Privacy Notice

Version 1.1 · Last updated 14 September 2026

Who we are

Grayshott Future Fit runs Saturday FA U7 3v3 Future Fit sessions for local grassroots clubs and provides this booking website. We decide why and how the information described here is used.

What we collect

• Club account details: club name, representative name, role, email address and mobile number.
• Club profile: county affiliation, website, badge and similar club information you provide.
• Bookings: the Saturday, the total number of players attending, the calculated number of Future Fit teams, booking status and the Team Facilitators selected.
• Team Facilitators: name, telephone number and either an FA number (FAN) or, where the person has no FAN, a DBS reference number. We never ask for DBS certificate content, the result of a check, or any criminal record information.
• Messages you send through the Message Centre, and the operational alerts we send you.
• Sign-in records, timestamps and security/audit logs needed to run and protect the service.

We never create records about individual children. Bookings hold a total player count only — no names, dates of birth, addresses, parent contacts or medical information.

Children's information

Future Fit is a service for football clubs and the adults who organise their teams. Children do not create accounts or use the booking system themselves.

We deliberately do not collect individual children's names, dates of birth, addresses, contact details, parent or guardian details, medical information or other individual player information through the booking system.

When making a booking, clubs tell us only the total number of players attending. This number is used to calculate the number of Future Fit 3v3 teams attending the session. For example, nine players attending creates three Future Fit teams — we do not need to know who those nine children are.

If we become aware that individual children's personal information has been submitted to us unnecessarily, we will take appropriate steps to remove it.

Why we use it

• To set up and run club accounts.
• To take, change and cancel Saturday bookings, and to manage capacity and the waiting list.
• To work out 3v3 team numbers, pitches and the match rotation.
• To know which adults are the Team Facilitators for each booking.
• To answer your questions and tell you about session changes.
• To keep the site secure and to look into problems or misuse.

Our lawful bases

We rely mainly on our legitimate interests in running and safeguarding an organised grassroots football service and keeping it secure, and on the steps necessary to provide the service your club asks us for. A legal obligation may apply where we must keep or disclose records. We do not treat consent as the basis for the processing needed to deliver the service. If we ever add something genuinely optional, such as marketing, it will be asked for separately and will never be pre-ticked.

Who can see it

Only the people who need it: your own club's registered users, the Grayshott organiser, and the technology providers listed below. Other clubs never see your contact details, FAN or DBS references, or your private messages. On public pages and attendance lists we only ever show a club name, badge and team count.

Where it is stored

Because our database runs in the European Union rather than the United Kingdom, information is processed outside the UK. The UK government recognises the European Economic Area as providing protection equivalent to UK data protection law, which is the basis on which this transfer is made. The site is served over an encrypted (HTTPS) connection, access needs a signed-in account, and database rules restrict every club to its own information.

These are the only third parties that process information for us. You can read their privacy information here: Lovable (hosting and email sending), Supabase (database, sign-in and file storage), Amazon Web Services (underlying infrastructure).

Keeping it secure

We take proportionate technical and organisational measures to protect personal information. However, no online service can guarantee absolute security. If we become aware of a suspected personal data breach, we will assess it promptly, take appropriate steps to contain and investigate it, and make any notifications required under applicable data protection law.

When we may have to disclose information

We may disclose personal information where we are legally required to do so, including in response to a lawful request from a court, regulator, law-enforcement body or other public authority.

We may also disclose information where reasonably necessary to protect the rights, safety or security of individuals, Grayshott Future Fit or the service, or to investigate suspected fraud, misuse, unauthorised access or other security incidents.

How long we keep it

We may keep something longer where there is a specific legal, safeguarding, complaint or dispute reason, and we delete sooner where the information is no longer needed.

Cookies and tracking

This site uses only what it needs to work. When you sign in, your browser stores your sign-in session; it also remembers one small display preference. There is no analytics, advertising or tracking technology on the site, so there is nothing for you to consent to and no cookie banner. If that ever changes, we will ask first.

We do not collect or track your device's precise or approximate location.

Your rights

You may ask for a copy of your information, ask us to correct it, ask us to delete or restrict it, or object to certain uses. Signed-in club users can raise a request from Privacy requests inside the hub; anyone else can use the contact route below. We may need to confirm who you are first.

Complaints

Please raise anything with us first. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint.

Changes

We update this notice when the service, our suppliers or the law change. The version and date at the top always show what is currently published. See also our data protection and retention summary and the one-page data use and security statement you can share with your committee.

Contact Grayshott Football Club