Privacy Policy

Last Updated: 1st June 2026

INTRODUCTION

My Club Hub is committed to protecting personal information and respecting the privacy of all users of our platform.

This Privacy Policy explains:

• what information may be collected and processed;
• how that information is used;
• who is responsible for it;
• how it may be shared;
• and the rights individuals have regarding their personal information.

This policy applies to the My Club Hub website, mobile applications and associated services.

My Club Hub Ltd is registered with the Information Commissioner's Office (ICO) under registration reference ZA182394.

 

1. ABOUT MY CLUB HUB

My Club Hub provides software and digital services to clubs, charities, community organisations, sports organisations and membership-based groups.

The platform may be used for:

• membership management;
• team and participant administration;
• event management;
• volunteer management;
• communications;
• payments and donations;
• safeguarding administration;
• and general club administration.

 

2. DATA PROTECTION RESPONSIBILITIES

Data protection law distinguishes between:

Data Controllers – organisations that decide why and how personal information is used.

Data Processors – organisations that process personal information on behalf of a Data Controller.

In most cases, clubs and organisations using My Club Hub act as the Data Controllers for information relating to their members, players, volunteers, parents, supporters and officials.

My Club Hub generally acts as a Data Processor by providing the software platform used to manage that information.

Clubs are responsible for:

• determining what information they collect;
• establishing an appropriate lawful basis for processing;
• providing privacy information to their members;
• responding to requests relating to personal information;
• and managing their membership records.

 

My Club Hub is responsible for:

• securely operating the platform;
• providing hosting and infrastructure services;
• maintaining platform security;
• and processing information in accordance with the services provided.

 

My Club Hub also acts as an independent Data Controller in limited circumstances, including:

• customer account administration;
• billing and contractual administration;
• service communications;
• platform security;
• fraud prevention;
• legal compliance;
• and service improvement activities.

 

3. INFORMATION WE MAY PROCESS

Depending on how a club or organisation uses the platform, information may include:

Identity and Contact Information

• name;
• address;
• email address;
• telephone number;
• date of birth;
• parent or guardian details;
• emergency contact information.

 

Membership Information

• membership records;
• participation history;
• attendance information;
• volunteer roles;
• team or group information;
• qualifications and certifications where applicable.

 

Financial Information

• subscription records;
• donation records;
• Gift Aid declarations;
• payment references;
• transaction history.

My Club Hub does not directly store customer payment card details or bank account details.

Communication Information

• emails;
• messages;
• support enquiries;
• notification preferences;
• communication history.

 

Technical Information

• device information;
• browser information;
• IP addresses;
• login records;
• platform activity logs.

 

Special Category Information

Some organisations may use the platform to manage information relating to:

• medical conditions;
• accessibility requirements;
• welfare considerations;
• safeguarding matters;
• emergency information;
• or other sensitive information relevant to participation.

Where such information is processed, the relevant organisation remains responsible for ensuring it has an appropriate lawful basis to do so.

 

4. CHILDREN'S INFORMATION

Many organisations using My Club Hub provide activities involving children and young people.

Where information relating to children is processed:

• clubs and organisations are responsible for ensuring appropriate permissions and lawful bases exist;
• My Club Hub provides the technical platform used to manage that information;
• appropriate security measures are applied to protect information held within the platform.

Parents or guardians should normally contact the relevant club or organisation regarding information relating to a child.

 

5. HOW INFORMATION IS USED

Information may be used for purposes including:

• administering memberships;
• managing participation and attendance;
• organising teams and events;
• communicating with members and participants;
• processing subscriptions and donations;
• administering Gift Aid declarations;
• safeguarding and welfare administration;
• customer support;
• maintaining platform security;
• fraud prevention;
• legal compliance;
• and service improvement.

 

6. PAYMENTS

Online payments made through My Club Hub are processed by trusted third-party payment providers including Stripe and GoCardless.

