Privacy policy

Last updated: 15 August 2026

This privacy policy explains how sportie (“we”, “us”, “our”) collects, uses and looks after personal data. It covers our marketing website, the sportie club platform, and the sportie mobile app. The same sportie account is used on the web and in the app.

We handle personal data in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018. The Information Commissioner’s Office (ICO) is the UK supervisory authority.

1. Who we are

sportie provides club management software for grassroots football and other sports clubs in the United Kingdom. We are based in the United Kingdom.

For privacy questions or requests, contact us at support@sportie.co.uk, use our contact form, or submit a data deletion or account closure request.

2. Who is responsible for your data

Who acts as the data controller depends on why the data is processed:

• sportie is the controller when we process data for our own purposes. That includes marketing website visitors, club sign-up and enquiry forms, our own customer accounts, billing for sportie subscriptions, and support we provide to clubs.
• Your club is usually the controller when it uses sportie to run the club — for example member and player records, team lists, bookings, payments the club collects, welfare and first aid reports, and club communications. In those cases sportie acts as a processor on the club’s instructions.

If you are a player, parent, guardian or volunteer, most requests about your club record should go to your club first. We can help where we hold the data as a processor.

3. Information we collect

Marketing website and club sign-up

If you contact us or request a club account, we may collect:

• your name, email address and phone number
• club name and preferred web address
• the message you send us and the plan you choose
• technical information such as IP address, browser type and pages visited, which our servers may log to keep the site secure

Club platform and mobile app

Clubs and their members may store information needed to run the club. This can include:

• account details — name, email, login credentials, and role (for example admin, manager, coach, player or guardian)
• member and player profiles — contact details, date of birth, address, emergency contacts, and membership information
• guardian details for youth players
• team, fixture, availability and booking information
• payment and Direct Debit details needed to collect club fees (processed by payment providers — we do not store full card numbers)
• welfare, first aid and medical information that a club chooses to record
• photos, news and other content a club publishes
• device information for the app, such as a push-notification token, if you allow notifications

Some of this may be special category data (for example health information in a medical note, first aid report or welfare case). Clubs should only record what they need, and should have a lawful basis for doing so — usually explicit consent, or another condition that applies to safeguarding.

4. Lawful bases

Where sportie is the controller, we rely on one or more of these bases:

• Contract — to set up and provide the sportie service a club has asked for, and to support the account.
• Legitimate interests — to run and secure our website and platform, improve the service, prevent abuse, and respond to enquiries. We only do this where it does not override your rights.
• Consent — where we ask for it, for example optional marketing emails or optional app notifications. You can withdraw consent at any time.
• Legal obligation — where we must keep or disclose information to meet a legal requirement, such as tax or accounting records.

Where a club is the controller, the club decides the lawful basis for its own processing. That is typically contract (membership), legitimate interests (running the club), consent, or a safeguarding-related condition for welfare and medical data.

5. Children’s data

sportie is used by grassroots clubs that run youth teams. We do not market the platform to children, and we do not knowingly collect children’s data through the marketing website.

Youth player records on the platform are created by the club or by a parent or guardian. Clubs should only collect what they need, keep it accurate, and limit who can see it. Parents and guardians can ask the club — or us, if needed — to access or update a child’s information.

If you believe we hold a child’s data without a proper basis, please contact us at support@sportie.co.uk.

6. How we use information

We use personal data to:

• respond to enquiries and set up club accounts
• provide the website, platform and mobile app, including login and the same account across devices
• let clubs manage members, teams, bookings, finance, welfare and club communications
• send service messages (for example password resets, booking updates or payment confirmations)
• send push notifications in the app if you have enabled them
• keep the service secure, fix problems, and meet our legal duties

We do not sell personal data.

7. Who we share information with

We share data only where it is needed to provide the service or where the law requires it. That can include:

• Hosting and infrastructure providers that store and run the sportie website, platform and databases in line with our instructions
• Email providers used to send transactional or club emails. Clubs may also connect their own email settings
• GoCardless, when a club collects Direct Debit payments
• SumUp, when a club uses card or point-of-sale payments through sportie
• Expo, which delivers push notifications for the mobile app
• Apple and Google, as the App Store and Google Play operators, for app distribution and related account services
• The Football Association or related services, only where a club uses an integration (for example fixtures or discipline import)
• professional advisers, or authorities, if we are legally required to disclose information

Payment providers process payment data under their own privacy policies. sportie does not receive or store full card numbers.

8. Cookies

Our marketing website uses a small number of cookies that are needed for the site to work. These include a session cookie so forms (such as contact and sign-up) can be submitted securely. We do not currently use advertising or analytics cookies on the marketing site.

The club platform may also use essential cookies to keep you signed in and to remember preferences such as the season you are viewing.

You can block cookies in your browser settings. If you block essential cookies, some parts of the site may not work.

The marketing site loads fonts and icons from third-party content networks (Google Fonts and Bootstrap Icons). Those providers may process technical data such as your IP address when the files are requested.

9. Mobile app, app stores and notifications

The sportie mobile app uses the same account as the website. We process the information needed to sign you in, show your club data, and send updates you have asked for.

If you allow push notifications, we store a device token so we can send alerts (for example fixtures, availability or club messages). You can turn notifications off in your device settings at any time. Uninstalling the app will also stop notifications to that device.

Apple and Google may collect their own data when you download or use the app, under their privacy policies. In-app purchases, if any, are handled by the relevant store.

10. How long we keep information

We keep personal data only for as long as we need it:

• Enquiries — usually for up to 24 months after we last heard from you, unless we still need them to provide a service or handle a complaint.
• Club customer accounts — for the life of the account and a reasonable period afterwards (typically up to 7 years where we need records for accounting or legal claims).
• Club-held member and player data — the club decides how long to keep it. When a club account is closed, we delete or anonymise tenant data after a short retention period unless the law requires us to keep it longer.
• Server logs — for a short period, usually no more than 90 days, unless we need them to investigate a security issue.

11. International transfers

We aim to keep sportie data in the United Kingdom or the European Economic Area. Some processors (for example app-store operators or push-notification services) may handle data outside the UK. Where that happens, we use a lawful transfer mechanism, such as the UK’s adequacy regulations or the ICO’s International Data Transfer Agreement / Addendum.

12. Your rights

Under UK data protection law you have the right to:

• access the personal data we hold about you
• rectification — ask us to correct inaccurate or incomplete data
• erasure — ask us to delete your data in certain circumstances
• restriction — ask us to limit how we use your data
• data portability — receive data you provided to us in a commonly used format, where the processing is based on contract or consent and is carried out by automated means
• object to processing based on legitimate interests, and to object at any time to processing for direct marketing
• withdraw consent where we rely on it, without affecting processing that already took place
• not be subject to a decision based solely on automated processing that has legal or similarly significant effects — we do not make such decisions

These rights are not absolute. We may need to keep some information where we have a legal reason to do so.

To use these rights, email support@sportie.co.uk, use the contact form, or submit a data deletion or account closure request. If your request is about data your club holds, we may need to involve the club. We will respond within one month, or tell you if we need more time.

13. How to complain

If you are unhappy with how we have used your data, please contact us first so we can try to put it right.

You also have the right to complain to the Information Commissioner’s Office:

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113

14. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date at the top. If we make a significant change, we will take reasonable steps to let club administrators know.