Privacy Policy

1. Who we are

ClubAxis provides website and management software for football and sports clubs ("we", "us", "our", or "the platform"). For data protection questions, contact privacy@clubaxis.co.uk. Our registered company name and address will be published on this page when ClubAxis trades through a UK limited company; until then, use the contact details above or our contact page.

2. Who this policy applies to

This policy may apply to:

• Club administrators and officials who create or manage a club account on ClubAxis.
• Members, players, parents, and guardians whose details are held on the platform because their club uses ClubAxis.
• Visitorsto the ClubAxis company website or a club's public site hosted on ClubAxis.
• Individualswho contact us or submit welfare or registration information through a club's use of the service.

If you are a member of a club, your club may also provide you with its own privacy information. In many cases the club is responsible for explaining to you how it uses your data; see section 3 below.

3. Controllers and processors

Data protection law distinguishes between organisations that decide why and howpersonal data is processed (controllers) and organisations that process data on a controller's instructions (processors).

• Your club is usually the data controller for member, player, and team data it collects and stores on ClubAxis, including registration details, photos, and welfare information.
• ClubAxis usually acts as a data processorwhen we host and process that data on the club's behalf, providing the software, infrastructure, and support needed to run the service.
• ClubAxis may act as a controller for some data about you as a direct customer or user of our company website — for example account details for billing, support enquiries, or marketing to club administrators where permitted.

Where we process data on a club's behalf, we do so under our contract with that club and our Data Processing Agreement (available on request). This Privacy Policy does not replace those agreements.

4. Information we collect

Depending on how you use ClubAxis, we may process:

• Account and profile information — name, email address, phone number, role, password (stored in hashed form), and preferences you provide when registering or managing an account.
• Club and membership data — information your club enters about teams, members, players, fixtures, registrations, documents, messages, and other operational records.
• Safeguarding and welfare information — where a club enables welfare complaint or related modules, information submitted through those workflows (which may be sensitive).
• Content you upload — news, events, gallery images, documents, and similar materials.
• Social media connections — if a club connects Facebook, X, or similar accounts, tokens and permissions needed to publish content when an administrator chooses to post. We do not store your social network login password.
• Technical and usage data — IP address, browser type, device information, pages viewed, and log data generated when you use the service (see section 18).
• Payment and billing data — if you purchase a paid plan, payment details are handled by our payment provider; we receive limited billing information needed to manage your subscription.

We do not intentionally collect payment card numbers on our own servers where a payment provider is used. We do not sell personal information to third parties.

5. How we use information

We use personal data to provide, operate, secure, and improve ClubAxis; to authenticate users; to enable clubs to manage websites and membership; to send service-related communications (such as password resets or important notices); to post to connected social accounts only when a club administrator chooses to do so; to respond to enquiries and support requests; to comply with legal obligations; and to protect the security and integrity of the platform. We do not use member data for third-party advertising.

6. Legal bases for processing

Where UK or EU data protection law applies, we rely on appropriate legal bases, which may include:

• Contract — processing necessary to provide the service you or your club has requested.
• Legitimate interests — for example securing the platform, preventing abuse, and improving the service, balanced against your rights.
• Legal obligation — where we must retain or disclose information by law.
• Consent — where required, such as for optional cookies or certain communications. Clubs are responsible for establishing a valid lawful basis for member data they control.

7. Social media integrations

If a club connects a Facebook Page or other social account, we use that platform's official APIs to publish content only when an authorised user selects post or share. Connection is made through the third party's login flow. You can disconnect integrations from club settings. The third party's own privacy policy and terms apply to your use of their service.

8. Public club websites

Clubs may choose to publish information on public pages — for example team lists, news, photos, or contact details. Anything a club makes public may be visible to anyone visiting that club's site. Clubs are responsible for what they publish and for having an appropriate lawful basis (including consent or parental authority where required for children's images or details). If you want something removed from a club's public site, contact the club in the first instance.

9. Children and young people

ClubAxis is used by clubs that register young players and members. In the UK, special protection applies to children's personal data.

• Clubs are responsible for obtaining any required parental or guardian consent and for explaining to families how data is used.
• Where online services are offered directly to children, UK rules may require consent from a person with parental responsibility for children under 13 in many cases. Clubs should follow applicable guidance and their governing body requirements.
• If you believe we have received a child's information without appropriate authority, contact privacy@clubaxis.co.uk and we will work with the relevant club to address it.

