Privacy notice

This notice explains what personal data this app collects, why, and what rights you have over it. It's written in plain English rather than legal language wherever possible.

This is a working engineering document, not a substitute for legal advice. If you have concerns about how your data is handled, use the contact details below.

Who's responsible for your data

Amber Valley Rugby Club is the data controller for the information in this app — the club decides what's collected and why, even though the software itself is run on the club's behalf. For anything covered by this notice — a question, a data request, or a concern — contact: thomasedarby@live.co.uk.

What we collect, and why

To run this app at all, we need:

• Your name and email address — so we know who you are, so you can sign in, and so other members can see who did what.
• Everything you create or are assigned while using it — tasks, comments, risks, decisions, meeting records, files and links you attach, and your notification preferences. This is the actual content of the club's project management, not incidental data collection.

We don't collect anything beyond this. There's no advertising, no analytics tracking, and no data sold or shared with anyone outside the club except the technical service providers listed below, who process it only to keep the app running.

Why we're allowed to process this data

Our lawful basis is legitimate interests — specifically, the club's interest in coordinating volunteer and committee activity efficiently. Using this app is part of taking on a role within the club (as a committee member, project lead, or contributor); it isn't a separate thing you opt into independently of that role.

Who else sees it

We use a small number of technical service providers to run this app. Each acts as our data processor under its own standard data-processing terms — we haven't negotiated bespoke agreements beyond what these providers publish for all their customers, which is standard practice for a service run at this scale:

None of these providers use your data for their own purposes — they only process it to deliver the service we've configured.

How long we keep it

While you're an active member using the app, your data stays as normal. If your account is archived (for example, because you've stopped being involved with the club), we keep it for up to 24 months in case you return, after which it's due for review and erasure if you haven't. You don't have to wait for that — you can request erasure at any time (see below), and we'll act on it much sooner.

Your rights

You can exercise all of the following yourself, from your account page inside the app, without needing to ask anyone:

• Access and export — download everything tied to your account as a single file, any time, from your account page.
• Correction — update your own name or email address yourself, at any time. (Email changes need confirming via a link sent to the new address, so we know you actually control it.)
• Erasure — request your account be erased. Your name, email and password are removed permanently and can't be recovered. Records you've created that other members rely on for shared project history — a comment, a task, a decision — stay in place so we don't erase other people's context along with yours, but they'll show "Deleted user" instead of your name from that point on.

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), if you're unhappy with how a request was handled — see ico.org.uk — though we'd genuinely rather you talk to us directly first using the contact details above.

Cookies

This app sets exactly one cookie: a session cookie that keeps you signed in. It's strictly necessary for the app to function and isn't used for tracking, advertising, or analytics of any kind.