Privacy notice

Draft for review

This is a draft. The Safe Sport Hub has not checked or agreed it yet. Words in square brackets are facts still to be added, or notes about parts of the platform that are not built yet.

This notice explains what information The Safe Sport Hub keeps about you and why. It also explains who can see it, and what you can ask us to do.

1. Who we are

The Safe Sport Hub runs the platform at app.thesafesporthub.com. In this notice, "we" and "us" mean The Safe Sport Hub.

Our company name is [To add: company name]. Our company number is [To add: company number]. Our registered address is [To add: registered address]. We are registered with the Information Commissioner's Office. Our registration number is [To add: ICO registration number].

2. Two kinds of information

The law treats two kinds of information differently.

Your account. This is your name, your email address and how you sign in. We are in charge of this information. The law calls us the "controller" of it.

Your club's records. This is everything your club keeps on the platform, such as its users, certificates and reports. Your club is in charge of these records, so your club is the controller. We look after them for your club and only use them as your club tells us to. The law calls us the "processor". Your club's own privacy notice explains how it uses them.

3. What we keep about your account

Your name and email address.
Your password. We keep it scrambled, so nobody can read it, including us. When you choose one, we check it has not been leaked from another website. We never send your password anywhere to do this.
What keeps your account safe: the sign in codes we email you, links to reset your password and the devices you trust. If you use an authenticator app, we keep its key and recovery codes. Codes, links and recovery codes are kept scrambled.
A record of what you do to sign in and keep your account safe. For example, each time you sign in or try to, open a club, or change your password. With each one we keep the internet (IP) address and web browser you used. While you are signed in, we keep the same with your session.
If emails to you bounce, or are marked as spam, we note it and when.
If you turn on notifications on a phone or computer, an address for it, which your web browser gives us.
If we suspend your account, that we did and when. Our reason is kept in our own records. It is never shown to you or your club.
If you send us a message through our contact page: your name, your email address, what you wrote, and the club it is about if you chose one. If you are signed in, we also keep which account sent it. We usually get a copy by email too.
If you tell us your email address no longer works: your name, both addresses, your clubs, a phone number and anything else you write.
If you sign up a new club, we hold its name for 48 hours while you confirm your email address.
To stop misuse, such as too many tries from one place, we keep scrambled copies of internet (IP) and email addresses. We keep them a few days at most.

4. What your club keeps about you

We keep this for your club.

Your role in the club, such as coach or treasurer, and whether you are an admin. You or the club's admins can set your role.
Your profile in that club: your phone number and an emergency contact's name and phone number. Each club has its own profile for you. One club cannot see the profile you gave another.
Your certificates: the type, who issued it, its details or reference number and its dates.
Whether you confirmed you have read a club document, if your club asked you to, and when.
What the bell has told you in the club, and when you read it.
The club's other records, such as venues, contacts, documents and notices.
The club's record of who did what, its activity log. It keeps your internet (IP) address when you make a report with your name, log a safety check or make a new public page link. No screen shows it.
Reports and notes the club makes. Reports can hold sensitive information. This can include information about children, about someone's health, or about a possible crime.

When a photo is uploaded, we remove hidden information in it, such as where it was taken.

5. What we keep about paying

We keep this for your club.

Who set up the club's Direct Debit.
The club's seat band and its payments.

We never see or keep bank details. GoCardless keeps those.

6. Why we keep it

To run the platform for you and your club. This is part of our agreement with you. The law calls this "contract".
To keep accounts safe, for example by keeping a record of sign ins. We have a real need to protect the people who use the platform. The law calls this "legitimate interests".
To follow the law, for example keeping records about payments.

For your club's records, your club decides why it keeps them.

