OneClub OS Children’s Privacy Notice

What changed

• Privacy and legal requests now go to legal@oneclubos.com; product help and misuse reports go to support@oneclubos.com.
• Direct child use requires reviewed parental consent. Account access, health information, media and messaging have separate permissions.

1. Before a child uses an account

A player account with an unknown age or missing parental permission stays pending. For players under 18, an authorized member of club staff must review a returned consent form signed by a parent or legal guardian, link it to that guardian and player, and record the exact permissions given. Children cannot approve themselves, and a checkbox stating that a guardian agreed is not sufficient.

Parents receive this notice and the printable consent form before permission is recorded. Return the signed form by an agreed private channel to your club or to us. Club staff check the signature, the signer’s identity and parental authority, the date and the selected permissions. The signed evidence is held in private storage. We may request additional verification if the evidence is insufficient; we do not ask children to upload identity documents.

After the required account permission is recorded, children may use their own limited player account. Adults must use their own accounts rather than share a child’s credentials. Players turning 18 accept the current terms for themselves. A changed or withdrawn permission takes effect when recorded, and expired or superseded consent cannot enable new collection.

2. Information collected and how it is used

• Account and roster: name, login email, date of birth, team, profile details, guardians and access permissions. These support club membership, age checks, schedules and access to the player’s records.
• Development and participation: training and match information, goals, evaluations, self-reviews, attendance and performance information entered by the club or player.
• Optional health information: wellness responses, availability, injuries, restrictions, load and fitness information. This requires separate permission and is used to support training and player care, not medical diagnosis.
• Optional media: profile photos, match or training video, clips and player tags. Media can identify a child even when their name is omitted.
• Optional communication: messages, replies and related service notifications. Authorized club administrators can audit club messages for safety. Parents can request review through their club or us.
• Security and consent: access and activity records, acceptance versions and timestamps, signed forms and review evidence. Technical providers may receive network identifiers needed to deliver and secure the service.

We do not require optional health information, media or external sharing as a condition of basic player-account access. Clubs must collect only information needed for the selected features. Free-text and uploaded content must not contain unnecessary sensitive information.

3. Who receives information

Authorized club staff receive information according to their roles and teams. Players have limited access to their own records and permitted team functions. Service providers host, authenticate, store, deliver and protect information on our behalf; the current provider list is in Section 3 of the Privacy Notice. These necessary service functions are explained in the parental notice. Optional delivery of identifiable clips outside the platform requires its own permission.

We do not sell children’s information, use it for targeted advertising, or train AI models on it. Current AI assistance is for staff. Children’s personal information, health records, photos, video and messages must not be submitted to external AI tools through staff prompts. Future AI or machine-learning features involving player data require a separate review of purpose, consent, provider terms, retention and access before activation; agreeing to this notice does not authorize future training.

4. Your choices and rights

• Review or obtain a copy of your child’s information and correct inaccurate details.
• Decline optional health, media, messaging or external-delivery permissions, or withdraw a specific permission later.
• Withdraw account permission and stop further collection through the player account.
• Ask for deletion of your child’s information. We verify the request and explain any specific legal or safety record that must be retained, its purpose and applicable period.

Contact your club or legal@oneclubos.com. We verify parental authority using the guardian details and evidence on file before providing records or changing access. The club can record a withdrawal in the player’s guardian-and-consent panel. New requests are checked against current permissions. A playback link already issued can remain usable until it expires, for up to four hours and fifteen minutes. Copies already downloaded cannot be recalled through an account setting. Withdrawal does not itself erase prior records or remove your child from the team; request deletion separately if that is what you want.

5. Retention and security

Permissions are reviewed when their scope or notice changes and at expiry. Clubs must review continuing need at least annually and request deletion when a record is no longer needed. Records needed to fulfill a verified request, resolve a dispute, document consent or meet a specific legal obligation may be retained for that identified purpose. We do not treat an open club account as justification to keep every child record indefinitely.

Consent evidence, player photos and uploaded video use private storage with authorized access. Public club branding is separate. A deletion from active storage does not immediately rewrite provider backups; backup copies expire according to the provider’s applicable retention and must not be restored into active use without reapplying deletions. Contact us if you believe a child is using an account without the required permission.