Privacy Policy

  • FieldHQ (“we”, “our”, or “us”) provides software tools to help sports clubs manage teams, players, events, communications and participation.

    This Privacy Policy explains how we collect, use and protect personal information when you use FieldHQ, including when interacting with FieldHQ via WhatsApp or other messaging services.

  • FieldHQ collects information necessary to operate sports club management services. This may include:

    Account Information

    When an account is created or a user is added by a club administrator we may collect:

    • Name

    • Email address

    • Phone number

    • Role within the club (e.g. parent, player, coach, administrator)

    Player Information

    Clubs may store information about players including:

    • Player name

    • Date of birth or age group

    • Team assignments

    • Participation in events or matches

    Parents or guardians are responsible for managing information relating to their children.

    Event and Participation Data

    We may store:

    • Event schedules

    • Attendance or RSVP responses

    • Team selections

    • Communications between clubs and members

    WhatsApp and Messaging Data

    If a club uses the FieldHQ WhatsApp integration, we may process:

    • WhatsApp phone numbers

    • Messages sent to the FieldHQ bot

    • RSVP responses and availability messages

    • Message metadata such as timestamps

    FieldHQ only processes messages required to deliver club management features such as event reminders or RSVP collection.

  • We use collected information to:

    • Operate the FieldHQ platform

    • Allow clubs to manage teams, players and events

    • Provide communication tools between clubs and members

    • Process attendance and RSVP responses

    • Send notifications related to club activities

    • Improve the reliability and usability of the platform

    We do not sell personal data to third parties.

  • Information may be shared in limited circumstances:

    Within a Club

    Club administrators, coaches and parents may see relevant information needed to coordinate activities (e.g. team rosters or attendance).

    Service Providers

    We may use trusted third-party services to operate FieldHQ, including:

    • cloud hosting providers

    • messaging platforms such as WhatsApp

    • infrastructure and analytics tools

    These providers only process data as necessary to operate the service.

    Legal Requirements

    We may disclose information if required by law or to protect the safety and integrity of our services.

  • We take reasonable measures to protect personal information, including:

    • secure cloud infrastructure

    • encrypted connections (HTTPS)

    • access controls within the platform

    However, no system can guarantee absolute security.

  • Personal data is retained only as long as necessary to provide FieldHQ services to participating clubs.

    Clubs control their own data and may request deletion of records when players leave the club or accounts are closed.

  • FieldHQ is used by sports clubs that manage youth teams. Player information is provided and managed by parents, guardians, or club administrators.

    FieldHQ does not independently collect personal data directly from children.

  • Users may request:

    • access to their personal data

    • correction of inaccurate information

    • deletion of personal data where applicable

    Requests can be submitted to:

    hello@fieldhq.club

    We will respond to reasonable requests in accordance with applicable data protection laws.

  • FieldHQ may integrate with third-party services including WhatsApp. When using these integrations, the privacy policies of those services may also apply.

  • We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last updated” date.

  • If you have any questions about this Privacy Policy, please contact:

    FieldHQ
    Email: hello@fieldhq.club
    Website: https://fieldhq.club