts whose information is processed through MyClubHub.
• Visitors to our websites, marketing pages and landing pages.
• Users who contact us for support, sales enquiries, demos, billing, technical assistance or information.

3. Definitions

“MyClubHub”, “Platform”, or “Service” means the online club management platform, including websites, portals, dashboards, billing tools, attendance tools, grading tools, event tools, communication tools, reports, integrations, workflow tools and related services.

“STC”, “SportsTrainerConnect”, “we”, “us”, or “our” means SportsTrainerConnect and/or the legal entity operating MyClubHub.

“Client”, “you”, or “your” means the club, instructor, academy, business, association, organisation or person using MyClubHub.

“Authorised Users” means owners, instructors, administrators, examiners, staff, members, parents, guardians or any other users given access to the Platform.

“Member Data” means information uploaded, stored, processed or managed through MyClubHub, including member details, parent or guardian details, contact information, attendance records, grading records, event entries, invoices, billing information, payment records, documents and communication records.

4. About MyClubHub

MyClubHub is a cloud-based club management platform used to assist with:

• Member registration and administration.
• Attendance tracking.
• Grading and examiner management.
• Event and competition management.
• Billing, invoicing, debit order dates and linked member billing.
• WhatsApp, email and other communication tools.
• Reporting, document storage and operational record keeping.
• Workflow automation and club administration processes.

MyClubHub is a software administration tool. It does not replace the Client’s own legal, accounting, tax, financial, safeguarding, debit order, banking, consumer protection or compliance responsibilities.

5. Responsible Party and Operator Roles

In most cases, the club or organisation using MyClubHub is the Responsible Party under the Protection of Personal Information Act, 4 of 2013 (“POPIA”) because the club decides why personal information is collected and how it is used.

In most cases, STC acts as an Operator because we process personal information on behalf of the Client to provide, support, secure, maintain and improve MyClubHub.

Where we collect personal information directly for our own purposes, such as sales enquiries, support requests, billing, account administration, platform security or legal compliance, STC may act as the Responsible Party for that information.

As Operator, STC will take reasonable steps to process Member Data only as required to provide, support, secure, maintain and improve the Platform; keep Member Data confidential; apply reasonable technical and organisational safeguards; limit access to persons or service providers who require access; notify the Client if STC becomes aware of a security compromise affecting Member Data; and reasonably assist the Client with lawful data requests or security incidents.

6. Information We Collect

6.1 Club and Account Information

This may include:

• Club, academy, school, association or organisation name.
• Instructor, owner, administrator or contact person details.
• Business, billing and subscription details.
• Contact details, including email addresses and phone numbers.
• Login details, user roles and account permissions.
• Support requests, sales enquiries and communication history.
• Subscription package, payment status and account administration records.

6.2 Member, Student, Parent and Guardian Information

This may include:

• Name and surname.
• Date of birth, age or age group.
• Contact details.
• Parent, guardian and emergency contact details.
• Membership status and membership history.
• Class, division, group, branch, martial art, sport or activity information.
• Attendance records.
• Grading records, ranks, qualifications and examiner information.
• Event and competition entries.
• Notes, documents or records uploaded by the Client.
• Communication preferences, opt-ins and opt-outs where recorded.

6.3 Billing and Payment Administration Information

This may include:

• Invoice details.
• Billing amounts and fee records.
• Payment status and payment references.
• Linked member or family billing details.
• Debit order day or billing date.
• Transaction records received from payment, debit order or banking providers.
• Billing disputes, reversals, refunds, allocations or audit records.

Unless agreed in writing, STC does not act as a bank, payment processor, debt collector, accountant, tax adviser or financial adviser. Payment and debit order processing may be handled by third-party providers.

6.4 Communication Information

Where communication tools are used, we may process:

• Email addresses.
• Mobile numbers and WhatsApp numbers.
• Message templates and message content.
• Delivery statuses and platform responses.
• Communication logs.
• Opt-in and opt-out preferences where recorded.
• Support and enquiry correspondence.

The Client remains responsible for ensuring that it has the correct consent or lawful basis to contact members, parents, guardians, staff or other recipients.

