Last updated: 23 October 2026
This policy explains what information Club Check-In collects, why we collect it, how it is used, and how you can get in touch with us about it.
Club Check-In is a QR attendance and fee-tracking app for sports clubs, available at club-check-in.co.uk. This policy explains what information the app collects, why we collect it, how it is used, and how you can contact us about it.
It covers club owners and administrators who use the app, and the members whose details a club records in it.
Account details. When you sign in with Google, Apple or Facebook we receive your name and email address from that provider, together with which provider you used. Club Check-In has no passwords of its own.
Club and member records entered by club officers. Member names, email addresses, phone numbers, membership type, join date, member code and QR code, and any notes a club officer adds.
Check-in records. For every sign-in: the member, the date and time, whether it was a club night or a match, the fee applied, how much was paid and whether it was paid in cash or into the bank, and any balance carried forward.
Money records. Membership, club and match payments, refunds, club costs, transfers between the cash and bank pots, pot balances, and season snapshots.
Subscription records. Your Stripe customer and subscription identifiers, your subscription status and the date your current period runs to. We never see or store your card details — they are handled entirely by Stripe.
Club access records. The email addresses a club owner invites, the role and access level given to each person (owner, administrator, full or limited access), and the date and time of their first and last sign-in.
Audit records. A log of actions taken inside a club — for example a sign-in, a payment, a settings change or a season reset — recording what was done, who did it, and when.
Messages you send us. The name, email address and message you provide if you contact us through the app.
Basic usage counts. Anonymous counts of app visits and of actions such as sign-ins, which we use to understand whether the app is working well. These counts contain no names or contact details.
We collect this information to run the service you or your club have asked for:
Our lawful bases for this are the performance of our contract with you, our legitimate interests in running and protecting the app, and your consent where the law requires it. Member details are provided by the member's own club, not collected by us directly.
Your information is used only to provide the app's features to you and your club. It is stored on the Base44 platform, which provides the app's hosting, database and email delivery. Each club's records are kept separately, and access inside a club is controlled by the club owner through the roles and access levels described above.
We do not sell your information, and we do not use it for advertising.
A small number of providers help us run Club Check-In, and each receives only what it needs to do its job:
We may also disclose information if we are legally required to do so, or to protect the rights, property or safety of the app, our users or others.
Club records are kept for as long as the club keeps them in the app. A club owner can permanently delete a member's record, wipe all of a club's data with the factory reset in the Danger zone, or close the club entirely by deleting the owner's account — in each case the information is removed. Starting a new season clears that season's audit log.
Messages you send us are kept while we deal with your enquiry. Subscription and payment records are kept for as long as we need them for accounting and tax purposes.
If you are in the UK or the European Economic Area you have the right to ask for a copy of the information we hold about you, to have it corrected, to have it deleted, to ask us to restrict or object to how we use it, and to receive it in a portable format.
Some of these are already handled inside the app: a club officer can correct or delete member records and payments, and you can delete your own account from the Account dialog, which removes your access and closes any club you own along with its data.
For anything else, or if you are a member who wants to know what your club holds about you, contact us using the Contact Us form. We will respond as quickly as we can. You also have the right to complain to the UK Information Commissioner's Office (ICO) if you are unhappy with how we have handled your information.
Clubs use Club Check-In to record their own members' names, contact details and attendance. The club decides what to record and is responsible for telling its members how their information will be used and for having a lawful reason to hold it. If you are a member and want to see, correct or remove your details, please ask your club first — they are the ones who entered your information. We can help if they cannot.
Access to a club's records is limited to the people the club owner has invited, and further limited by the access level each person is given. Sign-in is handled by established providers rather than by passwords stored in the app, and information is transmitted over an encrypted connection.
No online service can be completely secure, so please use a strong, unique password with the Google, Apple or Facebook account you sign in with, and tell us straight away if you think someone has gained access they should not have.
We may update this policy as the app changes. The date at the top of the page shows when it was last updated, and continuing to use the app after a change means you accept the updated policy.
If you have a question about this policy, or want to exercise any of the rights described above, please send us a message using the Contact Us form. In the app you can also reach it from Help, with the Contact Us button. Tell us what your question is about and we will reply to the email address you give us.
If your question is about records your club holds — such as your attendance or your balance — your club owner or another club officer will usually be able to help you much faster, because they hold and manage those records.