Privacy Policy
1. Who We Are
Club Muster is a private sports club management platform developed and operated in Australia. This privacy policy explains how we collect, use, store, and protect personal information when you use the Club Muster app or web portal.
Club Muster is operated by Ravindar Singh, trading as Club Muster (ABN 11 636 965 040), Queensland, Australia.
For questions or requests, contact us at support@clubmuster.com.au. This policy should be read together with our Terms of Use.
2. What Information We Collect
| Information | Why we collect it |
|---|---|
| Name (first and last) | To identify you in team lists, chats, and attendance records |
| Email address | Used as your login credential and for club communications |
| Club role | To determine what features and data you can access |
| Team / group memberships | To show you the correct chats, calendars, and events |
| Attendance records | To record presence or absence at training and matches |
| Chat messages | Sent by you in team or group chat rooms within your club |
| Guardian relationships | Links between parent/guardian accounts and junior member accounts |
| Photos you share | Images posted to a club chat or attached to a club notice |
| Safeguarding notes | Short welfare notes about a junior member (see section 4) |
| Reported messages | Where a message is reported, the message and surrounding conversation are kept for club administrators to review |
| Administrative records | A log of who changed roles, safeguarding notes, and moderation decisions, so a club can account for them |
| Push notification token | A device identifier used only to deliver notifications. Never used for tracking or advertising |
| Crash diagnostics | If the app crashes, a technical report (device model, operating system version, and where in the app it failed) so we can fix it. It contains no messages, names or club data |
We do not collect: date of birth, location or GPS data, financial information, school records, or device advertising identifiers.
A note on health information: we don't collect medical information as a routine part of a member's profile. However, a safeguarding note (section 4) may contain an allergy, medical condition or medication where a club records one. That is health information, and section 4 explains how it is handled.
3. Junior Members (Under 18)
Club Muster includes features for junior members of sports clubs. We take the privacy of children seriously.
- Junior accounts are created by a club administrator at the request of a parent or guardian. Children cannot self-register
- A temporary login password is generated and shown only to the linked guardian
- Guardians can view their child's profile, memberships and attendance in the app, and can request access to anything else held about their child (see section 4 for safeguarding notes, which are not displayed in the app)
- Junior data is subject to the same protections as adult member data, and safeguarding notes to stricter ones
- We do not collect date of birth or school details about children
To request access to, correction of, or deletion of information held about your child, contact your club or email support@clubmuster.com.au.
4. Safeguarding Notes and Sensitive Information
Club Muster lets a club record a short safeguarding note against a junior member: information someone supervising that child needs in order to keep them safe during club activity. In practice a note covers things like:
- pickup and collection arrangements, including who may or may not collect a child
- an allergy, medical condition or medication a coach should be aware of
- anything else directly relevant to that child's safety or welfare at training or on match day
Notes are not used for disciplinary matters, performance assessments, or general observations about a child.
This is sensitive information
Where a note records an allergy, medical condition or medication, that is health information, a category of sensitive information under the Privacy Act 1988 (Cth) that carries stricter handling requirements than ordinary personal information. We treat it accordingly:
- it is stored separately from the member's ordinary profile, not alongside roster or attendance data
- it is never included in notifications, emails, exports or administrative logs
- access is restricted as described below, and every change is recorded
- it is deleted when the junior member's record is removed from the club
Who can see a safeguarding note
A safeguarding note is designed to be visible only to your club's president and administrators, and to the coaches, managers or group leaders of a team or group that the child is actually part of. It is not visible to other members, to other parents, or to the child's own account.
We build and maintain these controls in good faith, but no system is perfect. If you believe a note has been seen or used by someone who shouldn't have access, tell your club and contact us.
Guardians: safeguarding notes are not currently displayed in the app. That does not limit your rights. You can ask your club at any time what is recorded about your child, ask for it to be corrected, or ask for it to be removed, and we will help your club action that request. See section 11 for how to make a complaint if you are not satisfied.
Accountability
Every time a note is added, changed or cleared we record who did it and when, so your club can account for it. The wording of the note itself is never copied into that record.
A safeguarding note is a convenience, not a medical record. It does not replace your club's own medical or emergency forms, a signed action plan, or telling a coach directly. In an emergency, call 000.
