Privacy Policy

CraftMyClub is a management platform for sports clubs and academies, operated by Eqaim Technology and Services Private Limited, with its registered office in Hyderabad, Telangana, India ("CraftMyClub", "we", "us"). This policy explains what data we handle, why, and the choices you have. It is written to comply with India's Digital Personal Data Protection Act, 2023 (DPDP).

Club staff (owners, admins, coaches) create accounts directly with us. For their account data, we decide how it is processed.

Club members(players, parents and guardians) do not create accounts with us. Their details are entered by their club, and the club decides why and how that data is used. In DPDP terms the club is the data fiduciary for its members' data and CraftMyClub processes it on the club's instructions. If you are a player or parent, your club is your first point of contact for any data question, and we are here to help if you cannot reach them.

Club staff accounts: name, email address, phone number and role. Sign-in uses a one-time code sent to the email address. Where an older account still has a password, only a secure hash of it is stored, never the password itself.

Member data entered by clubs: player names and basic profile details, guardian names and phone numbers, batch and schedule assignments, attendance, fee and invoice history, skill assessments, match records, and enquiry details for prospective members.

Payments: online payments are processed by Razorpay. We never see or store card numbers, UPI PINs or banking credentials. We keep transaction references, amounts and invoice records.

WhatsApp updates:if a club enables WhatsApp updates for a contact, we store the phone number, the consent state and a log of messages sent (fee reminders, schedule changes, receipts, announcements) with their delivery status. Messages are delivered through Meta's WhatsApp Business Platform. Every recipient can stop these messages at any time by replying STOP. The section below explains what changes when a club connects its own WhatsApp number.

Technical data: the minimum needed to run the service - login session tokens, a theme preference, and server logs that include request identifiers for troubleshooting.

A club can connect its own WhatsApp Business account to CraftMyClub, so that updates reach members from the club's own number. The club owner does this by signing in with Facebook in a window provided by Meta and choosing which account and number to share. CraftMyClub acts as a technology provider for the club. The club remains the owner of its WhatsApp account, its number and its conversations.

What we receive from Meta:the identifiers of the club's business, WhatsApp Business account and phone number; the display name and status of that number; an access token limited to the permissions the owner granted; message templates and their review status; account health such as quality rating and messaging limit; and for each message its content, recipient number and delivery status. We do not receive the owner's Facebook password, friends, posts or any personal Facebook profile content.

If the number is also used in the WhatsApp Business app:the owner can choose to share existing contacts and up to six months of chat history, and messages staff send from the phone are then copied to us as they happen. Sharing history is optional and is decided by the owner inside Meta's window.

What we use it for:only to send the club's own updates from the club's own number, to show the club its message activity and account health, and to honor opt-outs. We do not use WhatsApp data for advertising, we do not sell it, we do not combine one club's data with another's, and we do not use it to train AI models.

How it is protected and removed: access tokens are encrypted at rest and are never shown in the product. A club can disconnect at any time, from CraftMyClub or from its WhatsApp Business app. On disconnect we delete the access token immediately and stop all sending and receiving for that number. Message logs follow the retention and deletion rules described below.

To run the service clubs signed up for: scheduling, attendance, fee collection with GST-compliant invoices, member communication, assessments and reports. To bill clubs for their subscription. To provide support. To meet legal obligations such as tax record keeping.

We do not sell personal data. We do not use it for third-party advertising. We do not send marketing to club members - clubs communicate with their own members, and only after recording consent.

Only service providers needed to run CraftMyClub, and only the data each one needs: cloud infrastructure for hosting and storage, Razorpay for payment processing, an email delivery provider for sign-in codes and welcome emails, and Meta's WhatsApp Business Platform for message delivery. Each provider processes data under its own contractual safeguards. We disclose data to authorities only when the law requires it.

For as long as the club's account is active. When data is deleted, it disappears from the product immediately and is then purged from our systems. Invoices and payment records are retained for the period Indian tax law requires, even after deletion requests, and only for that purpose. See data deletion for exactly how deletion works.

All traffic is encrypted in transit. Every club's data is isolated from every other club's at the database level. Access within our team is limited to what is needed to operate and support the service. Payment credentials never touch our servers.

You can ask for access to your personal data, correction of inaccurate data, or deletion (see data deletion instructions). Club members should route requests through their club where possible, since the club controls its roster; you can always contact us directly using the details below, and we will coordinate with the club. If you are unsatisfied with our response, you may escalate to the Data Protection Board of India.

If we make material changes we will update this page and the date at the top, and notify clubs through the product. Continued use of CraftMyClub after a change means the updated policy applies.