OneClub OS Privacy Notice

Video retention update for new uploads

Match film uploaded after this update takes effect is scheduled for deletion four calendar months after the game. Opponent scouting video uploaded after this update takes effect is scheduled for deletion seven days after the game. Clips remain scheduled for deletion twelve calendar months after each clip is created.

Existing uploads keep their recorded deadlines. Scouting notes and reports are unchanged. Authorized recipients receive a download email at least two days before match or scouting film is removed and at least seven days before a clip is removed. A delayed export or email delays deletion. Independent clip preservation, source rights, and lawful deletion controls still apply. This notice supersedes the match-film and opponent-film timing rows below only for new uploads.

What changed

• Stage review draft: describes 21-day public browser links for authorized exported scouting clips without changing historical acceptance records.

1. What we collect and where it comes from

We collect and retain age information, its source and review history to decide whether account access is permitted. Staff age confirmations distinguish ages 13 to 17 from adults without requiring a birthdate. A staff role alone does not establish age. Staff aged 13 to 17 can accept for basic access without a parent flow; adult-only responsibilities, including guardian verification, independent privacy review and staff health workspaces, still require adulthood. Player birthdate routing and staff account confirmation are separate. Player account setup uses the player’s birthdate already recorded by the club. If it is missing, the person setting up the player profile is asked for the player’s birthdate before age-based player routing can be completed. The birthdate remains separate from the parent’s own identity and age. We retain the supplied information, its source and time; supplying it is not independent age or guardian verification. Existing authoritative age information and contradictions cannot be bypassed by a new entry. The server evaluates eligibility from the recorded player birthdate and current restrictions; staff do not complete this player setup. You may request correction of your own inaccurate birthdate. Routine corrections may pass an automated review without a club administrator when the change does not override conflicting authoritative evidence or make a current or future access restriction less protective. We preserve the original information, its source and the correction decision. An accepted routine correction updates your own recorded birthdate and any player record already securely linked to your account, with a correction receipt. It cannot move an eligibility date earlier, extend a permission, override conflicting club age information or establish guardian authority. Conflicts and changes that would increase access need appropriate additional review or verification. Account setup also asks for your name, email, identity-provider credentials and the access code your club gave you where applicable. Clubs and authorized users supply the other information below. Do not create a direct account for a child under 13; use the parent’s own account and a separate child profile.

Our account and player forms do not request payment card data, Social Security or other government identifiers, precise device location, or biometric identifiers. Clubs must remove unnecessary sensitive information and location coordinates from uploaded files and free text. Video is stored as ordinary media and is not processed for facial recognition or other biometric identification.

2. How we use information

• To provide club membership, schedules, development, coaching and other selected functions within authorized roles, teams and purposes.
• To maintain age, guardian, permission and source-rights evidence, and protect account and participant safety.
• To send generic reminders or service notifications. Health values, diagnoses and clinical notes do not belong in email, push, general messaging or notification previews. Authorized detail is accessed in its restricted workspace.
• To provide support, investigate security incidents and fulfill lawful rights requests.

We do not sell personal information, use it for targeted advertising or authorize model training or fine-tuning on it. General-purpose staff AI and drafting tools must not be used to manually submit restricted player information, health data, private messages, video or GPS. Separately approved structured staff AI features may use the minimum player data selected by OneClub OS servers after club, team, role, purpose, health and AI-processing checks. Staff cannot widen that scope from a browser prompt. The approved content policy and provider controls must be present.

The optional player AI coaches use that player’s permitted profile, schedule, development goals, self-reviews and preferences. Limited recent wellness information or a readiness summary is used only with both the underlying health permission and a separate AI-health permission, plus applicable guardian and account controls. The message, permitted context and a bounded recent conversation are sent to OpenAI for an answer; player messages and answers are checked with the OpenAI Moderation API. Full name and email are stripped; a first name may be used. OneClub OS retains conversation history so it can be read and cleared. A separate safety event records category, time and a fingerprint without duplicating text, but the underlying message may remain in ordinary conversation history. Authorized reviewers follow approved safeguarding procedures; see the AI Crisis Protocol and Data & AI Notice.

No acceptance authorizes model training, reuse of historical club records for a new purpose or cross-club datasets.