5. How We Use Your Information
We use your information only to provide and improve the Club Muster service within your club:
- Authenticating your login
- Displaying your name in team rosters, chat rooms, and attendance lists
- Sending club notices and event reminders (when notifications are enabled)
- Allowing guardians to manage junior member attendance
6. Who Can Access Your Data
| Person | What they can see |
|---|---|
| You | Your own profile, memberships, attendance, and messages |
| Your linked guardian(s) | Your profile, attendance, and temporary login credentials (junior accounts only) |
| Club admin / president | Member names, emails, roles, team memberships, attendance, and safeguarding notes for juniors in the club |
| Coach / manager / group leader | Names, roles and attendance for their own team or group, plus safeguarding notes for juniors in that team or group |
| Other club members | Your name only (visible in shared team/group rosters) |
| Club Muster support team | Technical access only for bug fixes, bound by confidentiality |
| General public | No access. The app requires login |
7. Where Your Data Is Stored
Your club's data (profiles, memberships, chat messages, attendance, photos, notices and safeguarding notes) is stored on Google Firebase in Sydney, Australia (the australia-southeast1 region), and stays in Australia.
Three supporting services provided by Google work differently, and we think you should know which:
| Service | What it handles | Where |
|---|---|---|
| Sign-in (Firebase Authentication) | Your email address and login credentials | Google's global infrastructure, not region-restricted |
| Push notifications (Firebase Cloud Messaging) | Delivering a notification to your device, and its text | Google's global network |
| Crash diagnostics (Firebase Crashlytics) | Technical reports when the app crashes, so we can fix it | Processed outside Australia |
These are standard Google services used under Google's terms, and they hold far less about you than your club's data does. We disclose personal information to no other recipient: no advertisers, no analytics providers, no data brokers.
Access is controlled by role-based security rules. Each user can only read and write data appropriate to their role.
8. Data Retention and Deletion
Your data is retained only while you are an active member of your club. When a member is removed by a club administrator, their account data, memberships, attendance records, safeguarding notes and authentication credentials are deleted.
| Data | How long we keep it |
|---|---|
| Profile, memberships, attendance | While you are a member of the club |
| Safeguarding notes | Deleted when the junior member's record is removed |
| Chat messages | Retained by the club as a record. Text messages cannot be deleted once sent. An image or a poll can be removed by whoever posted it, or by a club administrator or the team’s coach or manager |
| Archived season transcripts | Retained by the club as a record of that season |
| Reported messages and moderation decisions | Retained by the club so it can account for the decision |
| Administrative logs | Retained by the club for accountability. Never include the wording of a safeguarding note |
| Inactive accounts | Removed automatically after around 18 months of no use. We attempt to warn you by notification and email first, and simply opening the app resets it |
You can request deletion of your account at any time by emailing support@clubmuster.com.au. Requests are actioned within 30 days.
9. Cookies and Tracking
The Club Muster mobile app does not use cookies or third-party tracking. The web admin portal uses session cookies only for authentication. No advertising or analytics cookies are used.
10. Australian Privacy Act Compliance
Club Muster is committed to compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). In particular:
- APP 3: we collect only the minimum personal information necessary
- APP 5: we notify you of what is collected and why (this policy)
- APP 6: data is used only for club management and not disclosed to third parties
- APP 11: we take reasonable steps to protect information from misuse and unauthorised access
- APP 12: you can request access to or correction of your personal information
- APP 3.3: sensitive information, including health information that may appear in a safeguarding note, is collected only where reasonably necessary for the child's safety and with the consent of the child's guardian, given to their club
- APP 8: your club's data is stored in Australia. Sign-in, push notification delivery and crash diagnostics are provided by Google and may be processed overseas, as described in section 7; we take reasonable steps to ensure Google handles that information consistently with the Australian Privacy Principles. We disclose personal information to no other overseas recipient
11. Data Breaches
If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner in line with the Notifiable Data Breaches scheme. Where a breach affects a junior member, we will notify their linked guardians and their club.
12. Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your account and associated data
- Withdraw consent for data collection (by deleting your account)
To exercise any of these rights, contact us at support@clubmuster.com.au. We will respond within 30 days.
If you are not satisfied with how we handle a privacy request or complaint, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
13. Changes to This Policy
We may update this policy from time to time. The date at the top of this page reflects the latest revision. Continued use of Club Muster after changes constitutes acceptance of the updated policy.
14. Contact
For any privacy-related questions, requests, or complaints:
Ravindar Singh, trading as Club Muster
ABN 11 636 965 040
Queensland, Australia
support@clubmuster.com.au
clubmuster.com.au