Privacy Policy
Clane RFC Media (the Team Media Portal). Last updated 14 October 2026.
Who we are
This service is run by Clane RFC, an amateur rugby club in Clane, Co. Kildare, Ireland. Clane RFC is responsible for the personal data described here. Contact: Tony Blake, club PRO, clanerugby@gmail.com.
What the service does
Club coaches and volunteers upload match photos, short match videos and a written match summary for their team. A club administrator reviews each upload. Only when the administrator approves it is anything published to the club's own Facebook page, Instagram account or website, or sent to the club's own TikTok account as a draft.
What we collect
- Uploads: the photos, videos and summary a coach sends, the team, and the time of the upload. Photos and videos can show players, including young players.
- Login: a cookie that keeps a coach or administrator signed in. The service has no user accounts and does not collect names or email addresses at login.
- Club TikTok connection: when an administrator connects the club's TikTok account, we receive and store an access token, the account's identifier, display name and profile picture. We use these only to show which account is connected and to send approved videos to that account's drafts. We do not connect any other TikTok account and we do not read anyone else's TikTok data.
Where it goes
- Uploads are stored on the service's server (hosted by Railway) and copied to the club's Google Drive as the club's match archive.
- We use Anthropic's Claude (through its business API, which does not train on what it is sent) for three jobs: it drafts the post text from the written summary and match details, it looks at uploaded photos to find the team photo to use as the main photo of the post, and it looks at still frames from uploaded videos to find the passage of play to keep and write a short caption for the highlight reel. It is not asked to identify anyone. An administrator reads and approves every post and every reel, and can choose a different main photo.
- Approved posts go to the club's Facebook page and Instagram account (Meta). Approved videos can be sent to the club's TikTok drafts, where the club finishes and publishes them in the TikTok app.
- A short alert (the team name and how many photos or videos arrived) is sent to the club PRO's phone through the ntfy notification service.
We do not sell personal data or use it for advertising.
Young players
Coaches only upload photos and videos of players whose parents or guardians have given consent under the club's photography policy. If you want a photo or video of you or your child removed, or not used, email clanerugby@gmail.com and we will remove it from the service and the club's archive, and take down any club post that shows it.
How long we keep it
Uploads are kept as part of the club's match archive until they are no longer needed or someone asks us to remove them. The club's TikTok connection is kept until an administrator disconnects it, and expires after a year if it is not renewed.
Your rights
Under data protection law you can ask us for a copy of your data, or ask us to correct or delete it. Email clanerugby@gmail.com. If you are not happy with how we handle your data, you can complain to the Data Protection Commission (dataprotection.ie).
Changes
If we change this policy we will update this page and the date at the top.
Terms of Service