Independent players

OneClub OS may offer direct Create Account access to independent players. Feature availability may differ from club-affiliated accounts. When a player uses OneClub OS without an affiliated club, OneClub OS determines the purposes of direct-account processing and handles applicable privacy requests directly. Direct accounts for children under 13 are unavailable unless a separately approved child pathway launches. Model training is not authorized.

For these direct player accounts, OneClub OS is responsible for its own processing decisions and handles rights requests directly, rather than routing them to a club you do not have. Independent-player information does not automatically become visible to a club. Moving or sharing information with a club requires an authorized, specific action.

Generating an answer for you, building comparison statistics and training or improving a model are different uses. Accepting these notices does not authorize future training on your information or reuse of historical club records. Health-related inferences receive health-data protections. Any new use that requires consent will have a separate, specific choice before it starts, with parental permission where required. Contact legal@oneclubos.com with questions.

3. Who we share information with

Club information is restricted by current club, team, role and purpose authority. Player-only accounts cannot enter staff health workspaces. Clinical notes are restricted to authorized athletic trainers, including when an administrator has general roster access. The providers below support the named functions; a listing does not mean every optional service is activated. External media hosts apply their own privacy terms when their player is loaded. When source and participant permissions permit, an authorized staff export may embed a clip in a scouting PDF and add a browser link open to anyone holding it for up to 21 days. The browser link can be revoked or expire; downloaded PDF copies cannot be technically recalled.

We may also disclose information to comply with a subpoena, court order, or legal process; to protect the rights, safety, or property of users, minors, or the public; or in connection with a merger, acquisition, or sale of assets, in which case this notice will continue to apply.

OpenAI API content is not used for training by default. Standard abuse-monitoring logs may be retained for up to 30 days; endpoint, model, stored features and legal exceptions can differ. Disabling response storage is not proof of zero data retention. Anthropic ordinarily deletes API inputs and outputs within 30 days, with contractual, feature, enforcement and legal exceptions; flagged content may be kept up to two years, classification scores up to seven years, and feedback up to five years. Some covered models require 30-day safety retention unless an exception is expressly authorized. Only the reviewed account and feature configuration determines an enabled feature’s actual handling. See OpenAI data controls and Anthropic retention.

4. Google user data

A club administrator may optionally connect a Google Drive folder to the Coaches Corner asset library. When connected, OneClub OS accesses only file metadata (file name, type, size, link, modified time, and the owner’s display name) through the read-only scope drive.metadata.readonly; we do not read, download, or store file contents. Metadata is stored scoped to the connecting club and refreshed when an administrator syncs, when the Coaches Corner portal opens, and by a daily scheduled refresh that keeps the connection current. OAuth refresh tokens are encrypted at rest with a key held outside the database.

OneClub OS’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only for the connected feature and necessary service processing, never for advertising or model training. Do not select private Drive content for an external AI workflow unless that transfer is permitted and disclosed. A club can disconnect its Drive folder at any time inside Coaches Corner (which deletes the stored tokens) or revoke access from its Google account permissions.

5. How we protect information

• Server authorization and database row-level policies restrict access to club data. Team, purpose and age restrictions also apply; administrative status is not blanket health or guardian authority.
• Providers protect data in transit and at rest. Private storage and expiring links limit access; previously downloaded copies cannot be recalled by changing an account setting.
• Health records and access evidence require restricted review. Notifications use generic content, and detailed health information is viewed only after current authorization.
• Support access and administrative changes require their own authorization and audit trail. No system guarantees absolute security.

If we learn of a breach of security involving personal information, we will notify the club and affected people as required by applicable law, without unreasonable delay. This draft does not claim an unverified certification or service level.

6. How long we keep information

7. Your U.S. state privacy rights

Depending on where you live, state law may give you rights over personal information, including to know what is held about you, to access it, to correct it, to delete it, to receive a portable copy, to opt out of its sale, of sharing for targeted advertising, and of profiling that produces legal or similarly significant effects, and not to be discriminated against for exercising those rights. We honor these rights for every user in every state, whether or not a particular statute applies to us, and regardless of the applicability thresholds in those statutes.

Contact legal@oneclubos.com or your club. You may request access, correction, withdrawal or deletion without accepting a new notice or opening a new account. We verify identity and authority using proportionate evidence, route club-controlled requests and perform our own duties. We respond within 45 days; where law permits, one additional 45-day extension requires notice and reasons during the initial period. Appeals receive a written response within 45 days; a denial explains how to contact the applicable attorney general. Requests, downstream recipient notices, provider completion and any narrowly justified hold are tracked separately.

