Privacy Policy

Last updated: October 18, 2026

This policy explains how ClubLadders handles information when you use the service. ClubLadders is for people aged 13 and over. Accounts that have not yet completed age confirmation confirm that they are 13 or older after Google sign-in; we store only when that confirmation was completed, not a date of birth or age category. If you believe that someone under 13 has provided personal information, contact us at support@clubladders.com.

Information we collect

• Account information. When you sign in with Google, we receive your verified email address, display name, and, when Google provides it, profile image.
• Club information. We store the clubs you create or join, memberships, player names, ratings, match results, tournament participation, RSVPs, announcements, and settings needed to provide ClubLadders.
• Invitations. When a club owner or admin chooses to invite a player by email, ClubLadders opens a prefilled draft in their device's email application. ClubLadders does not receive or store the invitee's address and does not send the invitation.
• Notifications. If you enable web push, we store the browser push subscription required to deliver notifications. You can turn notifications off in your profile or browser settings.
• Support communications. If you email ClubLadders support, we receive and store the sender address and name, subject, message text, limited threading information, attachment names and types, and our replies so that the site administrator can respond and maintain the conversation. Attachment contents remain with our email provider unless they are separately needed to address your request.
• Voice match entry. If you choose Voice while recording a match, ClubLadders asks your browser for microphone access and uses your browser or device's speech-recognition service to convert your speech into text. Depending on your browser and device, that service may process audio on the device or send it to the browser or platform provider's servers. ClubLadders does not send the raw audio or recognized transcript to its own backend or retain either one on its servers. The temporary transcript is used in the page to prepare a match for your review; only the match information you confirm is submitted and stored.
• Billing information. When a club owner starts Club Pro checkout, we record the club, owner account, selected billing interval, policy versions, and time of the owner's consent. Club Pro payments use Stripe Managed Payments, where Link is the merchant of record for the transaction and processes payment information. We store Stripe customer, subscription, and checkout identifiers needed to provide Club Pro, but not complete payment-card numbers.
• Service and usage information. We record limited product events, such as account, club, and feature activity, to operate and improve ClubLadders. Our own product analytics events are normally retained for 90 days.
• Assistant beta. If you ask the assistant a question, we send the question, recent messages from the same conversation, relevant ClubLadders documentation, and any account data needed to answer it to OpenAI for processing. Do not include passwords, payment details, or other sensitive information in questions. We save completed user questions and assistant replies in conversations linked to your account. Follow-ups send the last 10 saved messages in that conversation to OpenAI as context. Starting a new chat creates a separate conversation; it does not delete earlier saved chats. Conversation history is included in your account data export and is removed when you delete your account. After seven days without a new message, a conversation becomes unavailable for follow-ups and is deleted with all its messages by the next daily cleanup. Protected backups and OpenAI processing follow the separate retention periods described below.

How we use information

We use this information to run the service, create rankings and match history, send requested invitations and service notices, prevent abuse, troubleshoot problems, and improve ClubLadders. We do not sell personal information or use it for targeted advertising.

Who receives information

Club squads are private by default. Joining requires the club owner’s acceptance of an invitation, or an owner-submitted request approved by the squad manager. Enabled invite links show the squad name, sport and visibility to signed-in users; they do not expose private standings. We store the requesting owner’s account identifier and club to verify consent, and show the requesting club’s name to the squad manager. Managers can disable links to stop new requests; pending requests remain available for review. Squad members can see participating club names, separate squad ratings and records for challenges registered to that squad. General club challenge ratings are separate from squad ratings and individual player Elo. A squad manager can make the squad leaderboard public, including those details for every participating club, and can turn public access off again. Individual player Elo ratings and account details are not included.

We use Google for sign-in; Resend for email delivery and receipt of support messages; browser-provided push services for web notifications; Vercel Analytics and Speed Insights for website analytics and performance measurement; Redis/Upstash for short-lived performance and abuse-protection data; and our database and dedicated backup provider to store and recover service data. If you use Voice match entry, your browser or device's speech-recognition provider may receive and process the microphone audio under that provider's privacy terms. Club Pro payments use Stripe Managed Payments, where Link acts as merchant of record and provides payment processing, invoices, receipts, refunds, and subscription management. See Stripe's Privacy Center for more information about its handling of data.

