Data protection, security and retention

Version 1.1 · Last updated 14 September 2026

A short summary of how we look after club information. The full detail of what we collect and why is in our Privacy Notice.

We collect as little as possible

• No records are created about individual children. Bookings hold a total player count only.
• We ask for one club contact, not a list of members.
• For Team Facilitators we hold a name, a phone number and one identifier — an FA number, or a DBS reference where the person has no FAN. We never ask for the content or result of a DBS check.

Who can see what

• Public pages show a club name, badge and team count — nothing else.
• Your club's contact details, facilitators and messages are visible only to your club and the organiser.
• FAN and DBS references are hidden by default and shown only to your own club and the organiser.
• They never appear in emails, alerts, printed match sheets or public pages.

How it is protected

• The site runs over an encrypted HTTPS connection.
• Every page that shows club information requires a signed-in account.
• Separation between clubs is enforced by the database itself, not just by the screens, so one club cannot reach another club's information by any route.
• Organiser powers are checked on the server every time, never just hidden in the interface.
• Keys and secrets are held on the server and are never sent to the browser.
• Club badges sit in a private file store; there is no unrestricted public file area.

Where it is held

Lovable Cloud, running a managed Supabase Postgres database on Amazon Web Services, in region eu-central-1 — Frankfurt, Germany (European Union). Sign-in is handled by Supabase Auth, using an email address and password. Service emails are sent from our own domain, notify.futurefit3x3.com. The site carries no analytics, tag manager or advertising pixel, and we do not collect or track your device's precise or approximate location.

When it is deleted

• Booking and session records: personal details removed 24 months after the Saturday; counts kept.
• Message Centre conversations: removed 24 months after the last activity.
• Inactive club accounts: reviewed after 24 months and then closed or anonymised.
• FAN and DBS references: deleted no later than 12 months after a facilitator is deactivated.
• Security and audit logs: normally up to 12 months.
• Backups: information already deleted from the live site may remain in the hosting provider's protected backups until those expire in their normal cycle.

Where history has to be kept, we remove the personal parts and leave the numbers, so past Saturdays still add up without holding anyone's details.

Asking us about your information

Signed-in clubs can raise a request from Privacy requests in the hub — a copy of your information, a correction, account closure or any other privacy question. Each one is logged and tracked through to completion.