Introduction
EasyYouthClub is a product of Jon Hubbard t/a Technoliga (“we”, “us”, “our”). We are a sole trader registered in England & Wales.
You can contact us at:
- Address: 2 Sweetbriar Road, Melksham, Wiltshire SN12 6FR, United Kingdom
- Email: [email protected]
- Phone: 01225 807969
We are committed to protecting your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy describes two distinct relationships:
- We are the Data Controller for the personal data of marketing site visitors and customer account holders.
- We are the Data Processor for the personal data our customers (youth clubs and similar organisations) upload about their staff, members and parents. The terms of that processing are set out in our Data Processing Agreement.
What we collect
From marketing site visitors
When you fill in our contact form or browse the website, we may collect:
- Your name, email address, organisation name, optional phone number and the contents of any message you send us
- Your IP address, browser type, operating system, pages viewed and referring website
From customer account holders
When you sign up for a paid or trial account, we collect:
- Your name, email address, organisation name and billing address
- Payment method details — card payments are handled securely by Stripe; we do not store full card numbers
- Support tickets and correspondence with our team
- Account activity logs (logins, key actions, IP address)
Automatically
We automatically collect basic technical information — IP address, browser, operating system and anonymised usage analytics — to help us keep the service secure and improve it over time.
Cookies
We use a small number of cookies. Full details are in our Cookie Policy.
Why we collect it
Under Article 6 of the UK GDPR, we rely on the following lawful bases for processing personal data:
- Contract performance — to provide the service you have subscribed to.
- Legitimate interests — to improve the service, keep it secure and prevent fraud or abuse.
- Legal obligation — to meet tax, accounting and statutory record-keeping requirements.
- Consent — for marketing emails, which you can withdraw at any time.
How we use your data
- Delivering the service, managing your account and processing payments
- Providing customer support and troubleshooting issues you report
- Monitoring for security incidents, abuse and unauthorised access
- Improving the service using anonymised analytics and aggregated usage data
- Sending marketing communications — only where you have consented and only for our own services
Sharing your data
We share data with a small number of trusted sub-processors who help us operate the service:
- Stripe — payment processing
- Cloud hosting provider (UK/EU region) — infrastructure and storage
- Email delivery provider (such as Postmark or AWS SES) — transactional and marketing email
- SMS provider (such as Twilio) — text-message notifications, where enabled
A full, up-to-date sub-processor list is available on request by emailing [email protected].
We do not sell your personal data. We may disclose data where we are legally required to do so — for example, in response to a court order or a request from a UK regulator.
Where we store your data
All customer data is hosted in the UK or the European Economic Area (EEA) on secure cloud infrastructure. Some sub-processors may operate or have support staff outside the UK; in those cases, transfers are protected by the UK’s International Data Transfer Agreement (IDTA), Standard Contractual Clauses or an adequacy decision.
How long we keep it
- Customer accounts: retained for the lifetime of your subscription, plus up to 7 years after closure to meet legal and tax obligations
- Financial records (invoices, payments): 7 years
- Support tickets: 3 years after resolution
- Website analytics: 26 months
- Personal data you upload about members, staff and parents: retained while you remain a customer; deleted within 30 days of subscription cancellation unless you request earlier deletion. Full details are in the DPA.
Your rights
Under the UK GDPR you have the following rights in relation to your personal data:
- Right of access — request a copy of the personal data we hold about you
- Right to rectification — ask us to correct inaccurate or incomplete data
- Right to erasure — the “right to be forgotten”
- Right to restrict processing — ask us to limit how we use your data
- Right to data portability — receive your data in a portable format
- Right to object — to processing based on legitimate interests or for direct marketing
- Right to withdraw consent — where consent is the lawful basis
We aim to respond to any request within one calendar month. To exercise any of these rights, email [email protected].
Security
- Encryption in transit (TLS 1.2 or higher) and encryption at rest
- Role-based access controls so staff only see what they need to
- Regular automated backups
- Ongoing security review and periodic penetration testing
- Tenant isolation: each youth club’s operational data is stored in its own dedicated database, eliminating cross-tenant data leakage
Children’s data
Youth clubs upload information about young people (often under the age of 18) into EasyYouthClub. In relation to that data, we act as a Data Processor. The customer organisation — the youth club, charity or other body using the platform — is the Data Controller and is responsible for obtaining the appropriate consents (typically from a parent or guardian) and meeting their safeguarding obligations. The terms of that processing are set out in our Data Processing Agreement.
Cookies
We use a limited set of cookies to keep you logged in, prevent cross-site request forgery and (with your consent) measure aggregate site usage. See the Cookie Policy for the full list and how to manage them.
Changes to this policy
We may update this policy from time to time. Where the changes are material, we will notify you by email and post the revised policy here with an updated date.
Contact and complaints
For any privacy-related question, email [email protected].
If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO):
- Website: https://ico.org.uk/
- Helpline: 0303 123 1113