ClubDesk privacy policy

Who we are

HMG AI LTD, company number 16147848. Registered office: Suite RA01, 195-197 Wood Street, London, E17 3NU, United Kingdom. We trade as OptiOrg and NexQ. ClubDesk is our product. The Google app is named ClubDesk.

Privacy requests: leads@optiorg.ai?subject=ClubDesk%20privacy%20request:leads@optiorg.ai. Phone: +443300243335:+44 330 024 3335.

The privacy policy URL for the ClubDesk Google app is //optiorg.ai/clubdesk/privacy:https://optiorg.ai/clubdesk/privacy. The homepage that links to it is //optiorg.ai:https://optiorg.ai.

What this policy covers

This policy covers:

• ClubDesk on a club’s own address, such as https://firstgoal.optiorg.ai for First Goal
• parent registration, staff sign-in, and platform administration
• class search, trials, term bookings, and pay-as-you-play bookings
• children’s details a parent or the club stores for a class
• payments the club takes through its own Stripe or PonchoPay account
• SMS and email the club sends from ClubDesk
• Google Calendar data when a club admin connects a Google account

Gayn, NexQ, this marketing site’s enquiries, and the separate OptiOrg mailbox tools are covered by the OptiOrg privacy policy. That policy describes a Gmail connection. ClubDesk does not use Gmail.

Who decides

The club is the controller of the personal data it holds about its families: parent contact details, children on a booking, attendance, medical or welfare notes, and that club’s payment records. The club decides what it asks for and who on its staff may see it. The club must have a lawful basis. Where a note is health data, the club must also have a condition the UK GDPR allows for that data.

HMG AI LTD is the processor of that data. We host ClubDesk, store the records, send the messages the club asks us to send, and pass a payment to the provider the club has connected. We follow the club’s instructions, these terms, and the law.

We are the controller for our own platform accounts, security logs, and the ClubDesk Google app. A club admin chooses whether to connect Google. We use that connection only to provide the calendar sync the club switched on.

Accounts

A ClubDesk account is for a parent or for club staff. You must be 18 or over to register. We collect the name, email, and password hash for the account, and a record of sign-in. Staff accounts also carry the club and the role.

A parent sees their own family and their own bookings. Staff see the club they belong to. Staff of one club cannot use the dashboard on another club’s address. Platform administrators at HMG AI LTD can open a club to support it, to keep the service secure, or where the law requires it.

Children

Clubs use ClubDesk for children’s classes. First Goal runs football classes that include toddler and pre-school groups. A parent adds a child to a booking. We do not offer an account for the child, and we do not build marketing profiles of children.

For a child, the club’s record can include:

• name
• date of birth, where the club asks for it
• medical or welfare notes the parent supplies, such as an allergy a coach needs to know about
• the classes, sessions, trials, and payments that child is on

Date of birth and medical or welfare notes are encrypted in the database. Staff of that club can read them so they can run the session safely. We do not use them to advertise, and we do not sell them. A parent who wants a note removed can email leads@optiorg.ai?subject=ClubDesk%20privacy%20request:leads@optiorg.ai or ask the club.

The public class finder shows class times, venues, and prices. It does not show children’s records.

Bookings

A booking can be a free trial, a term, or pay as you play. A family booking can cover more than one child, apply a sibling discount the club has set, skip holiday dates, and list the sessions still to come. The payments tab shows what that booking has taken and what is still due.

We store the parent’s name, email, and phone, the children on the booking, the class, the venue, the price, and the status of the payment. The club uses this to run the register and to take the fee. We use it to provide ClubDesk.

Payments

Each club connects its own payment accounts in ClubDesk settings. Those keys are stored encrypted. After they are saved they are not shown again.

Stripe

Cards, Apple Pay, Google Pay, and Pay by Bank (UK, pounds) are taken by the club’s own Stripe account, when the club has switched that method on. The card or bank details are entered on Stripe. We store the booking status, the amount, and the references we need to match a payment or a refund to that booking. We do not store the full card number.

PonchoPay

Childcare vouchers and Tax-Free Childcare are taken by the club’s own PonchoPay account, on pay.ponchopay.com. The club can choose to include the child’s name and a phone number with that payment. Those are the extra personal fields a club can switch on for PonchoPay. Recurring voucher payments, where the club offers them, are handled by the same account.

Direct debit

Parent payments by GoCardless direct debit are not offered on a live club. A demonstration club can use sandbox payments. A sandbox payment is not a charge to a real card.

A refund is made back through the same account that took the payment. The club decides a refund of a class fee. Stripe or PonchoPay’s own terms apply to the payment itself.

Google Calendar

Connecting Google is optional, and it is done by a club admin from that club’s own address. ClubDesk asks for these Google scopes, and only these:

• openid. Confirms the sign-in and ties it to the Google account the club connects.
• https://www.googleapis.com/auth/userinfo.email. Reads the email address of that Google account, so the club can see which account is connected.
• https://www.googleapis.com/auth/calendar.events. Creates, updates, and removes the private-class events the club asks ClubDesk to put on the calendar it picks.
• https://www.googleapis.com/auth/calendar.readonly. Lists that account’s calendars so a club admin can pick one, and reads the events needed to keep the chosen calendar in step with ClubDesk.

We use that data to put private-class events on the calendar the club picks, and to keep those events in step when the booking changes. We read the email address of the connected account so the club can see which Google account is linked. We do not read Gmail. We do not use Calendar data for advertising. We do not sell it. We do not use it to train a public model. We do not transfer it except to the providers in section 13, and only so the calendar sync can run.

The club’s Google tokens are stored encrypted, separately for each club. A connection started on one club cannot be completed for another. People at HMG AI LTD read Google data only with the club’s permission, to support that club, to keep the service secure, or where the law requires it.

