# What Sports Club OS keeps, and who can see it

> What Sports Club OS keeps about members, staff and the club, who can see each part, what is never kept, and what each AI feature is sent and keeps.

Who this is for: Anyone: no sign-in needed.
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/reference/your-data/

This page says what Sports Club OS keeps for your club, who can see each part, and what the AI features are sent. Your club's data belongs to your club. Where it is stored, how it is protected and backed up, and which companies handle it are on the [Trust Centre](https://sportsclubos.net/trust/).

## Who can see what

What each person sees is decided by their roles, and your club decides what each role allows on Roles & permissions. Sports Club OS checks every request against those permissions, so a page or button being hidden is never the only protection. See [How roles and permissions decide what you see](https://sportsclubos.net/help/getting-started/roles-and-permissions/index.md) and [Roles and their starting permissions](https://sportsclubos.net/help/reference/roles/index.md).

Some rules hold whatever the roles:

- **A member sees only their own.** Their own details, bookings, invoices, classes, matches and purchases, on their own pages. The head of a household also sees the household's. No role can be given another person's own pages.
- **A coach** sees the people on their own sessions: name, age, any medical note and tags. Not a date of birth, membership type or address.
- **A competition convener** sees other members by name, member number and rating. A player sees an opponent's phone and email only for a match still to play, and only if that opponent chose to share them.
- **Public screens** (the club's TVs, the court board, public draws) show names and scores only, and anyone under 18 by first name and initial.
- **The join form, the venue enquiry form and the class request form** never say whether a name or address belongs to a member.
- **Reports** hide groups of fewer than five people (the number is the club's) from anyone who cannot see members, so nobody can be picked out from a figure. See [Why some figures show "<5"](https://sportsclubos.net/help/reports/small-numbers/index.md).
- **A member's till purchases** are seen by those who can see the club's sales, and by the member, not by everyone who can see members.
- **Downloading all the club's data** is for the Administrator alone.

## What is kept about a person

| What | Who sees it, by default |
|---|---|
| Name, contact details, address, date of birth, gender, membership type, status and expiry, household, tags, member number | Those who can see members (by default the Administrator, Head Coach, Casual Staff and Reporting), and the person themselves |
| Notes the office writes | Those who can see members. The member does not see them. |
| Bookings, invoices and payments | Those who can see members, bookings or invoices (the office, Reporting; invoices also the Treasurer), and the person |
| Email choices, and every change to them (what, when, how and by whom) | The office and the person |
| Messages sent to their address, and what happened to each | Those who send messages (by default the Administrator), and on the member's page those who can see members |
| Class bookings and attendance, and what is held for classes only: a medical note, an emergency contact, a coach's notes, their stage | The classes office (Head Coach, Casual Staff); a coach for the people on their own sessions |
| Competition entries, results and rating | Members (draws, results and the club rankings), and conveners |
| Till purchases, bar account and prepaid credit | Those who can see the club's sales (by default the Bar Manager, Reporting and Treasurer), and the household |
| A membership application: everyone on it, with dates of birth, the proposer and seconder | Whoever looks after applications (the Administrator) |
| Why they left, if the office chose a reason | Those who can see members, and the club's reports as counts only. Never the person. |

For staff, the roster keeps a staff record (name, email, mobile, positions, how they want to be told), availability and dates off, shifts and answers, and hours worked. No pay rates. For each login, Sports Club OS keeps its email address and roles. Passwords are kept by the sign-in service and nobody at the club can see them.

Every change that matters is written in the audit log: who did what, and when. See [The audit log](https://sportsclubos.net/help/admin/audit-log/index.md).

## What is never kept

- **Card numbers.** Sports Club OS does not take card payments.
- **A bank statement file.** It is read in the browser. The lines from it are kept, with long numbers in the bank's words cut down to their last three digits, and of each bank account only the bank, the BSB and the last four digits of its number.
- **Passwords**, in the club's records.
- **The codes in emailed and texted links** (a yes or no to a shift, unsubscribing, a hirer's quote, confirming an application). Only a scrambled fingerprint of each is kept, so the stored record cannot be used as the link.
- **Pay rates** and anything about pay.

## The AI features

Sports Club OS uses AI in four places. Each runs on Anthropic's Claude models, hosted in Australia, in your club's own account with its cloud provider, which does not use what it is sent to train models or share it with the model's maker. Nothing the AI writes changes anything by itself: a person reads it and decides.

| Feature | What it is sent | What Sports Club OS keeps |
|---|---|---|
| **Drafting a message**, or rewording a paragraph, in Communications | The description you type, or the paragraph, and the club's name. No member data: merge fields such as a first name stay as they are and are filled in when the email is sent. | The draft, as you then edit it. The audit log records that a draft was asked for, and by whom, not what was typed. |
| **The website assistant** | Your request, the earlier requests on the same draft, today's date, and the files of the club's website draft. No member data. | The request and what changed, with the draft's history, so a change can be undone. |
| **The AI Report Assistant** | Your question, and the figures it looks up, as you: only figures your roles already let you see, with small groups hidden where you could not see them. It can only read. | Nothing of the question or the answer. The audit log records that a question was asked, by whom, and which figures were used. |
| **Help and feedback** | Your words, the name of the page you are on, your role names, and the parts of this Help centre that answer your question, from the articles about what you can do. Not your name, what is on your screen, or any of the club's records. | The conversation, which the club's Administrator can read on **Feedback**. One where nothing was saved is cleared after 90 days untouched. |

When someone saves feedback through **Help and feedback**, a summary is emailed to the makers of Sports Club OS so they can improve it: the summary, its kind, the page, the person's role names, the club and the release. Never their name, email address or the conversation. See [Ask Help and feedback, or tell the club what you noticed](https://sportsclubos.net/help/getting-started/help-and-feedback/index.md).

## A person's own rights

- A member sees and corrects their own details on **My details**, and chooses their emails on **Email preferences**. The office can correct anything else.
- When someone asks to be removed, the office can delete their record. Their bookings and invoices are kept, so the club's figures do not change. See [Delete a member, and what is kept](https://sportsclubos.net/help/members/delete-a-member/index.md).
- The club can take all of its data out at any time. See [Taking all of your club's data out](https://sportsclubos.net/help/reference/take-your-data-out/index.md).