Privacy statement

ClubScheduler is registered with the Dutch Chamber of Commerce (KvK) under number 42184246 and is based in the Netherlands.

Your club decides what is recorded and why. We process it only on the club’s instructions — in GDPR terms the club is the controller and we are the processor. We put that in writing with each club through a processing agreement.

For this website itself, we are the controller.

About club staff: name, email address and role.

About players: name, email address, phone number, playing level, a KNLTB number where the club keeps one, and what happens in a lesson — attendance, cancellations and catch-ups.

About junior members and camp participants, additionally: age, a parent or guardian’s contact details, whether the child may go home unaccompanied, and anything a coach needs to know about allergies or care.

About visitors to this site: what you type into the contact form. And only on the demo page, and only if you say yes there: that you reached that page through an ad, for Meta (see below).

To build the lesson schedule, to tell players and parents when they play, to record for the club what happened in a lesson, and — where the club invoices through ClubScheduler — to make and send its invoices. Nothing else.

We never use club data for marketing, never sell it, and never share it with other clubs or with anyone beyond the parties listed below.

In a database in Ireland, inside the European Union. Each club has its own database: two clubs’ data are never stored together.

The demo works differently, on purpose: it runs entirely in your own browser. What you type there never leaves your device and never reaches us.

ClubScheduler has its own WhatsApp number, +31 6 45638955, with an assistant that answers questions about lessons. When you message it, WhatsApp (Meta) passes us your phone number and your message. For messages to this number we are the controller; when a club later connects its own number, the club is, and we process the messages for it.

We use your number to find you on your club’s list of players, so the assistant can tell you your own lessons; a number that is on no list is shown an example week instead, and the reply says so. Your message, together with the lessons and coaches’ free hours the question needs, goes to Anthropic, whose Claude model writes the reply. The assistant never books, moves or cancels anything itself, and it never messages you first: it only replies.

What we keep: the conversation exists only in our server’s working memory — the last twenty questions and answers per number — and is gone whenever that server restarts; we never write it to a database. How many messages a number sent today is counted to cap use; that count sits in our own database and is gone again within about a day. Meta keeps WhatsApp messages for up to thirty days in order to deliver them, under WhatsApp’s own terms. Anthropic does not train its models on these messages and, as a rule, deletes them within thirty days.

To have your WhatsApp data deleted, send us a message through the contact form with the number you used. We delete what we hold within thirty days and let you know when it is done. Deleting the chat in your own WhatsApp removes only your copy.

Supabase — the database, in Ireland.

Vercel — running the website and the application.

Resend — sending email, such as sign-in links and schedule messages. The contact form on this site also reaches us as an email through Resend; it carries only what you type into that form.

Intuit QuickBooks — only for a club that connects its own QuickBooks Online company. Its invoices go there: the payer’s name and e-mail address, what was bought and the amounts. The club’s own agreement with Intuit covers what it keeps there.

Anthropic, in the United States — its Claude model writes the WhatsApp assistant’s replies (see WhatsApp above). Only the message and the lesson details needed to answer it are sent.

Meta Platforms Ireland — WhatsApp, which carries the messages to and from our WhatsApp number (see above), and the Meta pixel on the demo page, to measure whether an ad works. The pixel loads only after you say yes there; without that answer nothing goes to Meta and no cookie is set. You take a yes back at the bottom of this page. Club data never passes through the pixel.

A player’s details are deleted automatically twelve months after their last lesson. That is comfortably long enough for a junior who sits out a season and returns, and beyond it there is no reason to hold a child’s phone number. A club can always delete sooner.

A sign-up abandoned at the payment step is deleted after thirty days. The temporary copy of one that was paid goes after the same thirty days; by then its details are on the player.

If a club leaves, it first receives a complete copy of all its own data. The database is then locked for thirty days and permanently deleted afterwards.

What happened in a lesson survives as a count without names, so a club can still see how many lessons it gave without keeping a record of who was there.

You have the right to see your data, to correct it and to have it deleted. Because your club owns the data, such a request goes through the club: they can act on it directly in the application. If a club cannot resolve it, we help them. For messages to ClubScheduler’s WhatsApp number, ask us directly (see WhatsApp above).

You may also complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Signing in works through a link sent by email, so there are no passwords to leak. Traffic is encrypted, and within a club a player can reach their own details and not anybody else’s.