Privacy

Last updated 1 October 2026. Draft pending legal review before launch.

We keep the personal data we hold to what we need to run your bookings and your club's earnings.

What we store

• Your name, email, optional phone, club and member type.
• Your bookings: hotel, dates, guest names, totals and status.
• Searches you run (deleted after 30 days) and a log of which hotels were shown to whom (no prices).
• If you join through a friend's invite link, a short cookie (7 days) remembers the friend's code until you join, and we record that they brought you in. Every member has a personal code in the invite link they share. Your club and other members only ever see counts, never who brought whom; Rugby Rooms itself can see it. The record is deleted with either account.

What we never store

• Card details. Payment is handled entirely by our payment partner's secure form.
• Full tax IDs or bank account numbers for club payouts.

Who sees what

• Club admins see their members' names, member type and join date, not your bookings.
• Team captains see whether squad members invited to a trip have booked. You can hide which hotel from your captain in settings.
• Teammate counts ("6 Pelicans booked here") are totals only, shown when two or more members booked. You can opt out in settings.
• We share booking details with Nuitée and the hotel to fulfil your booking. We use PostHog for product analytics (no prices of member rates) and Sentry for error reports (no request bodies).

Deleting your data

Ask us and we'll delete your profile. We keep anonymised booking records where we need them for accounting.