These providers are responsible for processing payment information required to complete transactions and meet their own legal and regulatory obligations.

My Club Hub does not directly process, store or retain customer payment card details or bank account details.

 

7. LAWFUL BASES

Personal information may be processed under one or more lawful bases, including:

• performance of a contract;
• legitimate interests;
• consent;
• legal obligations;
• safeguarding obligations;
• and, where applicable, substantial public interest conditions.

For information controlled by clubs and organisations, responsibility for identifying and communicating the appropriate lawful basis remains with the relevant organisation.

 

8. SHARING INFORMATION

Information may be shared with:

• the relevant club or organisation;
• authorised club administrators;
• payment providers;
• hosting and infrastructure providers;
• professional advisers;
• regulators;
• legal authorities where required by law.

We do not sell personal information.

 

9. HOSTING AND SECURITY

My Club Hub operates within professionally managed hosting environments designed to protect personal information.

Security measures include:

• encrypted communications;
• secure hosting infrastructure;
• access controls;
• role-based permissions;
• monitored systems;
• managed backups;
• restricted administrative access.

Clubs remain responsible for ensuring authorised access within their own organisation and for securely handling any information exported from the platform.

 

10. INTERNATIONAL TRANSFERS

Some service providers may process information outside the United Kingdom.

Where this occurs, appropriate safeguards will be applied in accordance with UK data protection legislation.

 

11. DATA RETENTION

Clubs are responsible for managing their membership records and determining how long member information should remain associated with their organisation.

Where an individual leaves a club:

• the club may remove that individual from its membership register;
• certain historical payment information may be retained by the club where required for accounting, audit or legal purposes.

My Club Hub operates a user profile system which allows individuals to continue using the platform independently of a particular club.

For this reason, a user's My Club Hub account may remain active after they leave a club so that they may:

• join another organisation;
• participate in future activities;
• access services available through the platform.

Where a club ceases using My Club Hub:

• club records are deleted;
• member records associated with that club are deleted;
• individual My Club Hub user accounts may remain active unless separately deleted.

Where an individual requests deletion of their My Club Hub account, personal information held by My Club Hub will be removed, subject to any legal, regulatory or accounting obligations requiring limited retention.

 

12. COOKIES AND SIMILAR TECHNOLOGIES

My Club Hub uses cookies and similar technologies that are necessary for platform operation, security, authentication and functionality.

We do not currently use advertising cookies, behavioural tracking technologies or third-party marketing cookies.

The mobile application may use device-level notification services to deliver push notifications.

Users can manage notification preferences through their device settings and application preferences where available.

 

13. MARKETING AND COMMUNICATIONS

My Club Hub may send service-related communications regarding:

• platform updates;
• service notifications;
• security notifications;
• account administration.

Where permitted by law, we may also provide information about products, services or platform developments.

Users may opt out of non-essential marketing communications at any time.

Communications issued by clubs through the platform remain the responsibility of the relevant club.

 

14. YOUR RIGHTS

Individuals may have rights under data protection legislation, including the right to:

• access personal information;
• correct inaccurate information;
• request deletion;
• restrict processing;
• object to processing;
• request portability of information;
• withdraw consent where consent applies;
• complain to the Information Commissioner's Office.

Requests relating to information controlled by a club may be referred to the relevant club for action.

Requests can be made by contacting: contact@myclub-hub.com

 

15. AUTOMATED DECISION MAKING

My Club Hub does not currently use personal information to make solely automated decisions which produce legal or similarly significant effects on individuals.

 

16. CHANGES TO THIS POLICY

We may update this Privacy Policy periodically to reflect legal, operational or service changes.

The latest version will always be available through the My Club Hub website.

 

17. CONTACT INFORMATION

My Club Hub Ltd
Email: contact@myclub-hub.com
ICO Registration Number: ZA182394

You also have the right to contact the Information Commissioner's Office at www.ico.org.uk.