The data controller responsible for the processing of your personal data is:

MBM Digital Solutions
Haldenstrasse 13
8640 Rapperswil
Switzerland

Email: info@klubportal.com
Website: https://klubportal.com

For data protection inquiries, please contact us at the above address.

We collect and process the following categories of personal data:

**Registration Data:**
• Club name and address
• Contact person name and email
• Phone number (optional)
• Password (encrypted)

**Club Data:**
• Player and member information (names, birthdates, contact details)
• Sponsor information
• News articles and photos
• Match schedules and results

**Technical Data:**
• IP address
• Browser type and version
• Device information
• Access times and pages visited
• Cookies and similar tracking technologies

**Payment Data:**
• Billing address
• Payment method information (processed by payment providers)

We process your personal data for the following purposes:

**Contract Performance (Art. 6(1)(b) GDPR / Art. 31(2)(a) DSG):**
• Providing the KlubBase platform and services
• Creating and managing your club website
• Synchronizing match data from football associations
• Processing payments and invoicing

**Legitimate Interests (Art. 6(1)(f) GDPR / Art. 31(2)(a) DSG):**
• Improving our services and user experience
• Preventing fraud and abuse
• System security and maintenance
• Customer support and communication

**Legal Obligations (Art. 6(1)(c) GDPR):**
• Accounting and tax requirements (10-year retention)
• Responding to legal requests

**Consent (Art. 6(1)(a) GDPR / Art. 31(1) DSG):**
• Newsletter and marketing communications (opt-in)
• Optional analytics and tracking (cookie consent)

We may share your data with the following third parties:

**Service Providers:**
• Hosting Provider (servers located in Switzerland/EU)
• Email Service Provider (for transactional emails)
• Payment Processors (Stripe, PayPal - for payment processing only)
• COMET API (for match data synchronization)

**Legal Requirements:**
• Law enforcement or regulatory authorities when required by law
• In response to valid legal requests

We do NOT:
• Sell your personal data to third parties
• Share data with advertisers
• Transfer data outside Switzerland/EU without adequate protection

All third-party processors are contractually bound to protect your data in accordance with Swiss and EU data protection laws.

We retain your personal data only as long as necessary:

**Active Subscription:**
• Account and club data: Duration of subscription
• Usage logs: 12 months

**After Termination:**
• You may export your data within 30 days
• Backups are deleted after 30 days
• Accounting records: 10 years (legal requirement)
• Other data: Deleted within 90 days unless legal obligation requires retention

**Marketing Data:**
• Newsletter subscriptions: Until you unsubscribe
• Consent records: 3 years for proof of consent

You can request deletion of your data at any time, subject to legal retention requirements.

We implement appropriate technical and organizational measures to protect your data:

**Technical Measures:**
• SSL/TLS encryption for all data transmission
• Encrypted password storage (bcrypt hashing)
• Regular automated backups
• Firewall and intrusion detection systems
• Regular security updates and patches

**Organizational Measures:**
• Access control and role-based permissions
• Employee training on data protection
• Confidentiality agreements with staff
• Regular security audits

**Important Notice:**
No method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

Under Swiss data protection law (DSG) and GDPR (for EU customers), you have the following rights:

**Right of Access (Art. 15 GDPR / Art. 8 DSG):**
You can request information about what personal data we process about you.

**Right to Rectification (Art. 16 GDPR / Art. 5 DSG):**
You can request correction of inaccurate or incomplete data.

**Right to Erasure (Art. 17 GDPR):**
You can request deletion of your data, subject to legal retention requirements.

**Right to Data Portability (Art. 20 GDPR):**
You can receive your data in a structured, commonly used format and transmit it to another controller.

**Right to Object (Art. 21 GDPR):**
You can object to processing based on legitimate interests.

**Right to Withdraw Consent:**
You can withdraw consent at any time for newsletter or optional tracking.

**Right to Lodge a Complaint:**
Swiss customers: Federal Data Protection and Information Commissioner (FDPIC/EDÖB)
EU customers: Your local data protection authority

To exercise your rights, contact us at info@klubportal.com

We use cookies and similar tracking technologies:

**Necessary Cookies (No consent required):**
• Session cookies for authentication
• Security cookies (CSRF protection)
• Load balancing cookies
Duration: Session or up to 1 year

**Optional Cookies (Consent required):**
• Analytics cookies (anonymized usage statistics)
• Performance cookies (page load optimization)
Duration: Up to 24 months

You can manage cookie preferences in your browser settings. Disabling necessary cookies may affect platform functionality.

We do NOT use:
• Third-party advertising cookies
• Social media tracking pixels
• Cross-site tracking

KlubBase is intended for sports clubs managed by adults (18+ years).

When clubs add player profiles for minors (under 16 years):
• Parental or guardian consent is required
• Clubs are responsible for obtaining proper consent
• Limited data should be collected (name, birthdate, basic contact)
• Photos of minors require explicit parental consent

We do not knowingly collect data from children without appropriate consent. If you believe we have inadvertently collected such data, please contact us immediately for deletion.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

• Changes will be posted on this page with an updated "Last Modified" date
• Significant changes will be communicated via email
• Continued use after changes constitutes acceptance

We encourage you to review this Privacy Policy periodically.

**Contact Information:**
For questions about this Privacy Policy or our data practices:
Email: info@klubportal.com
Mail: MBM Digital Solutions, Haldenstrasse 13, 8640 Rapperswil, Switzerland

**Last Modified:** November 2025