ClubDesk’s use and transfer of information received from Google APIs to any other app will adhere to the //developers.google.com/terms/api-services-user-data-policy:Google API Services User Data Policy, including the Limited Use requirements.

A club admin can disconnect Google from the private-class settings on the club’s address, or by emailing leads@optiorg.ai. We then stop calling Google for that club and delete the stored tokens within 30 days. Events already on the Google calendar stay there until the club removes them in Google. A copy that the booking record needs stays with that booking until the booking is deleted or the retention period in section 15 ends.

Messages

A club can send SMS and email to its families from ClubDesk. The credentials for that sending are stored encrypted. The message, the addresses, and the delivery result are passed to the provider whose credentials the club saved, so the message can be delivered. We keep a record of what was sent so the club can see it.

Marketing

A marketing tick is stored against the email address. If that same email is later used at another club on ClubDesk, the app can copy the tick to that other club. A tick given to one club is a poor basis for a different club to send marketing. Clubs must collect their own consent before they market, and must honour an opt-out.

A parent can withdraw a marketing tick for one club, or for every club that has the same email, by emailing leads@optiorg.ai?subject=ClubDesk%20privacy%20request:leads@optiorg.ai or by using the unsubscribe link in a message. We keep a suppression record so the address is not mailed again in error. Class messages about a booking the parent already made, such as a change of time, are service messages and do not depend on the marketing tick.

Cookies

A club’s ClubDesk site sets the cookies needed to sign you in and to hold a booking while you pay. Those cookies are required for the service. We do not use a club’s ClubDesk site to advertise OptiOrg, Gayn, or NexQ. We do not sell cookie data.

optiorg.ai itself, the page you are reading, does not set advertising or analytics cookies.

Why we use it

• Contract. To provide ClubDesk to the club, and to take a booking a parent has asked for.
• Legitimate interests. To keep accounts secure, to prevent fraud, to support a club, and to understand whether a payment completed. We do not use family records for our own marketing.
• Consent. Marketing emails, and the club’s choice to connect Google Calendar. Consent can be withdrawn.
• Legal obligation. Tax and accounting records, and a disclosure the law requires, including a safeguarding disclosure a club is obliged to make.

Where we are the processor, the club chooses the basis. We rely on the club having it.

Who we share it with

• The club the booking belongs to, including its staff.
• Supabase, which hosts the application database in the EU.
• Stripe, on the club’s own account, for card and wallet payments the club has switched on.
• PonchoPay, on the club’s own account, for childcare vouchers and Tax-Free Childcare.
• Google, when a club connects Calendar, for the scopes in section 8.
• The SMS or email provider whose credentials the club has saved, for messages the club sends.
• Our staff, to support the club and to keep the service secure.
• Authorities, where the law requires a disclosure.

We do not sell personal data. We do not share a club’s family records with another club, except for the marketing-tick behaviour described in section 10.

Where it is held

Booking and account data is stored in Supabase in the EU. Club logos are stored on the application server we operate. Stripe, PonchoPay, Google, and a messaging provider may process data outside the UK.

Where a transfer is outside the UK and there is no adequacy regulation, we use the provider’s UK International Data Transfer Addendum or standard contractual clauses.

How long we keep it

• Parent and staff accounts: while the account is open. After a deletion request, we delete or anonymise the account within 30 days, except the records below.
• Child and booking records: while the club’s account is open and the club needs them to run the class. On a deletion request we delete or anonymise them within 30 days, unless the club must keep them or the law requires us to keep them.
• Payment and accounting records: 6 years after the end of the financial year they belong to.
• Google tokens: deleted within 30 days of disconnect or account deletion.
• Marketing suppression records: kept so we do not email that address again.
• Security logs: up to 90 days.

Security

Club sites are served over HTTPS. Date of birth, medical and welfare notes, payment keys, SMS and email credentials, and Google tokens are encrypted in storage. A club’s payment webhook can confirm or refund that club’s own payments. Staff access is limited to their club. No method of storage is perfect. If a breach creates a risk to people, we will tell the club, the people affected, and the ICO where the law requires it.

Your rights, and how to delete an account

You can ask to:

• confirm whether personal data is held, and for a copy
• correct it
• delete it
• restrict it, or object to processing based on legitimate interests
• receive data you provided, in a portable format, where the basis is contract or consent
• withdraw consent, including a marketing tick and Google access

For a family’s class record the club is the controller. Email leads@optiorg.ai?subject=ClubDesk%20privacy%20request:leads@optiorg.ai and we will deal with the request with that club, or help the club answer it. You can also ask the club directly.

Delete an account. Email leads@optiorg.ai?subject=Delete%20my%20ClubDesk%20account:leads@optiorg.ai from the account email address with the subject “Delete my ClubDesk account”. Name the club if you have used more than one. We confirm the request and delete or anonymise the account within 30 days. We keep payment records the law tells us to keep, and a suppression entry if you have opted out of marketing. There is no fee for a deletion request.

We reply to rights requests within one month.

Changes

We update this policy when ClubDesk or the law changes. The date at the top is the latest version. If we materially change how ClubDesk uses Google data, we will email the club admin address before the change applies.

Contact and the ICO

HMG AI LTDSuite RA01, 195-197 Wood Street, London, E17 3NU, United Kingdomleads@optiorg.ai?subject=ClubDesk%20privacy%20request:leads@optiorg.ai+443300243335:+44 330 024 3335

You can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or at //ico.org.uk:ico.org.uk. We would like the chance to put a problem right first. A club that is the controller of a complaint may also need to answer it.

Also read the ClubDesk privacy policy and the ClubDesk terms. Questions go to leads@optiorg.ai:leads@optiorg.ai.

Gayn, NexQ, and this website are covered by the OptiOrg privacy policy and the OptiOrg terms.