If a club owner connects a Discord webhook and enables a type of post, ClubLadders sends the relevant club announcement or tournament result to that Discord channel. That channel is controlled by the club owner and its Discord audience, not by ClubLadders. Match results are not sent to Discord when a guest player is involved.

OpenAI processes assistant requests to provide answers. OpenAI states that API inputs and outputs are not used to train its models by default, and that its default abuse monitoring logs may be retained for up to 30 days. The assistant uses API settings that avoid storing responses as conversation state. See OpenAI's API data controls.

Club information is shared with members of that club. A club appears in the public club activity listing only when its owner deliberately enables public visibility and leaderboard listing in club settings. A tournament live link is off by default. Before enabling one, an organizer confirms they have permission to share it and can hide participant names; anyone with the link can still see its bracket and scores. Organizers can separately enable a read-only court board showing assigned or playing participants and court numbers. It is off by default and follows the same participant-name privacy setting.

Cookies and similar technology

ClubLadders uses a session cookie to keep you signed in. We also store your chosen color theme in your browser's local storage. Vercel Analytics and Speed Insights are enabled to measure site use and performance. We do not use advertising cookies or targeted advertising.

Retention and deletion

For reliability, troubleshooting and security, we keep operational metadata for assistant chats and owner test requests: UTC timestamps, random request identifiers, success or failure, HTTP status, processing time, tool names, retrieval distances, model call counts and token usage. These records do not include questions, answers, tool results, names, email addresses, account IDs, IP addresses, passwords or authentication credentials. Access is restricted to the site owner. Records become eligible for deletion after 14 days and are removed by daily cleanup; older records are not shown in the log viewer. Hosting providers manage infrastructure logs under their own retention settings, and protected backups follow the separate rotation described below.

You can delete your account from account settings. We remove your active push subscriptions and scrub your account email, display name, and profile image. Match and club records may remain in de-identified form so that club history and rankings continue to work.

For assistant abuse prevention, we keep a keyed, non-readable fingerprint derived from your account email, the current UTC date, and a question count. It becomes eligible for deletion seven days after your last assistant question or account deletion and is removed by the next daily cleanup. This prevents deleting and recreating an account to reset the 10-question daily limit. We do not keep your readable email address in this quota record.

For Pilot and Free clubs, detailed match rows from completed seasons may be removed after one year. Season summaries, final standings, and final ratings remain. Owners who keep important email reminders on can receive an export reminder about one month before cleanup. Club Pro clubs have longer match-history retention while their paid plan is active.

Resolved private safety reports are deleted one year after they are closed. We may retain limited information where needed for security, abuse prevention, legal obligations, or to resolve disputes. For example, a banned email may be retained to prevent a banned person from signing up again. Backups are protected separately and are used only for recovery; deleted information may remain in a backup until that backup is replaced under our backup rotation.

Support correspondence is retained while reasonably needed to answer the request, maintain support history, prevent abuse, or meet legal obligations. You can ask us to delete support correspondence, subject to those limited needs.

Your choices

You can update your profile, manage push notifications, leave clubs, and request access, correction, or deletion of personal information by emailing support@clubladders.com. Club owners control their club's visibility and connected Discord webhook. A Club Pro owner can manage or cancel a subscription through Manage billing in club Settings, or contact support for billing help.

Safety concerns

You can report a club or invitation concern from a club listing or invitation page. Reports are reviewed by the site administrator. For concerns about a user, an under-13 account, or a report you cannot submit in the app, email support@clubladders.com. Read our Safety Center for more information.

Security and changes

We use reasonable safeguards to protect information, but no online service can guarantee absolute security. We may update this policy by posting the revised version on this page and changing the date above.

Contact

Questions about privacy can be sent to support@clubladders.com.