Last updated 15 August 2026.

ClubEzy provides club management software to sports clubs and associations — a members app for players, parents, coaches and managers, and an admin portal for club administrators. This policy explains what personal information moves through that platform, why, and what you can do about it. It applies to the ClubEzy apps, the admin portal and this website.

We handle personal information in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Clubs and ClubEzy: who does what

Most of the information in ClubEzy is put there by a club — its administrators, coaches and members. The club decides what it asks for on its registration forms, who in the committee can see what, and how long it runs a season. ClubEzy provides and operates the platform that stores and moves that information.

If you are a member, parent or guardian and you want information changed or removed, your club’s administrators are usually the fastest route. You can also come to us directly and we will help — see Contacting us below.

What we collect

Account details — name, email address, phone number, password credentials, and the clubs, seasons, teams and roles your account belongs to.
Member profiles — date of birth, gender, address, contact details, photos and the answers to whatever questions a club includes on its registration forms.
Child profiles — profiles created by a club or by a parent or guardian for a player under 18, and the link between a guardian account and a child’s profile or login.
Health, medical and emergency information — medical conditions, allergies, medications, injury history, emergency contacts and consents, where a club collects them as a condition of participation.
Compliance records — Working-with-Children check details, coaching accreditations and licences, their expiry dates, supporting documents you upload, and acceptance of club agreements.
Club activity — events, RSVPs, attendance marks and absence reasons, assessments, match reports, trial outcomes, gear and kit orders, documents and sponsor listings.
Messages and content — team and group chats, direct messages, announcements, comments and any files or images sent through them.
Device and technical information — device push notification tokens, app version, IP address, and logs of requests to our servers, which we use for delivery, security and diagnosing faults.
Support conversations — anything you send us through in-app support, the contact form on this site, email or the phone.

How we use it

To run the service — registrations, teams, events, attendance, chat, compliance, gear, reporting and everything else the platform does.
To send notifications you or your club have set up: event and attendance reminders, announcements, chat notifications and registration updates, by push notification and email.
To show information to the right people — a club’s administrators, coaches and team managers see what their permissions and roles allow, and no more.
To provide support when you ask for it, including in-app support chat.
To keep the platform secure and working — abuse prevention, rate limiting, fault diagnosis and backups.
To improve the product, using aggregate and de-identified usage information about how features are used.

We do not sell personal information, and we do not run advertising or advertising trackers in ClubEzy. We do not use the content of your club’s messages or member records to target ads, and we do not share member information with data brokers.

Children and parental oversight

Grassroots sport is full of children, so this matters more here than in most software.

Child profiles are created by a club or by a parent or guardian. A child can have a profile with no login at all.
Where a child has a login, it is linked to a guardian account. The guardian controls whether that login is enabled and can view what the child’s account participates in, including their chats.
Clubs are responsible for obtaining the consents they need when registering a minor — participation, medical treatment, photography and anything else their sport or their federation requires — and for making sure the people they give administrator or coach access to are entitled to have it.
Members and guardians can hide specific profile fields, such as date of birth, address and phone number, from other members.

Where your information is stored

ClubEzy runs on Google Cloud, using Firebase for its database, authentication, file storage and push notifications. All writes to the platform go through a secured server layer with rate limiting rather than straight from an app to a database.

Google operates data centres in a number of countries, so some information may be stored or processed outside Australia by our infrastructure providers. We rely on those providers’ contractual and security commitments to protect it.

Who else touches it

We share personal information with service providers who help us run ClubEzy, and only for that purpose:

Google (Google Cloud and Firebase) — hosting, database, authentication, file storage and push notification delivery.
SendGrid — sending transactional email such as reminders, invitations, announcements and report deliveries.
Intercom — in-app support chat and support conversations.

We may also disclose information where the law requires it, or where it is necessary to protect someone’s safety or our legal rights. We do not otherwise disclose your information outside your club without your consent.

How long we keep it

Membership history is deliberately durable: it is a record of who played, who coached, who was accredited and what happened in a season. Seasons and organisations in ClubEzy are archived rather than destroyed, so ending a season or leaving the platform hides that data from everyday views without wiping the history behind it.

If you want personal information deleted rather than archived, ask us and we will work through it with you and, where relevant, your club. We will honour deletion requests except where we are required to keep something — for example, a safeguarding or legal obligation on the club — and we will tell you when that is the case.

Accessing and correcting your information

You can view and edit most of your own profile in the app. Club administrators can correct member records for their club. If you want a copy of the personal information we hold about you, or you think something is wrong and can’t fix it yourself, contact us and we will respond within a reasonable time. We may need to verify who you are first.

Cookies and this website

The ClubEzy apps and admin portal use cookies and local storage to keep you signed in and remember basic preferences. Links from our marketing campaigns may carry tags in the URL so we can see which campaign brought someone to us. We do not use advertising cookies or cross-site ad tracking.

Security

Access to club data is controlled by granular per-permission roles, all writes pass through a secured, rate-limited server layer, and traffic is encrypted in transit. No system is perfect, so if you believe an account has been compromised or information has been exposed, tell us straight away and we will investigate.

Changes to this policy

We will update this page when our practices change, and the date at the top will change with it. Where a change materially affects how we handle personal information, we will let clubs know in the product.

Contacting us

For privacy questions, access and correction requests, or a complaint about how we have handled personal information, get in touch through our contact page, in-app support, or:

ClubEzy
Suite 10, 23 Norton Street, Leichhardt NSW 2040, Australia
+61 2 8091 4300

We will acknowledge a privacy complaint and work with you to resolve it. If you are not satisfied with our response, you can refer the matter to the Office of the Australian Information Commissioner atoaic.gov.au.