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My Club
My Club

Privacy notice

What My Club collects when you open a parent or guardian account, why it is held, who else sees it and how long it stays.

1. Who holds your data

My Club decides what is collected here and what happens to it. The club committee is responsible for it.

The club has not set a contact address on this portal yet. Ask a coach or a committee member where to send a question about your data.

The portal software is Sprout, which runs it on the club’s behalf. What that means in practice is in section 5.

2. What is collected

When you register as a parent or guardian:

  • About you: first name, last name, email address, phone number
  • Your account: your email address, which is what you sign in with, and a password that is stored hashed rather than in a form anybody can read back
  • About your child: their first name, their surname if you give it, and the team you picked, so the club can link your account to the right child
  • What you do here: when you sign in and which pages you open
  • Club news: whether you ticked the box asking for news, fundraising and events

More is added over time by the club and by you: availability replies, payments, medical and emergency details for your child, messages you send, and anything you type into a form on the portal.

3. Why it is held

  • Your account: to open it, keep it working and link it to your child
  • Communication: training and fixture changes, payment reminders and club notices
  • Safeguarding and administration: to check who you are before your child’s information is opened to you
  • Security: to spot an account being used by somebody it does not belong to
  • Running the software: the record of pages opened is also how Sprout sees which parts of the portal clubs use, so it knows what to fix and what to build
  • Club news: only if you ticked the box, and only until you untick it

4. How safeguarding works here

Safeguarding runs through the whole portal. Specifically:

  • Every parent or guardian account is approved by somebody at the club before it opens onto team or child information
  • A parent sees their own linked child and nothing else
  • Account activity is recorded, and access requests are reviewed
  • There is a route inside the portal to raise a concern, and it does not go through your child’s coach

5. Who else sees it

  • Club staff: coaches, team managers and administrators, limited to what their role needs
  • Sprout: the company that runs this software. The database sits on its systems, and it can see how much the club uses the portal. It does not sell anything held here
  • The email provider: whoever the club has configured to send the portal’s email
  • League and county systems: where the club registers players for a league. The portal stores registration numbers; the club submits them

Nothing held here is sold to anybody for marketing.

6. How long it is kept

  • Your account: while your child is at the club, and for two years afterwards for the club’s records
  • Your child’s record and the link to it: kept for safeguarding after they leave, and deleted by the club on request unless a safeguarding reason means it has to be held
  • The record of pages opened: six months, then deleted automatically
  • Club news preference: until you change it

7. What you can ask for

Under data protection law you can ask the club to:

  • Show you what it holds about you
  • Correct anything that is wrong
  • Delete your account, so far as the club is allowed to
  • Hand it over in a form another system can read
  • Stop processing you object to

Deleting your own account is on the portal, under your profile. Everything else goes to the club at the address in section 1.

8. Keeping it safe

  • Passwords are hashed, so nobody at the club or at Sprout can read yours back
  • Medical details, contact details and messages are encrypted in the database
  • Who can open what is set by role, not left open to every account
  • The connection to the portal is HTTPS throughout
  • Staff accounts that can reach club-wide data can be put behind a second factor

9. Cookies

The portal sets only the cookies it needs to work:

  • Session: keeps you signed in while you are here
  • Security: the token that stops a form on another site being submitted as you

There are no advertising or cross-site tracking cookies on it.

10. Changes to this notice

This notice changes as the portal does. Anything that materially changes what is collected or who sees it will be sent to you by email or posted on the portal.

11. Complaining

Start with the club, at the address in section 1. If the answer does not settle it, the Information Commissioner’s Office is the regulator for this in the UK:

If your worry is about a child
This page is about data. A concern about a child’s safety goes to the club’s welfare officer, not into a message to a coach. If a child is in immediate danger, ring 999.
Using this portal The rules for the portal itself, separate from what it holds about you.
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