We do not sell personal information and do not share it for targeted advertising, so there is nothing to opt out of; we treat browser Global Privacy Control signals as an opt-out request in any case. We do not use personal information for profiling that produces legal or similarly significant effects.

State-specific notes:

• California. This notice serves as our notice at collection. The categories in Section 1 map to the CCPA categories of identifiers, personal records, protected classifications (age and, where a club records it, nationality), commercial information, internet activity, geolocation (none precise), audio and visual information, professional information, and sensitive personal information (health, and precise data about children). We do not sell or share personal information and have not done so in the preceding 12 months. We do not knowingly sell or share the personal information of anyone under 16. California residents may also request a list of third parties to whom we disclosed personal information for their direct marketing purposes; we make no such disclosures.
• Washington, Nevada, and Connecticut. Wellness, injury, and treatment information is consumer health data under the Washington My Health My Data Act, Nevada SB 370, and Connecticut law. The Consumer Health Data Privacy Policy explains the consents we obtain, how to withdraw them, and how to request deletion.
• Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, and Rhode Island. The rights above apply, including the right to appeal a denial. Health information and personal information of a known child are sensitive data; we process sensitive data only with the consent your club obtains and records, as described in the companion notices.
• Maryland. We do not sell, and do not process for targeted advertising, the personal data of anyone we know to be under 18, and we collect only the data reasonably necessary for the platform.
• Texas. Where we know a user is a minor, we support parents and guardians through the club in supervising the minor’s use, as described in the Children’s Privacy Notice.
• Illinois and Texas biometrics. We do not collect biometric identifiers or biometric information.
• New York and Massachusetts. Additional security requirements may apply to covered information. Contact us about the safeguards described in this notice; additional requirements depend on the circumstances.
• Nevada. We do not sell covered information as defined in NRS 603A.

8. Children

For children under 13, the parent or legal guardian operates their own account with a separate child profile. The parent overview uses the player dashboard’s presentation with parent-specific wording. It currently shows authorized teams, upcoming team events and completed shared development plans; it does not yet provide every player-portal feature. The child must not use the parent’s credentials. A parent confirmation records the statement but does not establish identity, parental authority or required permission.

Direct accounts for children under 13 are unavailable. Adult guardians use their own identity and a separate guardian process. Players aged 13 to 17 may accept for basic access and optional non-health AI where the acknowledgement, eligibility and safeguarding rules permit; health AI also requires a separate AI-health choice, underlying health permission and guardian authority. Other optional purposes remain separately permissioned. Minor staff retain adult-only duty restrictions. Acceptance or age correction cannot override a verified withdrawal, unresolved restriction or inactive membership. A missing optional permission affects only that purpose. See the Children’s Privacy Notice.

The planned handover will be available only after its account and permission controls have been implemented and verified. When the server establishes that the player has reached 13 and meets the current account requirements, a popup will offer the verified parent a handover to the player’s own email and account. The player must verify their own email and accept the current terms before the new player access is activated. The parent’s identity and personal account, the player’s history and original evidence remain intact. Handover grants no optional permissions. Valid guardian-controlled permissions remain subject to their original scope, expiry and withdrawal. A pending, expired or canceled handover does not change existing account control.

9. Cookies, analytics, and do-not-track

We use strictly necessary cookies for sign-in sessions, security, and your preferences. We use aggregate page analytics from our hosting provider; before a page view is reported, record identifiers are removed from the path and the query string is dropped, to reduce the risk of linking analytics to a player. We do not use third-party advertising cookies. Content your club links from YouTube, Vimeo, or X loads from those services with their own cookies. Because we do not track you across other sites, we treat do-not-track and Global Privacy Control signals as honored by default.

10. Where information is processed

We operate from the United States. Our providers may store or process information in the United States and other countries as needed to deliver their services. Locations depend on the service, configured hosting region and global delivery or support infrastructure. Contact us for information about the services used by your club and applicable transfer safeguards.

11. Changes to this notice

We will update this notice as the platform evolves. Material changes are announced to club administrators and, because acceptance is recorded per version, every user is shown the new version with a summary of changes at their next sign-in. Use of the platform is also governed by our Terms of Service.