Privacy Policy

Team Spirit is a sports team management platform. The data controller is Conclave HQ. If you have any questions about this policy or your data, contact us at privacy@conclavehq.com.

Account holders (coaches, owners, parents)

• Name and email address — provided at registration or when accepting an invitation.
• Password — stored as a one-way hash (bcrypt). We never store or see your plain-text password.
• Role — Owner, Coach, Assistant Coach, or Parent.
• Last login date — recorded for security purposes.

Player profiles

• Name and date of birth — entered by coaches to identify players.
• Preferred position and notes — optional fields entered by coaches.
• Attendance and event participation records — logged per session.
• Observations — written notes about a player's performance, visible to coaches and optionally to parents.

Usage data

We do not use analytics tools or collect browsing behaviour. We do not set any tracking or advertising cookies. The only data we hold is data you deliberately enter into the platform.

• To provide the Team Spirit service — managing clubs, teams, players, and events.
• To send transactional emails — welcome messages, password resets, and team invitations. These are sent via Mailgun and are never promotional.
• To maintain security — detecting unauthorised access and enforcing role-based permissions.

We do not sell your data. We do not share your data with advertisers or data brokers. We do not use your data to train any artificial intelligence model.

• Contract — processing your account data is necessary to provide the service you signed up for.
• Legitimate interests — security logging and maintaining service integrity.
• Consent — where you voluntarily add optional data such as player notes.

Data is stored on servers hosted by DigitalOcean. All connections are encrypted in transit using TLS. Passwords are hashed using bcrypt with a cost factor of 12. We take reasonable technical and organisational measures to protect your data, though no system is entirely risk-free.

We retain your data for as long as your account is active. If you wish to close your account and have your data deleted, email us at privacy@conclavehq.com and we will action your request within 30 days.

Player profiles may include data relating to minors. This data is entered and controlled by the club owners and coaches, who are responsible for having appropriate authorisation from parents or guardians. We do not knowingly collect data directly from children under 13.

Under UK GDPR and the Data Protection Act 2018, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data
• Object to or restrict processing
• Data portability

To exercise any of these rights, email privacy@conclavehq.com.

• Mailgun (EU region) — transactional email delivery. Emails are sent from teamspirit-notifications.conclavehq.com.
• DigitalOcean — database and infrastructure hosting.
• Vercel — web application hosting.

Each provider processes data only as necessary to deliver their service and under appropriate data processing agreements.

We may update this policy from time to time. If we make material changes we will notify account holders by email. The “last updated” date at the top of this page always reflects the current version.