7. Who can see it

Your club's admins can see the people in their club and their details in that club. They can see your sign ins only when you were in their club. They can see whether you confirmed you have read a document they asked you to read.
Your club's admins can download a copy of the club's records. It holds the club's users, the people it has invited and the people who have left, with their details in the club. It holds the club's venues, contacts, safety checks, certificates and documents, but not the documents' files or certificates' reference numbers. It holds the reports that admin looks after. Other reports are listed only by reference, type and dates, with who looks after them. A report that admin could have been sent, but was not, is left out. If they sent it themselves, with their name, while signed in, it is listed. Every admin who can open the club is emailed each time a copy is downloaded. We delete the copy 24 hours after it is made.
Reports can only be seen by the people your club chooses to receive them. Being an admin does not on its own let someone see a report. The one exception is at the end of a report's time, as section 8 says. If you make a report while signed in, with your name on it, you can follow how it is going. You see its reference, type and status. You also see any note the people looking after it choose to show you, and any message for you when it is closed. You do not see what the report says, its other notes or who else looks after it.
If your club sets you to receive a kind of report, people making that kind of report can see you on the list. They see it so they can choose who it goes to. Users of your club see your name and job role. Anyone with the link to the club's public report page can see you too. That page shows your job role, your name, or both. Your club chooses which.
Our own staff can see your account: your name, email address and clubs, and whether you are an admin in each. They can see when your account was made and last signed in, and whether it and your email address are working. They can see whether you use an authenticator app, and whether you set up a club's Direct Debit. They use this to help with accounts and payments. If you lose your authenticator app, or your email address stops working, they can help once they have checked it is you. They can read messages sent through our contact page, and the notes our staff keep, such as why an account was suspended. Each person or club they search for or open is recorded. They cannot open a club's records, such as its reports and its users' profiles and certificates.
A copy for a club suspended for a year. If a club has been suspended for not paying for a year, one of its admins can ask us for a copy of its records. The platform makes it for that admin, and emails the club's admins. The admin can download it, or send it to another email address. Our staff cannot open it. It is deleted after 7 days.
Companies that help us run the platform:
- The System Developers, the company that builds the platform and runs it for us. Its staff can reach everything on the platform's servers, to keep it working.
- Krystal Hosting, through the System Developers. It keeps the platform on servers in the United Kingdom.
- Mailgun, through the System Developers. It sends the platform's emails from within the European Union.
- GoCardless, which we use directly. It collects Direct Debit payments, and is in charge of the payment details it collects.
Notifications to a phone or computer are carried by the company that makes your web browser. Each one is locked, so it cannot be read on the way. It says only what happened, such as "A report has been sent to you", and to open The Safe Sport Hub to see it. It never says what a report says, what kind of report it is, its reference or the club. If an open report says someone is at risk now, the notification that it was sent to you, and its reminder, start with "Urgent".

We never sell your information. We never use it for adverts.

