Privacy Policy

Last updated: March 2026

1. Introduction

ClubAxis ("we", "our", or "the platform") provides website and management services for football and sports clubs. This privacy policy explains how we collect, use, and protect information when you use our platform and related services, including integrations with third-party services such as Facebook.

This policy is provided for transparency. It does not override any agreement between your club and ClubAxis or between you and your club. If you are a member of a club using ClubAxis, your club may hold additional information about you; you can contact them directly about club-held data where appropriate.

2. Information We Collect

We may collect:

  • Account and profile information – name, email address, and other details you provide when registering or managing your club.
  • Club and member data – information about your club, teams, members, and content you add to the platform.
  • Social media connections – when you connect a Facebook Page (or other social account) to post content from ClubAxis, we receive and store the access necessary to publish on your behalf. We do not store your social media login password.
  • Usage and technical data – how you use the platform, device and browser information, and log data, where applicable.

3. How We Use Your Information

We use the information we collect to provide, maintain, and improve our services; to allow your club to manage its website and content; to post to connected social media accounts when you choose to do so; to communicate with you about your account or the platform; and to comply with legal obligations. We do not sell your personal information to third parties.

4. Facebook and Social Media

If you connect a Facebook Page to ClubAxis, we use Facebook’s official APIs to request permission to post content to your Page on your behalf. The connection is made by you through Facebook’s login flow. We store only the tokens needed to publish (e.g. when you choose "Post to Facebook" for news, events, or galleries). You can disconnect your Page at any time from your club’s settings. Facebook’s own privacy policy and terms apply to your use of Facebook; we encourage you to review them.

5. Data Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit (HTTPS) for the website, access controls for our systems, and secure handling of credentials. No method of transmission or storage is completely secure; we work to reduce risk in line with the nature of the data and the service.

6. Retention

We keep personal data only for as long as necessary for the purposes described in this policy, unless a longer period is required by law.

  • Active accounts – we retain account and club-related data while your account (or your club's use of the platform) is active and as needed to provide the service.
  • After closure – when an account is closed or a club stops using ClubAxis, we aim to delete or anonymise personal data within 90 days, except where we must retain certain records (e.g. billing, legal claims, or regulatory requirements).
  • Backups – encrypted or routine backups may contain copies of data for a limited period after deletion from live systems (typically aligned with our backup rotation, often up to 35 days). We apply the same security standards to backups as to production systems.

Exact retention can vary by data type and legal obligation. If you need certainty for a specific dataset, contact us using the details below.

7. Your Rights and How to Exercise Them

If you are in the UK, EEA, or another jurisdiction that grants privacy rights, you may have the right to:

  • Access – request a copy of the personal data we hold about you.
  • Rectification – correct inaccurate or incomplete data (you can also update much of your profile in account settings where available).
  • Erasure – request deletion of your personal data, subject to legal exceptions.
  • Restriction or objection – in certain circumstances, limit or object to our processing.
  • Data portability – receive your data in a structured, commonly used format where applicable.

How to request access, correction, or deletion

  1. Email privacy@clubaxis.co.uk from the email address associated with your account, or clearly identify your account and club.
  2. Describe your request (e.g. access copy, correction, or deletion) so we can locate the right data.
  3. We may need to verify your identity before acting on a request.
  4. We aim to respond within one month for UK/EEA-style requests. If a request is complex or numerous, we may extend that period as permitted by law and will tell you.

If you are in the UK and believe we have not handled your data properly, you may complain to the Information Commissioner's Office (ICO). We encourage you to contact us first so we can try to resolve your concern.

8. Cookies and Similar Technologies

We use cookies and similar technologies to run the platform, keep you logged in, and improve your experience. You can adjust your browser settings to limit or block cookies; some features may not work correctly if cookies are disabled.

9. Changes to This Policy

We may update this privacy policy from time to time. We will post the revised version on this page and update the "Last updated" date. Continued use of the platform after changes constitutes acceptance of the updated policy where permitted by law.

10. Contact Us

If you have questions about this privacy policy or your data, please contact us at privacy@clubaxis.co.uk or via our contact page.

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