Data Use & Security Statement

Version 1.1 · Last updated 14 September 2026

A short statement your club can share with its committee. Grayshott Youth FC runs Grayshott Future Fit and decides how the information below is used.

What we collect

Only what is needed to register a club, manage Saturday bookings, know which adults are the Team Facilitators and talk to you about sessions.

The booking system creates no records about individual children. You enter a total number of players. Children's names, dates of birth, contact details and medical information are never asked for.

Who can see it

• Your club's own registered users and the Grayshott organiser.
• Other clubs see a club name, badge and team count on attendance lists — never contact details, FA numbers, DBS references or private messages.
• Nothing confidential appears on public pages, in routine emails or on printed match sheets.

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, and service emails are sent from our own domain. The site carries no analytics, tag manager or advertising pixel, and we do not collect or track your device's location. Access needs a signed-in account and the database itself keeps each club to its own information.

When it is deleted

• Booking and communication records: 24 months, then personal details are removed and counts kept.
• Inactive club accounts: reviewed after 24 months.
• Routine security logs: up to 12 months.
• FA number or DBS reference: deleted no later than 12 months after a facilitator is deactivated, unless there is a documented ongoing need.
• Information deleted from the live site may remain in the hosting provider's protected backups until those expire in their normal cycle.

We delete earlier where information is no longer needed, and keep it longer only where there is a specific legal, safeguarding, complaint or dispute reason.

More detail

The full Privacy Notice and the data protection and retention summary are published alongside this statement and are updated whenever our data use or providers change.