8. How long we keep it

Your account: we keep your name and email address. We do not delete your account, even if you ask us to. Some parts of how you sign in are kept for less time. Your name stays on club records you were part of, because those records belong to the club. If you have a question about your account, email us at admin@thesafesporthub.com.
Your sign ins: 12 months.
What the bell tells you in a club, and when you read it: 90 days.
Notifications on a phone or computer: until you turn them off, change your password or leave the club.
Your profile and certificates in a club: deleted 30 days after you leave that club, unless your club chooses to keep them.
A club's activity log: 2 years. It never says what a report or a notice says.
Your answer when a club asks you to confirm you have read a document: as long as the club keeps that document.
While a club is on hold, suspended, closing or archived, we keep its reports and safety checks until it opens again. We also keep its activity log and its former users' profiles and certificates. Sign ins still go after 12 months, and what the bell tells people after 90 days.
Reports: each type is kept for a set time. The type is fixed when the report is made.
- A safeguarding or incident report about someone under 18: 25 years from the day it was made, which is never less than 25 years from the day it happened.
- A safeguarding report about an adult: 10 years after it is closed.
- An incident report about an adult, or a complaint: 6 years after it is closed.
- A report about a repair or equipment: 2 years after it is closed.
- A safety check: 3 years.
When a report's time is up, the people looking after it choose to delete it, keep it longer or put it on hold. If none of them is left in the club, the club's admins choose. An admin the person who made the report left off it is never asked. An admin who decides can read the report to do so, and each time is recorded. A safeguarding report about someone under 18 can be kept until 75 years after the day it happened. Nothing is deleted until someone chooses. When a safety check's time is up, the club's admins choose.
When a report is deleted, the club keeps a short record of it: its reference, type and dates, and who deleted it. It never says what the report said. All the club's admins can see it.
A club that has cancelled is archived 90 days after its subscription ends. We keep an archived club's records with no end date, in case they are ever needed. Nobody can sign in to read them. If the club wants to come back, it can contact us. A club that cancels cannot have its records deleted.
Messages you send us, and requests to move your account to a new address: 2 years. The copy we get by email stays in our mailbox until our staff delete it.
What our staff do in the admin console: 6 years. If a club or an account is still suspended after 6 years, we keep the record of why until it is reinstated.
An email we could not send: 30 days.
Backups: regular local and offsite backups are taken and kept securely. Something deleted can stay in a backup for a time.
The record our hosting company keeps of each visit to the platform: it holds the internet (IP) address, the web browser, the time and the page's address. The page's address can include your email address, for example in a link to reset your password. It is kept with no end date.

9. Cookies

A cookie is a small file a website saves in your web browser. We only use the cookies the platform needs to work:

A sign in cookie, which keeps you signed in. It lasts until you sign out, or until 3 days pass without you using the platform, even if you close your browser.
A security cookie, which stops other websites sending forms in your name.
A trusted device cookie, only if you tick "Trust this device". It lasts 30 days.

The platform also keeps a few things on your phone or computer, so it works with no signal. These are a report you have started or saved, and the blank forms you open. It also keeps whether you said no to adding the app to your home screen. Most of it is removed when you send it or sign out.

We do not use cookies to track you, count visitors or show adverts.

10. What you can ask us to do

The law gives you the right to ask us to:

show you the information we keep about you;
correct it if it is wrong;
delete it;
stop using it, or use it less;
give you a copy you can take somewhere else.

You can do some of this yourself, on the platform:

See it. My account shows your email address. Your sign in activity shows the latest 100 entries in your sign in record. In each club, My profile and Your certificates show your profile and certificates in that club.
Correct it. You can change your email address and password from My account. You change your name on My profile, or on My account if you have no club open. In each club, you can change your profile, your job role and your certificates.
Delete some of it. You can delete your certificates in a club. You can turn off an authenticator app, which deletes its key and recovery codes. You can turn off notifications on a phone or computer.
Use it less. You can choose which emails and notifications you get, on Emails and notifications in each club. Emails about your account's safety, about paying, and about what a club must do always come.

For anything else, email us at admin@thesafesporthub.com. This is what we do then:

To see it, or have a copy. Our staff can tell you what our admin console shows about your account, as section 7 says. Nothing in the platform makes you a copy of your own information to take somewhere else.
To correct it. Our staff cannot change your name for you. If you cannot sign in to change it, we can send a link to reset your password to the email address on your account. If that address no longer works, our staff can move your account to a new address when you ask. They check it is you first, as section 7 says.
To delete it. We do not delete your account, or a club's records, because someone asks us to. Section 8 says how long each kind is kept, and a club's records are kept after it cancels. Your name stays on club records you were part of, because those records belong to the club.
To stop using it. We can suspend your account. You are then signed out everywhere and cannot sign in. Everything else is kept, and deleted, as section 8 says.

For your club's records, ask your club first. Your club is in charge of them, and we will help it answer you.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office. Their website is ico.org.uk and their phone number is 0303 123 1113.

11. Changes to this notice

If we change how we handle your information, we will update this notice and the date below.

Last changed: 9 November 2026.