10. Welfare and safeguarding information

Where enabled, clubs may use ClubAxis to record welfare concerns or safeguarding-related submissions. This information may include special category or sensitive personal data. Access is restricted by role and module settings. ClubAxis does not investigate or decide safeguarding outcomes— clubs remain responsible for their safeguarding policies and for escalation to appropriate authorities. We process this information only to provide the feature on the club's instructions.

11. Sharing information and sub-processors

We share personal data only as needed to run the service, including with:

• Sub-processors — hosting, email, backup, and optional integration providers listed on our Sub-processors page.
• Professional advisers — lawyers, insurers, or accountants where necessary.
• Authorities — if required by law, court order, or to protect rights and safety.

We may share information in connection with a merger, acquisition, or sale of assets; we will notify affected club customers where required. We do not rent or sell personal data to marketers.

12. International transfers

We aim to store and process primary club data in the United Kingdom or EEA. Some sub-processors or optional integrations (for example social networks) may process data in other countries. Where personal data is transferred outside the UK, we use appropriate safeguards such as the UK International Data Transfer Agreement or adequacy regulations, as described in our agreements with club customers. See our Sub-processors page for current providers and locations.

13. Data security

We use technical and organisational measures to protect personal data, including encryption in transit (HTTPS), access controls, tenant separation between clubs, and secure handling of credentials. Further detail is on our Security page. No system is completely secure; we work to reduce risk in line with the nature of the data and the service.

14. How long we keep information

We keep personal data only as long as necessary for the purposes described in this policy, unless a longer period is required by law.

• Active use — while an account or club subscription is active and as needed to provide the service.
• After closure — when an account is closed or a club stops using ClubAxis, we aim to delete or anonymise personal data within 90 days, except where we must retain records (for example billing, disputes, or legal obligations).
• Backups — backup copies may persist for a limited period after deletion from live systems (typically up to 35 days), subject to the same security standards.

Safeguarding records may need to be kept longer by the club under its own policies; clubs should export or retain records before closure if they need extended retention.

15. Your rights

If UK, EEA, or similar laws apply, you may have the right to access, rectify, erase, restrict, object to, or port your personal data, and to withdraw consent where processing is based on consent.

To exercise rights against ClubAxis as controller (for example your company website account), email privacy@clubaxis.co.uk from the email address linked to your account or with enough detail for us to identify you. We may need to verify your identity. We aim to respond within one calendar month, or inform you if we need an extension permitted by law.

If you are in the UK and remain dissatisfied, you may complain to the Information Commissioner's Office (ICO). Please contact us first so we can try to resolve your concern.

16. If you are a club member (contact your club first)

If your personal data was added by your club (for example as a player or parent), the club is usually the controller. Please contact your club first to access, correct, or delete that data.

If the club does not resolve your request, or you need our help locating data processed on their behalf, contact privacy@clubaxis.co.uk with your club name and a description of your request. We will respond within a reasonable time and coordinate with the club as needed.

17. Cookies and similar technologies

We use cookies and similar technologies that are strictly necessary to operate the platform — for example to keep you signed in, maintain security, and remember essential preferences.

We do not currently use third-party advertising or behavioural tracking cookies on the core platform. If we introduce optional analytics or similar tools in future, we will update this policy and, where required, ask for your consent before non-essential cookies are set. You can control cookies through your browser settings; disabling necessary cookies may prevent some features from working.

18. Log and technical data

Our servers automatically record technical information when you use ClubAxis, such as IP address, browser type, referring URL, pages requested, and timestamps. We use this data to operate, secure, and troubleshoot the service. We do not typically link log data to marketing profiles. Logs are retained for a limited period consistent with security and operational needs.

19. Personal data breaches

If we become aware of a personal data breach affecting our systems, we will investigate and take steps to contain it. Where we are required to do so, we will notify affected club customers without undue delay so they can meet their own legal obligations. For more information, see our Security page.

20. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the "Last updated" date. If changes are material, we may notify club administrators by email or through the platform. Continued use after changes constitutes acceptance where permitted by law.

21. Contact us

Questions about this policy or your data: privacy@clubaxis.co.uk. Legal or contractual enquiries: legal@clubaxis.co.uk. Or use our contact page.