Colonial Club App Privacy Policy

Information stored on your device

The previous on-device card stores local prospective-member progress (including completion status, dates, initials, and any physical progress-card photo you choose to add). Other local information includes match-tool scores and drafts, shot-timer drills and timing history, reminder and notification preferences, and cached public events, announcements, documents, and images in the App’s private storage. The Club does not receive the previous on-device card automatically. Progress entered into the membership tracker is stored online and shared with authorized dashboard administrators. On iPhone and Android, your own most recently saved card is cached privately for faster opening. The cache expires after seven days and is cleared when access is denied. It is never used to authorize a sign-off. A random private key saved on this device opens your card; the server stores its hash. Names alone cannot retrieve existing cards. Contact the Club before moving your card to another device. Other members’ cards and officer rosters are not stored in this cache. A physical card photo leaves the App only through an export, save, or share action you choose.

Android cloud backup and device-transfer backup are disabled for the App. Some iPhone preferences may be included in a device or iCloud backup according to your Apple backup settings; the Club cannot access those backups. Cached calendar and document downloads and the physical card photo are marked to be excluded from iPhone backup.

Network requests and public content

The App contacts Club-controlled services and colonialrpc.com to retrieve public calendar events, announcements, documents, and images. These requests may expose standard connection information—such as IP address, request date and time, app or browser identifier, and basic device/network information—to the Club’s hosting providers. That information may be used for delivery, reliability, security, and abuse prevention, but not by the Club for advertising or tracking.

When you choose an external link, such as Member Login, PractiScore, YouTube, or a social-media page, the page opens in a system browser or the relevant app. The Colonial Club App does not receive credentials or other information you enter there. The destination’s own privacy policy applies.

Notifications and Firebase Cloud Messaging

Local match reminders are scheduled and stored on your device. If you separately enable Club announcements, the App uses Apple Push Notification service or Android notification services together with Google Firebase Cloud Messaging (“FCM”). FCM processes a Firebase installation identifier, the platform push token, app version and identifier, and device metadata such as model, language, time zone, and operating-system version to register the installation, manage a topic subscription, and deliver notifications. The App does not include Google Analytics, Crashlytics, advertising, or notification-interaction analytics.

Notification permission and Club-announcement enrollment are optional. Turning Club announcements off requests unsubscription from the Club topic and disables FCM auto-initialization in the App. If the connection fails, server unsubscription is retried when online; turning announcements off does not itself delete an existing Firebase installation identifier. Google states that Firebase installation identifiers are retained until the Firebase customer requests deletion and are removed from live and backup systems within 180 days after that request. More information is available in Firebase Privacy and Security.

Device permissions and actions you direct

• Calendar: On iPhone, the App asks for Calendar access only after you choose “Add to Calendar,” then saves the selected Club event and an alert. On Android, the App opens the system calendar’s prefilled event screen and does not directly read your calendar.
• Notifications: The App requests notification permission only after explaining Club announcements or when you enable a local match reminder. You can change notification permissions in system Settings.
• Camera: The App requests camera permission when you scan a full member’s activity sign-off QR. Camera images are processed on the device; only the sign-off code is sent to the backend. On iPhone, camera permission also supports photographing a physical progress card. Android opens the system camera for physical-card photos. The photo stays in the App’s private storage unless you choose to export, save, or share it.
• Microphone: The App requests microphone permission only when you start the optional Shot Timer tool. Microphone samples are analyzed live on the device to detect acoustic impulses and calculate shot times and splits; audio is not recorded, retained, transmitted, or available to the Club.
• Photos and files: When you choose an existing progress-card image, the system picker gives the App access to the selected item. When you save a scorecard image, export a PDF or progress backup, restore a backup, or share content, the App accesses the items involved in that action. Android 9 and earlier may request storage permission to save an image; newer Android versions use system media/file facilities. A file or message you send through the system share sheet is handled by the destination you select.

