Introduction

This Privacy Policy explains how RugbyPro collects, uses and protects information in connection with the RugbyPro rugby club management platform. RugbyPro is designed with privacy and data-protection principles in mind. Depending on where you are located and how you use the Service, additional legal rights and obligations may apply, including under South Africa's POPIA, the EU/UK GDPR, and comparable laws in other countries.

Information we collect

RugbyPro may collect and process the following categories of information:

Account information: name, email address and authentication data.
Club information: club name, logo, colours, country, region/state/province and city/town.
Player and staff information: names, contact details, playing positions, jersey numbers, squad details and related data entered by authorised club personnel.
Match, training and team information: fixtures, results, lineups, match events, training attendance and squad selections.
Club administration information: board members, meetings, notices, polls, letters and members.
Financial records: income, expenses, fees and payments entered by the club for its own administration.
Medical information: sensitive player medical and concussion information entered by authorised club personnel (see the Medical Information section below).
Technical information: device and browser details, and authentication/session information needed to operate the Service.
Usage and analytics information: aggregated information about how the Service is used, including in-app analytics events.
Marketing attribution: UTM parameters and similar referral information that show how a visitor reached RugbyPro.

How we use information

RugbyPro uses information for legitimate operational purposes, including:

providing and operating the Service;
account and authentication management;
club administration and player/team management;
match, training and squad management;
communications about your account, club and Service;
support and security;
service improvement and analytics;
subscription administration and access control.

Medical information

The Service allows clubs to store sensitive player medical information, such as blood type, allergies, conditions, medications and concussion history. RugbyPro provides the software platform only. Clubs are responsible for determining that the collection and use of such information is lawful, for obtaining any required consents, and for ensuring that only appropriately authorised personnel are granted access. RugbyPro is not a healthcare provider, and medical information stored in the Service is not a substitute for professional medical advice.

RugbyPro provides access controls intended to limit medical information to authorised club personnel. Clubs are responsible for configuring and managing access within their club. RugbyPro continues to strengthen these controls; you should not rely on them as a complete substitute for your own access-management responsibilities.

Global privacy principles

RugbyPro is built with privacy and data-protection principles in mind, including data minimisation, purpose limitation, security and transparency. RugbyPro aims to be compatible with major privacy frameworks, including POPIA (South Africa), the GDPR (EU and UK), and general international privacy expectations. RugbyPro has not obtained, and does not claim, any formal privacy certification. Depending on your location, you may have specific rights under applicable law.

Your privacy rights

Where applicable, you may have rights such as access, correction, deletion, data portability, restriction, objection and withdrawal of consent. These rights depend on your location and the applicable law.

It is important to distinguish between:

RugbyPro account data: information about your own account. You may request access, correction or deletion of this data by contacting RugbyPro.
Club-controlled player/member data: information clubs enter about their players and members. This data is controlled by the club that entered it. Requests about this data should generally be directed to the relevant club, which is responsible for responding under applicable law.

Account deletion

You can request deletion of your RugbyPro account and personal data at any time, in three ways:

In the app: Settings → Danger Zone → "Delete My RugbyPro Account" (your request is submitted while you are signed in, so your identity is already verified);
On the web, without signing in: www.rugbypro.org/AccountDeletion — this page also works after you have uninstalled the app. You confirm the request through a link sent to your email address, so nobody can delete your account by only knowing your email;
By email: contact RugbyPro at the email below.

Deletion requests are verified before processing. When your request is completed: your login account is permanently deleted; your personal contact and identifying details (such as phone number, address, ID number and emergency contacts) are removed from any club roster, staff list or board register you appeared in; and sensitive medical records linked to you are deleted. Shared club records — fixtures, results, lineups and statistics — belong to the club and are not deleted when an individual member deletes their account. If you own a club, the club and its members' data are not deleted; ownership is resolved with you first. Subscription and payment records may be retained where required for accounting purposes, and a security record of the deletion is kept for accountability.

Where a personal record is removed, the references to uploaded files associated with it (such as photos and documents) are also removed; however, the underlying stored files may not be individually purgeable through the platform and may remain subject to the platform's storage and retention capabilities. RugbyPro does not claim that third-party provider records (such as payment-provider records) or platform-level analytics events are immediately deleted. RugbyPro aims to complete verified deletion requests within 7 days.

Data sharing

RugbyPro does not sell your personal information. RugbyPro may share information where necessary to operate the Service (for example with infrastructure or analytics providers acting under RugbyPro's instructions), where required by law, or in connection with a legitimate business transfer. Club data is isolated per club through the Service's tenant controls.

Data retention

RugbyPro retains information for as long as needed to provide the Service and to meet legal, accounting and operational obligations. Clubs can export and delete their club data using tools within the Service.

Security

RugbyPro uses technical and organisational measures to protect information, including tenant isolation and access controls. No system is perfectly secure, and RugbyPro cannot guarantee absolute security.

Children

The Service is intended for use by rugby clubs managing their own members, which may include youth players. Where a club enters information about minors, the club is responsible for obtaining any required parental or guardian consent under applicable law.

Changes to this Privacy Policy

RugbyPro may update this Privacy Policy. The "Last Updated" date above reflects the most recent version.

Contact

For privacy questions or to exercise your rights, contact RugbyPro at rugbyproapp@hotmail.com.