Privacy Policy

Who we are

Club Mnagement Software is operated by Hope Bridge Technology SPC, a company registered in the Sultanate of Oman. The service helps clubs and training academies manage attendance, students, classes, accounting, payments, coaches, and communications.

Information we collect

• Account information such as administrator name, email address, role, language preference, and login session details.
• Academy information such as academy name, branch details, time zone, currency, subscription status, and settings.
• Student and guardian records entered by each academy, including names, phone numbers, spoken language, attendance history, class enrollment, renewal history, and payment-related records.
• Coach and staff records such as contact information, class assignment, compensation percentage, salary settings, earnings, and settlements.
• Communication data such as message templates, message delivery status, opt-out preferences, WhatsApp conversation records, and provider identifiers.
• Technical data such as request logs, security events, IP address, browser information, and error references used to operate and secure the service.

How we use information

• To provide the academy management application and store tenant-specific operational records.
• To authenticate users, protect accounts, prevent unauthorized access, and investigate errors or abuse.
• To calculate attendance, remaining sessions, accounting records, coach balances, and operational reports.
• To send academy-approved operational messages, reminders, and replies through configured channels such as WhatsApp, SMS, email, or internal messages.
• To improve reliability, support customers, maintain audit history, and comply with applicable legal obligations.

WhatsApp and Meta integration

When an academy connects WhatsApp Business, Club Mnagement Software uses Meta's embedded signup flow to receive authorization from that academy. We store only the information needed to operate the integration, such as WhatsApp Business Account ID, phone number ID, display phone number, encrypted access token, token expiry, and webhook delivery events. We use this access only for the connected academy's messaging workflows.

Sharing of information

• We do not sell customer, student, guardian, coach, or messaging data.
• We may share data with infrastructure, hosting, analytics, communication, or payment providers only as needed to provide the service.
• WhatsApp message data may be sent to Meta/WhatsApp when a connected academy chooses to use WhatsApp messaging.
• We may disclose information if required by law, regulation, court order, or to protect the security and integrity of the service.

Data security

We use tenant separation, server-side sessions, HTTPS deployment, CSRF protection for unsafe browser requests, role-based authorization, database access controls, audit records, and encrypted storage for sensitive provider tokens. No online service can guarantee absolute security, but we work to protect information with appropriate technical and organizational measures.

Data retention and deletion

Academy records are retained while the account is active or as needed for legal, accounting, security, and backup purposes. A customer may request export, correction, or deletion of their account data by contacting support. Deletion requests are verified before processing and may exclude records that must be retained for legal, financial, security, or fraud-prevention reasons.

Children and student data

The service is designed for academies and clubs, not for direct use by children. Student data is entered and managed by the academy or authorized staff. The academy is responsible for having the appropriate permission to store and process student or guardian information.

Contact

For privacy questions, data requests, or deletion requests, contact us at [email protected].