Privacy Policy

1. Who this policy applies to

This Privacy Policy applies to the ClubNexa mobile application, Parent Registration Portal and related support services. “ClubNexa,” “we,” “us” and “our” refer to the operator of ClubNexa. Questions may be sent to clubnexa.support@gmail.com.

2. Information processed through ClubNexa

Depending on how a club uses the service, ClubNexa may process:

• Account information, including administrator name, email address, username and authentication details.
• Club information, including club name, logo, federation, country, season and contact details.
• Player information, including name, date of birth, age group, address, school, phone number, email address, nationality, position, preferred foot, jersey number and medical or emergency notes entered by an authorised club user.
• Parent or guardian information, including names, contact details, consent and registration submissions.
• Staff information, including names, photographs, roles, qualifications, licences, safeguarding information, first-aid status and supporting documents.
• Photos and documents, including player photographs, identification copies, birth-related documents, coaching certificates and previous-club release letters.
• Club activity records, including fixtures, match reports, training sessions, attendance, player statistics, payment history and receipt details.
• Technical and security information needed to operate, protect and troubleshoot the service.

3. How information is used

• To create and secure ClubNexa accounts.
• To provide player, staff, fixture, training, payment and reporting features.
• To receive, review and approve parent registration submissions.
• To generate PDFs, spreadsheets, receipts, backups and shareable club records.
• To prevent unauthorised access, investigate errors and maintain service reliability.
• To respond to support requests and required legal or regulatory obligations.

4. Club administrators and responsibility for data

Club administrators decide what player, parent, staff and club information they enter into ClubNexa. Clubs are responsible for obtaining appropriate permission or consent before entering, uploading, exporting or sharing personal information, especially information concerning children.

5. Children’s information

ClubNexa is intended for adult coaches, club administrators, managers and authorised officials. It is not directed to children as account holders. Clubs may use ClubNexa to manage youth-player information. The responsible club must obtain parent or guardian permission where required and limit access to authorised personnel.

6. Firebase and service providers

ClubNexa uses Google Firebase services such as Authentication, Cloud Firestore, Storage and Hosting to provide account access, cloud data storage, document uploads and the Parent Registration Portal. These service providers may process information on our behalf under their applicable terms, security commitments and privacy practices.

7. Device authentication

Fingerprint, face recognition, PIN, pattern or device-password verification is handled by the user’s Android device. ClubNexa does not receive or store biometric templates. The app only receives confirmation that device authentication succeeded or failed.

8. Storage, exports and sharing

Authorised users may create or share PDF, spreadsheet, ZIP and backup files. Once a user exports or shares information outside ClubNexa, the recipient and chosen third-party application may process that information under their own privacy practices. Clubs should share records only with authorised recipients.

9. Data retention

Information is retained while needed to provide the service, maintain the relevant club account, comply with legitimate legal obligations, resolve disputes or enforce agreements. Clubs may remove individual records through available app functions. Account-deletion requests may be submitted as described below.

10. Data security

ClubNexa uses reasonable administrative and technical safeguards, including authenticated account access, device-security options and Firebase security controls. No internet or storage system can be guaranteed completely secure, so club administrators should also protect their devices, passwords, exported files and account access.

11. Data sharing

ClubNexa does not sell personal information. Information may be shared with service providers needed to operate the app, with recipients selected by an authorised user, when required by law, or to protect users, ClubNexa or others from fraud, abuse or security threats.

12. Your choices and rights

Users may review or update available account and club information within the app. Requests for access, correction or deletion may be sent to clubnexa.support@gmail.com. We may need to verify the requester’s identity and authority over the relevant club account.

13. Account and data deletion

To request deletion of a ClubNexa account and associated data, visit the account-deletion page or email clubnexa.support@gmail.com with the subject “ClubNexa Account Deletion Request.” Some information may be retained where legally required or necessary for security, fraud prevention, dispute resolution or legitimate recordkeeping.

14. International processing

Cloud service providers may process or store data in countries other than the user’s country. Appropriate contractual and technical safeguards may apply through those providers.

15. Changes to this policy

We may update this policy as ClubNexa changes. The revised policy will show a new effective date and will be published on this page.

16. Contact

ClubNexa Support
Email: clubnexa.support@gmail.com