In short

Your club uses software called ClubManager to run its membership, bookings and payments. We are the company that makes that software.

Your club decides what information it holds about you and why. We store and process it for them, on their instructions.

So if you want to know what is held about you, or want it changed or deleted — ask your club. They can answer you. We cannot make decisions about your information without them.

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Who we are

ClubManager is made by Club Manager Limited, registered in England and Wales, company number 06734233, registered office 195 St. Marys Lane, Upminster, RM14 3BU.

Why we have your information

Your club entered it, or you entered it yourself when you joined, booked a class, made a payment, or used your club's app.

In data protection language, your club is the data controller and we are the data processor:

• your club decides what to collect and why;
• we hold it and process it only as your club instructs us;
• we do not decide to do anything else with it.

What we hold, on your club's behalf

What your club records is up to your club, but it usually includes:

• your name and contact details, and your date of birth;
• an emergency contact;
• your membership, attendance and booking history;
• payments you have made and payment details;
• messages between you and your club;
• sometimes a photograph;
• sometimes health or injury information — for example an injury, a medical condition or an accessibility need, if your club asks for it and you or your parent provide it.

What we do with it

We use it to make the software work: storing your record, showing it to your club's staff, taking bookings, processing payments, and sending you the messages your club chooses to send.

We do not sell your information. We do not track you. We do not advertise to you, and we do not let anyone else advertise to you through us. That applies whatever your age.

Who else sees it

• Your club — the staff your club gives access to.
• Our suppliers, who help us run the software: hosting, sending emails and messages, and our customer support system. They are listed on our website with what each one does and where it is. They may only act on our instructions.
• Our support team, when your club asks us for help.
• Payment providers your club has chosen, if you make a payment. They handle your payment details under their own privacy policies.
• Anyone the law requires, for example if a court orders it.

Where it is kept

If your club is in India, your information is stored on computers in India. If your club is anywhere else, it is stored in Germany and Finland.

Some things happen outside those places. Our support team is in the United Kingdom and can see your club's information when helping them. Emails, text messages and WhatsApp messages are sent through other companies, which may be based elsewhere. Where information goes outside the UK, we put legal protections in place first. The full detail is in our supplier list.

How long it is kept

While your club is our customer, it decides how long to keep your information and can delete it at any time. If your club deletes something, we erase it from our systems six months later.

If your club stops using ClubManager, we keep the information for six months and then delete it. That six months covers our backups too, so after it nothing remains. Your club can ask us to delete it sooner, or to send it back to them, instead.

Your rights

You have the right to ask for a copy of your information, to have it corrected, to have it deleted in some circumstances, to object to some uses of it, and to complain.

Exercise these with your club first, because your club is the controller. We will help your club respond to you.

If your club has closed, or you cannot reach it, contact us at [email protected] and we will help you work out who is responsible.

You can also complain to the Information Commissioner's Office at ico.org.uk.

Keeping it safe

We encrypt your information when it travels between your device and us, and when it is stored. We limit which of our staff can see it. We monitor the service continuously so problems are picked up early. We do not store card details — when you pay, your card information goes straight to the payment provider.

Keep your own password private and do not share it.

If you think you have found a security problem with ClubManager, please tell us at [email protected].

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If you are under 18

This part is for you, and for your parent or carer.

Lots of ClubManager members are young people — at gymnastics clubs, dance schools, martial arts clubs, swimming clubs and sports teams. So this bit matters.

What we want you to know, plainly:

• Your club holds information about you. It usually got it from your parent or carer when you joined.
• We look after that information for your club. We do not sell it, we do not track you, and we do not advertise anything to you.
• If you use your club's app, it shows you your own bookings, classes, progress and messages from your club.
• If you want to know what is stored about you, or think something is wrong, tell your parent or carer, or someone at your club. You are allowed to ask, and they should help you.
• If you are worried about something you have seen in the app, tell an adult you trust at your club or at home.

For parents and carers. Your child's club is responsible for deciding what it records about your child and for having a lawful basis to do so, including obtaining your consent where required. If you want to see, change or delete what is held about your child, ask the club. If you are not happy with how the club responds, you can complain to the ICO.

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Changes to this notice

We will publish any update here and change the version number and effective date above.

Contact

Club Manager Limited, 195 St. Marys Lane, Upminster, RM14 3BU
[email protected] · Security concerns: [email protected]

But remember — for anything about your own information, your club is the first place to ask.

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Club Manager Limited · Registered in England and Wales, company number 06734233.