Privacy Policy

CraftMyClub is a management platform for sports clubs and academies, operated by Eqaim Technology and Services Private Limited, Faridabad, Haryana, 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, role, and a securely hashed password. We never store passwords in readable form.

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). Messages are delivered through Meta's WhatsApp Business Platform. Every recipient can stop these messages at any time by replying STOP.

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

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, 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.