Roomblock

Privacy Policy

Last updated: September 2026

1. Who we are

Roomblock is a white-label hotel room-block booking platform for sports academies, clubs, schools, and organisations. It allows organisations to create branded booking pages so their members and families can reserve hotel accommodation for tours and trips.

Roomblock is operated by Roomblock. If you have any questions about this policy, please contact us at hello@roomblock.co.

Our platform is available at https://www.roomblock.co.

2. Who this policy applies to

This policy applies to three groups:

  • Organisation administrators — coaches, club managers, or administrators who create and manage trips on Roomblock on behalf of their organisation.
  • Guests / bookers — parents, players, or travellers who make a booking through an organisation's Roomblock booking page.
  • Hotel viewers — hotel staff who are granted read-only access to a specific trip's rooming list by an organisation administrator.

3. What data we collect and why

Organisation administrators

When an organisation administrator creates an account or is invited to Roomblock, we collect:

  • Name and email address — to create and authenticate your account
  • Organisation details — name, logo, branding colours, website, contact email, tagline
  • Trip and booking data — all trip content, room inventory, inclusions, pricing, and booking records you create on the platform

Guests / bookers

When a guest makes a booking through an organisation's Roomblock booking page, we collect:

  • Identity — booker's full name, email address, phone number
  • Player details (youth academy trips) — player name(s) and date(s) of birth
  • Room details — room type, check-in/check-out dates, number of adults and children, child ages
  • Transfer details (if selected) — flight numbers, arrival/departure dates and times, passenger count
  • Package and activity selections — quantities of required packages and optional activities
  • Kit and dietary information (if collected by the organisation) — jersey sizes and dietary requirements per person
  • Supporter details — names of supporting guests attending the tour
  • Preferences and notes — any additional information in the booking notes field
  • Booking reference and timestamps — automatically generated on booking completion

We do not collect payment card details. Payment is handled directly between the guest and the organisation. Roomblock does not process or store any card or bank account information.

Hotel viewers

When a hotel staff member accepts an invitation to view a trip's rooming list, we collect their name and email address to create their account.

4. How we use your data

We use the data we collect to:

  • Provide and operate the Roomblock platform
  • Generate confirmation emails to guests and notification emails to organisation administrators
  • Generate rooming lists and reports for hotels and organisation administrators
  • Allow organisation administrators to manage their trips, bookings, payments, and team members
  • Allow hotel viewers to access rooming list data for assigned trips
  • Improve and develop the platform based on usage

We do not use your data for advertising, and we do not sell your data to any third party.

5. Who can see your data

Organisation administrators can see all booking data for their own organisation — including guest names, contact details, player information, dietary requirements, kit sizes, payment status, and rooming list data. They cannot see data belonging to other organisations.

Hotel viewers can see a limited rooming list view for specific trips assigned to them by the organisation administrator. They cannot see payment data, financial information, dietary requirements, or kit sizes.

Roomblock (platform operator) can see aggregate statistics across all organisations (total bookings, revenue totals, trip counts) for operating and improving the platform. We do not routinely access individual guest booking records. In exceptional circumstances — for example, to resolve a technical issue — we may access specific records. Any such access is logged and limited to what is necessary.

Third-party services we use

  • Supabase (database and authentication)
  • Resend (email delivery)
  • Loveable (platform development)
  • Cloudflare (DNS)

We do not share personal data with any other third parties except as required by law.

6. Data retention

We retain booking data for as long as an organisation's account is active on Roomblock. If an organisation administrator deletes a trip or booking, that data is permanently deleted.

To request removal of your personal data, contact the organisation administrator who manages your trip, or contact us at hello@roomblock.co.

7. Your rights

Depending on your location, you may have rights under applicable data protection law (including Singapore's Personal Data Protection Act 2012 and, where applicable, the EU General Data Protection Regulation) to access, correct, delete, or receive a copy of your personal data. To exercise any of these rights, contact us at hello@roomblock.co. We will respond within 30 days.

8. Data security

We take reasonable technical and organisational measures to protect personal data, including:

  • Row-level security on all database tables
  • Encrypted connections (HTTPS) for all data transmission
  • Authentication required for all administrative access
  • Hotel viewer access restricted to specific trips and limited data fields only
  • Audit logging of changes to booking records

9. Children's data

Roomblock may collect the names and dates of birth of child players as part of a youth academy tour booking, provided by their parent or guardian. This data is used solely for hotel rooming list and tour logistics purposes. Parents and guardians may request deletion of their child's data by contacting hello@roomblock.co.

10. Cookies

Roomblock uses only essential cookies necessary for the platform to function (session authentication). We do not use tracking, advertising, or analytics cookies.

11. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top reflects the most recent version. Continued use of the platform after changes constitutes acceptance of the updated policy.

12. Contact

Owen Monaghan
Roomblock
Email: hello@roomblock.co
Website: https://www.roomblock.co