The App does not request location, contacts, an advertising identifier, or unrestricted browsing of your photo library. It can receive a progress-card image you select and save the scorecard image you request. Camera and microphone access are optional and occur only for the user-directed features described above.

App integrity checks

Firebase App Check uses Apple App Attest or Google Play Integrity to help verify that requests come from the genuine App. These services may process app, device-integrity, and network information to prevent abuse. This information is not used for advertising or tracking.

Service providers and disclosure

Information described above may be processed by the Club’s website/API hosting providers, Google/Firebase, and Apple’s or Google’s platform notification services only to operate, secure, and support the App. These providers process information under their own terms and data-protection commitments. We may also disclose information if required by law or reasonably necessary to protect users, the Club, or the public. We do not disclose App information to data brokers, advertising networks, or analytics providers.

Retention, deletion, and your choices

• Reset the previous on-device card, or clear App storage/delete the App, to remove its local information. Deleting the app does not delete online membership records; request deletion in Prospective Member Progress Tracker → My card. Files or images you exported remain wherever you saved or shared them until you delete them there.
• Remove an event from your system calendar or a scorecard from Photos using the relevant system app.
• Turn off local reminders or Club announcements in the App, and revoke Calendar, Camera, Microphone, Photos, storage, or notification permissions in system Settings.
• Operational server logs are retained by the applicable hosting provider only as needed for delivery, security, troubleshooting, and legal obligations.

Enter your name and choose Member or Prospective member. Members can show a QR immediately; prospective cards are inactive until a dashboard administrator approves them. New cards need no email or password. Only the separate administrator dashboard uses Firebase Authentication. Member account sign-in and invitations are no longer used. Your card progress, activity dates, signing member’s full name and initials, and approval/correction history are stored in Firebase. Your account details, progress, and sign-offs can be viewed by you and authorized members of the club board. Full members can authorize activity sign-offs without seeing other members’ progress. In the tracker, open My card → Delete my card to permanently delete your card profile, private access identifier, progress, and associated audit records. Your name and initials are also removed from sign-offs in other members’ cards; their activity date and completion remain without your identity. Deletion runs when you confirm it online, and the app confirms completion. If the connection fails, use Delete my card again to finish safely. This removes the saved card and private access key from your device. No phone call or email is required. To ask about deletion of information that may be held by a Club service provider, contact us using the information below. We will verify and act on a request when we can reasonably identify responsive information, subject to legal and security retention needs.

Support, website visits, and optional beta testing

TechNICKal Apps provides technical app support at colonial@technickalapps.com. If you contact the Club or TechNICKal Apps, the recipient receives your email address, message, and any attachments you choose to send. Correspondence is used to respond and resolve the issue and retained as needed for that purpose and applicable legal obligations. You may request deletion by contacting the recipient.

The public TechNICKal Apps support and policy website is hosted on Google Firebase Hosting. The site does not add analytics, advertising scripts, or tracking cookies. Hosting providers process standard request information, including IP addresses and request metadata, to serve and secure the website.

If you separately enroll in a beta through Apple TestFlight or Firebase App Distribution, those distribution services may process your name, email address, device identifiers, installation information, and feedback under their respective policies. Beta distribution records are separate from your club membership account. Google states that Firebase App Distribution data is removed from live and backup systems within 180 days after the Firebase customer requests deletion. Apple’s TestFlight privacy information and Firebase Privacy and Security describe these services.

Security

The App uses HTTPS for supported network requests, uses operating-system private storage for App data, validates downloaded content before saving it, and limits permissions to user-requested features. No storage or transmission method is completely secure, but we use reasonable safeguards appropriate to the information processed.

Children

The App is intended as a Club schedule, safety-resource, match-tool, and prospective-member companion. It is not directed to children under 13, and we do not knowingly collect personal information from children through the App.

Changes to this policy

We may update this policy when the App’s features, providers, or legal obligations change. We will update the effective date on this page and, when appropriate, provide notice in the App.

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