6.5 Website, Technical and Security Information

When you use our website or platform, we may collect technical information such as:

• IP address.
• Browser type.
• Device information.
• Operating system.
• Login activity and session information.
• Pages visited and features used.
• Date and time of access.
• Cookies and similar tracking information.
• Error logs, audit logs, activity logs and security logs.

We log access to accounts by information such as IP address, browser and operating system so that we can help verify unauthorised access, troubleshoot issues, support security investigations and maintain platform integrity, for as long as those logs are kept.

7. How We Use Personal Information

We use personal information to:

• Provide, operate, maintain and improve MyClubHub.
• Create and manage user accounts.
• Support club administration and member management.
• Process attendance, grading, event, billing, invoicing and communication records.
• Provide support and respond to enquiries.
• Send service-related messages, notices and updates.
• Manage subscriptions, invoices, fees and account administration.
• Improve platform functionality, reliability, reporting and security.
• Detect, prevent and investigate misuse, fraud, spam, security risks or technical issues.
• Maintain audit records and operational records.
• Comply with legal, regulatory, tax, accounting and operational obligations.

Where permitted, we may also use limited contact information to send product updates, release notes, service notices or information about relevant MyClubHub or SportsTrainerConnect features.

8. Support Access to Accounts and Uploaded Files

The privacy of your data is important to us. While SportsTrainerConnect processes your data, we will only access your account where reasonably necessary to help you with a support request, resolve a software bug, investigate a security or platform issue, assist with billing or account administration, or comply with a legal obligation.

We will not open uploaded files, documents or member records for general browsing. We will only access uploaded files where you ask us to do so, where access is reasonably required to resolve a support issue you have reported, where access is necessary for security, legal or operational reasons, or where otherwise permitted by law.

Users of MyClubHub can store different types of information in the Platform. STC does not generally know, monitor or review all data stored by Clients. Member Data is used by the Client, account owner and authorised users as they intend to use it, subject to this Privacy Policy and the applicable Terms and Conditions.

9. Client Responsibilities

The Client is responsible for:

• The accuracy of all information loaded onto MyClubHub.
• Ensuring it has the required permission, consent, mandate or lawful basis to collect and process Member Data.
• Notifying individuals how their personal information will be handled where required.
• Managing its own club rules, membership agreements, cancellation rules, grading requirements, fees and attendance policies.
• Reviewing billing, debit order, invoice, grading, attendance and event information before relying on it.
• Ensuring Authorised Users comply with applicable privacy, security and platform rules.
• Respecting opt-outs and communication preferences.
• Keeping its own records and backups where required for business or legal obligations.
• Responding to member, parent, guardian or other data subject requests where the Client is the Responsible Party.

10. Direct Marketing and Communication Consent

We may send marketing or promotional communication only where permitted by law or where consent has been provided.

Where Clients use MyClubHub to send WhatsApp, email, SMS or other messages, the Client is responsible for ensuring that:

• Recipients may lawfully be contacted.
• Any required consent has been obtained.
• Marketing messages comply with applicable direct marketing rules.
• Opt-out or unsubscribe requests are respected.
• Communication content is accurate and lawful.
• The Platform is not used for spam, harassment, misleading messages or unauthorised marketing.

We may restrict or suspend communication features if we believe they are being misused or may create legal, technical, reputational or platform risk.

11. Use of Client Name, Club Name or Company Name

We will not sell your personal information to third parties. We will not use your name, club name, company name, organisation name, logo or identifiable account information in marketing statements, public case studies or promotional material unless you have publicly shared that information or expressly given us permission to do so.

12. Cookies and Similar Technologies

Our website and platform may use cookies, web beacons and similar technologies to:

• Keep users logged in.
• Improve website and platform performance.
• Remember user preferences.
• Analyse usage and improve the user experience.
• Measure general website performance and conversion rates.
• Support security, fraud prevention and technical troubleshooting.

MyClubHub or SportsTrainerConnect websites may include embedded social, sharing, analytics or third-party features. These third-party services may set their own cookies when you are logged into their services or interact with their tools. We do not control the setting of cookies by third-party websites. You should review third-party cookie and privacy policies for more information.

