Privacy notice
Version 1.0 · [date]
This notice explains how [Klubzo Ltd, company number …, registered office …] ("Klubzo", "we") uses personal data. ICO registration number: [….]. Contact: privacy@klubzo.co.uk.
Who is responsible for your data
If you are a member of a club, or the parent or carer of a junior member, your club decides what information it collects about you and how it uses it. Your club is the controller, and Klubzo processes the data for the club. Please read your club's own privacy notice and contact your club with questions; we will help them answer you.
We are the controller for:
- the details of people who set up and run a club's Klubzo account, and of people at county boards, leagues and governing bodies who use Klubzo;
- visitors to klubzo.co.uk and people who use our website chat or contact us;
- billing and payment records for Klubzo subscriptions;
- anonymised statistics (see "Anonymised statistics" below).
What we collect and why
| Information | Why we use it | Lawful basis |
|---|---|---|
| Name, email, phone, role and club of account users | To provide the service, send sign-in links, support and service messages | Contract |
| Billing details for subscriptions (cards are handled by Stripe; we never see full card numbers) | To take payment and keep accounts | Contract; legal obligation (tax records) |
| Security information: sign-in times, IP address (stored as a one-way hash where possible), audit logs | To keep accounts and data safe and to investigate misuse | Legitimate interests |
| Website chat messages and any details you leave | To answer questions and improve the service. Email addresses, phone numbers and dates are removed from stored messages unless you give them as contact details | Legitimate interests; consent where you ask us to contact you |
| Website analytics (only if you accept analytics cookies) | To understand which pages help people | Consent |
| Marketing emails about Klubzo (only to people who agree, or club contacts about similar services, with an opt-out in every email) | To tell you about new features and offers | Consent or legitimate interests |
Anonymised statistics
We create anonymised, aggregated statistics from how clubs use Klubzo, for example participation trends by age group or area, or the number of clubs meeting a governance standard. These statistics combine many clubs, never include figures based on fewer than 10 people or fewer than 5 clubs, and cannot be used to identify anyone. We never use safeguarding, health or medical records, or messages to create them, apart from simple counts that meet those rules. We may share or sell these statistics to governing bodies, county boards, funders and partners, and use them to improve Klubzo. We never sell personal data.
Who we share data with
Our suppliers, who process data only on our instructions: 20i (hosting, UK), Brevo (email and text messages, EU), Stripe (payments), Anthropic (AI features and website chat, US) and [backup storage provider]. Where data leaves the UK we use approved safeguards; ask us for details. We also share data where the law requires it, or to protect someone from harm.
How long we keep it
- Account users: while the account is open, then up to 2 years.
- Billing records: 6 years, for tax law.
- Website chats: 90 days unless you leave your details or sign up; contact requests: up to 24 months.
- Security logs: [12 months].
- Club data: as set out in our agreement with each club (see your club's notice).
Your rights
You can ask for a copy of your data, to correct it, to delete it, to restrict or object to how it is used, or to move it to another service. Where we rely on consent you can withdraw it at any time. For data your club controls, contact your club; we will help them. To use your rights with us, email privacy@klubzo.co.uk. You can complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113), but please contact us first so we can try to help.
Children
Klubzo holds information about junior members for their clubs. Under-16s do not have Klubzo accounts; their parent or carer manages their information. Clubs decide whether 16 and 17 year olds can see a limited view.
Changes
We will post any changes here, and tell account users by email about important changes.
See also: Terms of Service · Data Processing Agreement