SnookerOS Privacy Policy

This policy covers the SnookerOS platform, including the club and customer portals and related services we operate. It applies to club owners and staff with SnookerOS accounts, and to players and customers whose data clubs manage through the platform.

For club-operations data (player profiles, bookings, session records, orders, ledgers, membership and tournament records that a club creates or collects in SnookerOS), the club is the data controller and SnookerOS acts as the club's processor. The club decides what player data to collect and how it is used; we process it only to provide the service to that club, under the club's instructions.

For the account data of club owners and staff (the information you give us to create and operate your SnookerOS account), SnookerOS is the data controller.

Practical consequence: if you are a player or customer of a club, your club is your first point of contact for questions about your data. If you are a club owner or staff member, contact us directly at alfaizk64@gmail.com.

Account data (we are the controller). Club accounts are provisioned by the SnookerOS team through guided onboarding, and club owners invite staff by email. For owners and staff we collect the details needed to run these accounts: name, email address, role and permission assignments, login credentials (stored as secure hashes), and language and theme preferences.

Club operations data (the club is the controller). Clubs enter and generate operational data in the platform, which may include player names and contact details, booking and session histories, POS orders and receipts, player ledger entries, payment and refund records, membership and tournament records, and staff shift information. Players are typically registered at the desk by the club; where a club has enabled it, players may self-register into that club's portal.

Public pages. For a club that is listed on SnookerOS's public Discover pages (the default; the club can switch the listing off in its settings), tournament entrants' first and last names appear on the public bracket, match and leaderboard pages, next to the club's name, city and live table availability. Anyone can open these pages and search engines may index them. Email addresses and other contact details are never shown there.

Device and log data. When you use the platform we automatically record technical information such as IP address, browser and device type, timestamps, and the pages or actions requested. We use this for security, troubleshooting, and to keep the service running.

Error diagnostics. If something goes wrong, our error-monitoring tooling (Sentry) captures technical details about the failure, which may include limited request context, so we can find and fix the problem.

We use personal data only to provide and operate SnookerOS. Specifically, we use it to:

• provide the platform's features to clubs and their customers (bookings, sessions, POS, memberships, tournaments, and the rest);
• authenticate users and enforce role-based access and per-club data isolation;
• manage club subscriptions, plan limits, and optional paid add-ons;
• provide support and respond to requests sent to alfaizk64@gmail.com;
• monitor, secure, debug, and improve the service, including error diagnosis;
• meet legal obligations and enforce our terms.

We do not sell personal data, and we do not use it for third-party advertising. Where we process club-operations data, we do so only as the club's processor to deliver the service, not for our own purposes.

SnookerOS uses only essential cookies and similar browser storage:

• authentication tokens (JWT sessions) that keep you signed in securely;
• a language preference (the platform supports six locales);
• a theme preference (such as your chosen display mode).

We do not use third-party advertising trackers, and we do not place analytics cookies for ad targeting. Because these items are strictly necessary for the service to work or to remember settings you have chosen, blocking them may prevent the platform from functioning.

We share personal data only with the service providers needed to run the platform:

• Our cloud hosting provider: hosting and infrastructure for the platform and its databases and backups;
• Our email delivery provider: sends verification, password-reset, invitation, receipt and notification emails, so it receives recipients' email addresses and the message content;
• Sentry: error monitoring, which receives technical diagnostics when failures occur;
• Where a club has enabled them: SMS, WhatsApp and push-notification providers, which receive only what is needed to deliver the messages that club chooses to send;
• A font delivery service: the site's web fonts are loaded from a third-party font service, which receives the visitor's IP address and browser details when a page loads.

Public pages. For clubs listed on SnookerOS's public Discover pages (the default; a club can switch the listing off), the club's name, city and live table availability, and its tournaments including the names of the players entered, are visible to anyone and may be indexed by search engines. Email addresses are never shown there.

Payments work differently. When a club's customers pay for bookings, memberships, or tournament entries online, the payment is processed through that club's own payment provider account, using the club's own keys. The club, not SnookerOS, is the merchant for its customers, and the club's payment provider handles the card transaction under its own privacy terms. A refund of an online payment goes back through the same provider. SnookerOS never stores cardholder data. Clubs may also accept cash or pay-at-desk, in which case no online payment data is involved.

Beyond this, we may disclose data if required by law or to protect the rights, safety, or security of SnookerOS, our clubs, or their users. We do not share data with advertisers or data brokers.

Club operations data is retained for as long as the club's subscription is active, because clubs rely on it as their business records. The club, as controller, decides how long individual player records are kept and can correct or delete them using the tools built into the platform.

Account data for club owners and staff is retained while the account is active and for a reasonable period afterwards to handle billing, support, and legal matters.

We take daily backups of platform data for disaster recovery. Deleted data may persist in backups for a limited period until those backups rotate out, after which it is gone. Log and diagnostic data is kept only as long as needed for security and troubleshooting.

We apply technical and organisational measures appropriate to the data we handle:

• encryption in transit (TLS) for all connections to the platform;
• strict per-club data isolation, so one club can never see another club's data;
• role-based access control with multiple staff roles, per-user permission overrides, and optional branch-level administration, so people within a club see only what their role allows;
• hashed credentials and token-based (JWT) session management;
• daily backups and error monitoring to detect and recover from problems.

No system is perfectly secure, and we cannot guarantee absolute security, but we work to protect the data entrusted to us and to address issues promptly when they arise.

Depending on where you live, you may have rights to access, correct, export, delete, or restrict the use of your personal data. SnookerOS is built with GDPR-grade data export and deletion tools, so these requests can be honoured in practice, not just on paper.

If you are a player or customer of a club: the club is the controller of your data, so please contact your club first. The club can view, correct, export, or delete your records using the platform's built-in tools. If you contact us directly about club-held data, we will refer your request to the relevant club and assist them as their processor.

If you are a club owner or staff member: contact us at alfaizk64@gmail.com to exercise your rights over your account data. Clubs can also request a full export or deletion of their club's data.

We respond to requests within a reasonable time. If you believe your rights have not been respected, you may also complain to your local data protection authority.

SnookerOS serves clubs in multiple countries, and the platform is hosted on cloud infrastructure. This means your data may be stored or processed in a country other than the one where you live.

Where data is transferred across borders, we take steps to ensure it remains protected to the standard described in this policy, including using reputable providers and appropriate contractual safeguards where required by applicable law.

SnookerOS is a business tool for clubs and is not directed at children under 16. We do not knowingly collect personal data from children under 16 through our own account systems.

Clubs, as controllers of their player records, are responsible for complying with any age-related rules that apply to the customer data they collect. If you believe a child's data has been provided to us in error, contact us at alfaizk64@gmail.com and we will help resolve it.

We may update this Privacy Policy from time to time (for example, when we add features or subprocessors, or when the law changes). When we do, we will update the effective date at the top of the policy.

For material changes, we will give clubs reasonable advance notice, such as by email or an in-platform notice. Continued use of the platform after a change takes effect means the updated policy applies.

For any question, request, or concern about this Privacy Policy or how data is handled on SnookerOS, contact us at:

• Email: alfaizk64@gmail.com

If your question concerns data a club holds about you as its player or customer, please contact that club first (it is the controller of that data) and we will support the club in responding. Note that this Privacy Policy, like our Terms of Service, is governed by the laws of the jurisdiction in which SnookerOS is established, without regard to conflict-of-law rules.