You may disable cookies in your browser settings, but this may affect the functionality of the website or platform.

13. Data Ownership

The club or organisation using MyClubHub remains responsible for the personal information and records it uploads, collects or manages through the Platform.

We do not claim ownership of Member Data.

We process Member Data only as required to provide, support, secure, maintain and improve MyClubHub, or as otherwise required by law or agreed with the Client.

14. Sharing of Information

We do not sell personal information.

We may share personal information only where reasonably required, including:

• To provide products, services, support or integrations requested by the Client.
• With trusted service providers where required to provide, host, support, secure, maintain or improve the Platform.
• With payment, debit order, banking, email, WhatsApp, messaging, hosting, analytics, monitoring, development or support providers where required.
• With professional advisers where required.
• To investigate, prevent or take action regarding illegal activities, suspected fraud, security risks, spam, abuse, technical issues, violations of the Terms and Conditions, or situations involving potential threats to safety.
• Where required by law, court order, regulator, legal process or competent authority.
• To protect our rights, users, Platform, systems or the public.

These providers may only process information as required to provide their services to us or to the Client, subject to applicable law and appropriate confidentiality or processing obligations.

15. Third-Party Services and Vendors

MyClubHub may integrate with or rely on third-party services, including payment gateways, banks, debit order providers, WhatsApp providers, email providers, hosting providers, analytics tools, authentication services, monitoring services, storage providers and support tools.

Third-party services are governed by their own privacy policies, terms, security practices, pricing, availability and service rules. We are not responsible for privacy practices, service failures, account blocks, delays, data errors, pricing changes or outages of third-party services that are outside our control.

SportsTrainerConnect uses third-party vendors and hosting partners to provide the hardware, software, networking, storage, communication and related technology required to provide our services. A current list of vendor categories or providers may be made available on reasonable request, subject to security and confidentiality considerations.

16. Security

We take reasonable technical and organisational measures to protect personal information against loss, damage, unauthorised access, unauthorised processing, unlawful disclosure or misuse.

These measures may include:

• Access controls.
• User permissions.
• Password protection.
• Secure hosting.
• System monitoring.
• Backups.
• Encryption where appropriate.
• Security logging.
• Audit logs.
• Internal confidentiality controls.

All data transmitted between our servers and your browser should be protected using SSL/TLS or similar secure transport technology where supported. Database backups are encrypted where technically and operationally supported by the applicable systems and hosting providers.

No online system can be guaranteed to be completely secure. The Client must also take reasonable security steps, including using strong passwords, managing user roles, removing former staff access, checking administrator access regularly and reporting suspected security issues promptly.

17. Security Incidents and Breach Notifications

SportsTrainerConnect maintains internal processes for handling suspected security incidents. If we become aware of a security incident that may materially affect personal information processed through MyClubHub, we will take reasonable steps to investigate, contain and respond to the incident.

Where required, we will notify affected Clients or relevant parties in line with applicable law and our role in relation to the information.

The Client remains responsible for any notices it may need to send to its own members, parents, guardians, staff or other affected persons where the Client is the Responsible Party, unless otherwise required by law or agreed in writing.

18. Law Enforcement and Legal Requests

We may be required to disclose personal information in response to a lawful request by public authorities, regulators, law enforcement, courts or other competent bodies.

SportsTrainerConnect will not voluntarily hand over Client or Member Data to law enforcement unless legally required, required by court order, required by a competent authority, or reasonably necessary to protect rights, safety, security, systems or the public.

Unless we are legally prevented from doing so, or unless notice would create a security, safety, legal or operational risk, we will try to inform the affected Client when such a request relating to its account or Member Data is made.

19. Information Relating to Children

MyClubHub may process personal information relating to minors because many clubs manage junior members or students.

Where a minor’s information is uploaded or processed by a Client, the Client is responsible for ensuring that it has the required consent or lawful basis, including consent from a parent, guardian or legally authorised person where required.

The Client must not upload information relating to a minor unless it has the legal right to do so. We do not knowingly collect children’s personal information directly for marketing purposes.

20. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless longer retention is required or allowed by law.

Retention periods may depend on:

• The Client’s active subscription.
• Legal, tax, accounting or regulatory obligations.
• Backup and disaster recovery processes.
• Support, dispute, security, audit or fraud-prevention requirements.
• Written agreements with the Client.
• Technical limitations and operational requirements.

When information is no longer required, we may delete, anonymise or securely archive it where appropriate.

21. Cancelled Accounts and Deleted Data

Because former clients may return to SportsTrainerConnect or MyClubHub, we may retain cancelled account data for a reasonable period after cancellation, unless deletion is requested, required by law, agreed in writing, or required under our retention practices.

If you prefer to have your account data purged, you may specifically request deletion by contacting support@SportsTrainerConnect.net. Deletion requests may be subject to legal retention obligations, outstanding fees, account ownership checks, technical feasibility, backup processes, disputes, security requirements and the rights of other persons.

Deleted or purged data may still remain temporarily in backups or disaster recovery systems until those backups expire or are overwritten in line with our backup practices.

22. Data Export and Deletion Requests

Clients may request export or deletion of available account data, subject to:

• Account status.
• Outstanding fees.
• Technical feasibility.
• Legal retention obligations.
• Backup and disaster recovery limitations.
• Account ownership or authority checks.
• The rights of other persons.

Members, parents, guardians or other individuals who want access to, correction of or deletion of their information may be directed to the relevant club where the club is the Responsible Party.

23. Cross-Border Transfers

Our platform, hosting providers, communication providers, payment providers, support providers or other service providers may process or store information outside South Africa.

Where personal information is transferred outside South Africa, we will take reasonable steps to ensure appropriate safeguards are in place as required by applicable law.

24. Your Rights

Subject to applicable law, you may have the right to:

• Ask what personal information is held about you.
• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of information where legally allowed.
• Object to certain processing.
• Withdraw consent where processing is based on consent.
• Submit a complaint to the South African Information Regulator.

Where STC acts as Operator for a Client, we may refer your request to the relevant Client as the Responsible Party.

25. POPIA and Data Protection Readiness

POPIA regulates the processing of personal information in South Africa and protects the privacy rights of individuals.

SportsTrainerConnect has structured this Privacy Policy to support South African data protection requirements and to assist Clients who use MyClubHub to manage member, parent, guardian, billing and club administration records.

As a Client and Responsible Party, you remain responsible for ensuring compliance with the key requirements of POPIA, including notifying individuals of how their personal information is handled, obtaining consent where appropriate, maintaining lawful processing grounds, addressing access and correction requests, and implementing suitable safeguards.

SportsTrainerConnect will provide reasonable assistance where possible and appropriate, including tools or processes to assist Clients in handling requests for access, correction, rectification or deletion. However, the Client remains responsible for its own compliance obligations.

26. Links to Other Websites

Our website or platform may contain links to third-party websites, social networks, payment pages, support tools or services.

We are not responsible for the privacy practices, content, security or policies of third-party websites or services. You should review the privacy policy of any third-party website or service you visit.

27. Business Transfer, Merger or Acquisition

If SportsTrainerConnect, MyClubHub or the business operating the Platform is acquired by, merged with, restructured, sold to, or transferred to another company or entity, personal information may be transferred as part of that transaction.

Where reasonably practical and legally permitted, we will notify affected Clients before information is transferred and becomes subject to a materially different privacy policy.

28. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will apply from the date it is published or otherwise communicated.

Where practical, we will notify the account owner of significant changes by email, platform notice, website notice or another reasonable method.

Your continued use of the website, MyClubHub or related SportsTrainerConnect services after an updated Privacy Policy is published means that you accept the updated policy.

29. Contact Us

For questions, requests, complaints, cancellation requests, data requests or privacy-related enquiries, contact:

SportsTrainerConnect / MyClubHub
Email: support@SportsTrainerConnect.net
Website: https://myclubhub.co.za/
Business Address: Gauteng, Edenvale
Registration Number: 2024/006967/07

You may also contact the South African Information Regulator if you believe your personal information rights have been infringed.