Privacy Notice

A Club normally controls the member, parent or guardian, volunteer, team, fixture, attendance, communication, form and club-operation information it enters into ClubOS. Bytecode processes that information for the Club to provide, secure and support the service under the ClubOS Data Processing Agreement.

Questions about a Club's use of member information should normally be directed to that Club. We will assist the Club with relevant requests as required by the Data Processing Agreement.

Bytecode acts as controller for ClubOS account and subscription contacts, billing and agreement records, product-site and walkthrough enquiries, security and access logs, support correspondence, service-operation records and information needed to meet our own legal obligations.

Depending on the context, we rely on performance of a contract, steps requested before a contract, our legitimate interests in operating and securing ClubOS, compliance with legal obligations, or consent where the law specifically requires it.

This may include names, contact details, organisation and role information, authenticated account identifiers, subscription and payment metadata, agreement-acceptance evidence, support messages, device and request information, security events, audit records, uploaded content and operational telemetry.

Payment card details are handled by Stripe or the relevant payment provider and are not stored by ClubOS. Clubs may choose to use features that contain children's, welfare, accessibility or other sensitive information; those records remain subject to the Club's instructions and access controls.

We use information to provide tenant-specific services, authenticate users, administer subscriptions and agreements, deliver transactional communications, provide support, maintain audit trails, monitor reliability, prevent abuse, investigate incidents, improve ClubOS and comply with law.

We do not sell personal information. We do not use Club member records for third-party advertising.

We use providers for hosting, authentication, storage, email, monitoring, payments, support and optional integrations. Principal providers and categories are described in the Data Processing Agreement. Information is shared only where needed for those purposes, a Club-enabled integration, legal compliance or protection of the service.

Where information is transferred outside the United Kingdom, we use an applicable adequacy decision or contractual and organisational safeguards required by UK data-protection law.

When you send an enquiry, Formspree processes the name, email address, club, country, optional phone number and message you provide, along with request information such as your IP address, to filter spam, store the enquiry and deliver it to our team by email. We use these details to respond to your request, not to automatically subscribe you to marketing. You can instead email admin@cluboss.co.uk directly.

If you book a ClubOS walkthrough through our embedded Cal.com scheduler, Cal.com, Inc. receives the details you enter to arrange the meeting, normally your name, email address, time zone, selected time, any notes you add, and request information such as your IP address. Cal.com processes this information for Bytecode and may process it in the United States under its contractual transfer safeguards.

Using the scheduler is optional. You may contact admin@cluboss.co.uk directly if you prefer not to submit information through Cal.com.

When an authorised user uses a ClubOS AI feature, the user's prompt and the minimum relevant ClubOS information may be sent to an approved AI provider to generate the requested response or support an authorised workflow. The user's existing tenant, role and permission limits continue to apply, and AI providers do not receive direct access to the ClubOS database or payment-card details.

For realtime voice, microphone audio and relevant authorised ClubOS context are streamed to OpenAI for the live session. Voice is optional: ClubOS asks the user to agree before the microphone starts, shows when it is active, and keeps typed chat available if voice is declined. These services may involve processing outside the UK under applicable contractual and organisational safeguards; ClubOS does not permit provider training on customer data where the service terms provide that control.

We retain information only for as long as reasonably needed for the relevant service, contractual, security, accounting, legal or dispute purpose. Club processor data is returned or deleted under the Data Processing Agreement. Agreement evidence and limited security or financial records may be retained separately where needed to establish or defend rights or meet legal duties.

ClubOS uses tenant-aware access controls, role-based permissions, audit logging, encrypted transport, encryption-capable managed storage, monitoring, backups and restricted operational access. No online service can promise absolute security.

Depending on the circumstances, individuals may have rights to access, correct, erase or restrict information, object to processing, receive portable information, withdraw consent and complain to the Information Commissioner's Office. A right may be limited where an exemption or another lawful reason applies.

If the request concerns information controlled by a Club, contact that Club first. Requests concerning Bytecode's own processing can be sent to the address below.

ClubOS uses essential cookies for sign-in, session security, request protection and onboarding controls. We do not use advertising cookies in the platform app. The Cookie Policy explains the current cookie categories.

Privacy questions or requests may be sent to admin@cluboss.co.uk or BYTECODE CONSULTING LTD at its registered office. You may also complain to the UK Information Commissioner's Office at ico.org.uk.