Data Subject Rights Policy

Cluboom is used by grassroots sports clubs to organise players, parents, coaches and volunteers. That means real people — often children — trust the platform with information about themselves. Cluboom is committed to respecting privacy rights, answering requests honestly, and making it straightforward for anyone to understand and control the information held about them.

In most cases the club is the controller of the information and Cluboom acts as its processor. Cluboom supports clubs in meeting requests promptly, and never obstructs a person exercising their rights.

This policy applies to:

• club administrators;
• team administrators;
• coaches;
• parents and guardians;
• players, including children and young people;
• volunteers and committee members;
• visitors to the Cluboom website.

Right of access

You can ask whether your personal information is being processed and receive a copy of it, together with an explanation of why it is held, who it is shared with and how long it is kept.

Right to rectification

You can ask for inaccurate information to be corrected and incomplete information to be completed. Many details — contact information, team membership, availability — can be corrected directly in Cluboom by the person concerned or their club.

Right to erasure

You can ask for your information to be deleted where it is no longer needed, where consent is withdrawn, or where it has been processed unlawfully. This right is not absolute: a club may need to keep limited records to meet a legal obligation, protect a child, or establish or defend a legal claim.

Right to restrict processing

You can ask for processing to be paused — for example while the accuracy of a record is being checked, or while an objection is considered. Restricted information continues to be stored but is not otherwise used.

Right to data portability

Where processing is based on consent or a contract and is carried out by automated means, you can ask to receive the information you provided in a structured, commonly used, machine-readable format, or ask for it to be sent to another provider where technically feasible.

Right to object

You can object to processing based on legitimate interests, including profiling. You can object to direct marketing at any time, and that objection is always honoured.

Rights relating to automated decision making and profiling

Cluboom does not make decisions with legal or similarly significant effects about any individual by automated means alone. Ratings, availability summaries and development records are tools for coaches; selection and other club decisions are made by people. If that ever changed, the safeguards required by UK GDPR — including a right to human review — would be provided and this policy updated.

Requests can be sent to support@cluboom.co.uk. It helps to include your name, your club and team, and a clear description of what you are asking for.

• Requests may require identity verification before information is released.
• Where Cluboom acts as a data processor, we will work with the relevant club as controller to answer the request, and will tell you that we have referred it.
• Requests are handled without undue delay and, where UK GDPR timescales apply, within one month. Complex or numerous requests may be extended by up to two further months; you will be told if that happens and why.
• There is no charge for exercising your rights. A reasonable fee may only be charged where a request is manifestly unfounded or excessive.

Requests can also be made directly to your club — many can be resolved by club staff within Cluboom straight away.

To protect members and families, we must be satisfied that a request comes from the person it concerns or someone entitled to act for them. We may ask for additional information — such as confirmation from the email address held on the account, or verification through your club — before releasing personal data. We ask only for what is necessary, and any information provided for verification is used for that purpose alone and then deleted.

Rights belong to the child. Depending on the child’s age and understanding, and on the circumstances, a request may be made by the child, by a parent or guardian acting on their behalf, or by the club.

Where a request relates to a child, Cluboom will work with the relevant club and with the parent or guardian as appropriate, and will act in line with applicable law and the club’s safeguarding responsibilities. Where there is a safeguarding concern, the club and, where relevant, the appropriate statutory body take precedence over routine disclosure.

If you are unhappy with how a request has been handled, please contact support@cluboom.co.uk first so we can put it right. Concerns about how your club uses Cluboom should also be raised with the club, as controller of that information.

You have the right to complain to the UK Information Commissioner’s Office (ICO) at any time if you believe your rights have not been respected. You do not need to contact us first, and complaining to the ICO does not affect any other legal remedy available to you. The ICO can be reached at ico.org.uk or on 0303 123 1113.

This policy is reviewed at least annually, and sooner where legislation, regulatory guidance or Cluboom platform functionality changes. The document version, effective date and review date shown above always reflect the current published position.

Questions regarding this policy or requests relating to your privacy rights can be sent to support@cluboom.co.uk.

Cluboom welcomes responsible feedback that helps improve our governance, privacy and compliance documentation.