Role
Limited access.
UK specific
Member data: who sees it and how long it is kept, for UK teams
Personal data is handled under UK GDPR and ICO guidance, so access, retention and deletion are defined early instead of bolted on later. Clubs hold member names, addresses, birth dates and children’s details. The system limits access by role, asks for a parent record for minors and logs deletion or export.
- English and community languages
- Bacs and GBP
- Roles and audit log
Access and minors
A coach sees only their own group, a cashier only payments, management all records. For members under 18 the parent details can be set as a required field.
Which legal basis applies to which data is clarified with legal counsel.
Deletion and backup
A leaving member’s record is deleted or anonymised after the set period. A member can request an export of their data; these actions are logged.
Backups are stored encrypted; the retention period is set at project start.
How we work
- 1
Clarify the need
By e-mail we discuss your processes, roles, existing systems and how data is moved, and set the scope in writing.
- 2
Build and connect
We build the solution around your workflow and connect it to e-mail, calendar, documents and payment.
- 3
Test and launch
We test every flow with realistic cases, train your team and go live only when it is right.
UK-specific points
UK data protection rules (e.g. UK GDPR) may apply to the club and the service provider. This page is not legal advice; the club works with its legal counsel or data protection officer on application. The server location is clarified at project start.
Frequently asked questions
Does the system guarantee compliance?
No; it provides technical tools, and the compliance process remains the club’s responsibility.
Are children’s photos stored?
Photo upload is optional; the club defines the consent process itself.
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