Privacy Policy

Last updated: 21/02/2026

1. Introduction

This Privacy Policy explains how SquadCollect ("we", "us", "our") collects, uses, and protects personal data when clubs and their members use our platform (the "Platform").

By using the Platform, you acknowledge that your personal data will be processed in accordance with this Privacy Policy and applicable data protection laws in the UK (including the UK GDPR and Data Protection Act 2018).

2. Who We Are and Data Protection Roles

SquadCollect provides software for clubs and teams to automate membership and payment management.

For most data processed about club members, the club acts as the Data Controller, and SquadCollect acts as a Data Processor, processing personal data on the club's documented instructions.

For data about platform usage, billing, and our own users (e.g. club administrators), SquadCollect acts as the Data Controller.

3. Personal Data We Collect

The types of personal data we may process through the Platform include:

  • Identification data such as name, email address, and, where provided by the club, other contact details.
  • Account data such as login details, role within the club, and preferences.
  • Payment-related data such as payment amounts, payment status, and references. We do not store full card details.
  • Technical data such as IP address, browser type, device information, and usage logs.

4. How We Use Personal Data

We use personal data for the following purposes:

  • To provide, operate, and maintain the Platform.
  • To enable clubs to send and manage payment requests to their members.
  • To communicate with clubs and authorised users about their account, updates, and support requests.
  • To monitor, maintain, and improve the security and performance of the Platform.
  • To comply with legal obligations and respond to lawful requests from authorities.

5. Legal Bases for Processing (UK GDPR)

Where SquadCollect acts as a Data Controller, we rely on the following legal bases:

  • Contract – to provide the Platform and related services to clubs and their authorised users.
  • Legitimate interests – to operate, secure, and improve our services and to communicate with you about relevant updates.
  • Legal obligation – to maintain certain records and comply with applicable laws and regulations.

Where we act as a Data Processor on behalf of a club, the club is responsible for identifying the appropriate legal basis for its processing of member data.

6. Payment Processing and Third-Party Providers

All payment transactions on the Platform are processed by third-party payment providers such as Stripe. We do not store full card details on our systems.

Your use of payment services is subject to the terms and privacy policies of the applicable payment provider. For Stripe, please see: https://stripe.com/gb/privacy.

We may also share data with trusted service providers who assist us with hosting, analytics, customer support, and communications. These providers only process personal data under our instructions and are subject to appropriate contractual safeguards.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or as required by law.

Clubs may control how long member data is retained within the Platform. We may retain certain log and account records for a longer period where required for legal, accounting, or security purposes.

8. Your Data Protection Rights

Depending on your location and applicable law, you may have the right to:

  • Request access to the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your personal data in certain circumstances.
  • Object to or request restriction of certain types of processing.
  • Request portability of your personal data.

Where your data is processed on behalf of a club, you should normally contact the relevant club to exercise your rights. You can also contact us using the details below, and we will support the club in responding to your request.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.

However, no internet-based service can be completely secure, and we cannot guarantee absolute security of data transmitted to or stored on the Platform.

10. Changes to This Privacy Policy and Complaints/Contact

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when it was most recently revised. Any significant changes will be notified to clubs through the Platform or by email where appropriate.

If you have any questions about this Privacy Policy or how your data is processed, please contact us using the contact details provided on our website or through the Platform.