OneClub OS Consumer Health Data Privacy Policy

What changed

• Package version updated for the revised account-entry notices. This document’s substantive provisions are unchanged.

1. Consumer health data we collect

• Self-reported wellness indicators submitted by a player, such as readiness, sleep, soreness, fatigue, mood, and body-map locations.
• Availability status, such as fit, managed, limited, or out.
• Injury indicators you report in a check-in, and the availability record staff keep: status, restriction, return-to-play status and date, coach context, and a separate clinical note restricted to authorized athletic trainers.
• Physical measurements a club records, such as height and weight.
• Training and match load metrics, including heart-rate readings, from GPS and heart-rate device files a club imports, and physical benchmarks.
• Wellness summaries and decision reports that a club generates from the above made available in the restricted workspace.

We do not request biometric identifiers, genetic data, reproductive or sexual health information, or precise device location from a player’s browser. Clubs must remove unnecessary identifiers, location coordinates and other sensitive fields from imported files and free text. We do not use the platform to diagnose health conditions.

2. Sources

Consumer health data comes from you, when you submit a wellness check-in; from authorized club staff, when they record availability, an injury, a measurement, or an evaluation; and from device files your club imports, when they contain load and heart-rate metrics.

3. Why we collect and use it

• To let your club monitor player readiness, availability, and recovery, and to support qualified staff in training and return-to-play decisions.
• To provide restricted wellness and availability views and generic reminders without sending health details in notifications.
• To display trends and summaries to you and to the staff your club authorizes.
• To secure the platform and comply with law.

We do not use consumer health data for advertising, do not sell it, and do not share it for any purpose other than those above.

4. Who can see it

Health access requires current club, team, role and health-purpose authorization. Staff health workspaces require an authorized adult. General roster or administrator access is insufficient. Confidential clinical notes are restricted to authorized adult athletic trainers. Other permitted staff receive only the availability information required for their work. Player-only accounts cannot use staff health workspaces.

Email, push, general messages, feeds and notification previews use generic service text rather than health values, diagnoses or clinical notes. Restricted health details are accessed only after a fresh permission check. Necessary hosting and storage providers process data under the reviewed instructions in the Privacy Notice; notifications do not give the delivery provider a health report. Additional sharing requires its own applicable basis and recipient scope. We do not sell it or use it for advertising.

5. Consent, and how to withdraw it

Health permission is optional and separate from terms acceptance and basic access. Adults choose for themselves; eligible minors require verified guardian authority and purpose-specific permission. Missing, expired, withdrawn or unverified evidence cannot authorize collection or sharing. A club attestation does not replace individual permission. Any necessary-requested-service basis must be specifically established for the actual use; it is not a blanket exception.

Current valid health permission is reused without asking again on each visit. Existing signed adult-player or guardian permission may be adopted only after an independent review identifies the original clauses covering the selected health collection and, separately, sharing, the current purposes and processors, signer identity and, for a guardian, parental authority, and the original and current notice evidence. The original signature and document versions remain unchanged. This review does not expand the permission or prove legal sufficiency by itself. Where current coverage is missing, the affected use remains pending and a new specific choice is needed; an adult who can consent for themselves can make that choice on the page.

For an adult player, the existing permission must be their own original signature, with verified identity and matching age evidence. A staff reviewer cannot sign on their behalf. A guardian signature does not become adult permission when a child turns 18. Both existing-permission paths remain subject to current scope, expiry and withdrawal checks; a current valid grant avoids another optional-permission prompt.

Withdrawal stops new collection for that purpose and restricts uses that rely on the withdrawn permission. You may withdraw consent at any time. Adults can use their available privacy choices; verified guardians use their separate channel, or contact legal@oneclubos.com. New acceptance is not required to make a request. Withdrawal does not automatically erase previous records; request deletion separately.

Player-data AI, health profiling by an AI service and model training are not authorized. Staff AI prompts must not contain health information. No diagnosis, treatment or return-to-play clearance is provided by OneClub OS.

6. Your rights

• Confirm, access and correct relevant health data and obtain recipient identities and contact mechanisms.
• Withdraw collection or sharing permission.
• Request deletion from active records, reports, originals, archives and relevant recipients, subject to applicable law. Deactivating an account alone does not erase all player records.
• Appeal a denial by replying to our response; receive reasons and a way to contact the applicable attorney general.

Send requests to legal@oneclubos.com or your club. We use proportionate identity checks without requiring a new account. Requests receive a response within 45 days. A permitted single 45-day extension requires timely reasons. Appeals receive a written response within 45 days. We do not penalize the exercise of rights.

For Washington-covered deletion requests, downstream recipients must be notified and any permitted archive or backup deletion delay cannot exceed six months from authentication. This is a request-specific legal ceiling, not a normal retention period. Actual provider deletion and restore safeguards require evidence. See RCW 19.373.040.

7. Security and retention

Current authorization restricts health reads and writes; clinical details stay in the trainer workspace and out of notification copies. Under the approved policy, new wellness, health measurements (height and weight), and GPS records are retained for 24 calendar months from collection. New clinical notes and player status history are retained for 24 calendar months after the player’s departure from the club. Sanitized import files are retained for 90 days after successful import. A shorter source permission or a valid erasure requirement takes priority, subject only to a specifically identified lawful hold. Existing records remain restricted pending review and are not automatically deleted under these new periods. An open account or annual review alone does not authorize indefinite retention.

A lawful hold must identify its purpose, affected records, reviewer and end or next review date. Backup and restored copies must respect prior deletion and withdrawal requests. The Privacy Notice explains the separate video schedule and provider processing.

8. Geofencing

We do not use geofencing around any facility that provides health-care services, and our browser forms do not request precise device location. Clubs must remove unnecessary location coordinates from uploads.

9. Contact

Privacy questions and requests: legal@oneclubos.com. Legal notices: legal@oneclubos.com. Changes to this policy are versioned and shown to every user for acceptance at their next sign-in.