GDPR for clubs

For club secretaries, on one screen

• Who's who. Your club is the controller for its players' details. ISTA Ladder (Ian Samuels) is your processor: we hold them for you, only to run your ladder.
• What we hold. Names, ladder places, challenges and results. Mobile numbers only if you or the player add them. No dates of birth, addresses or health details.
• Who sees numbers. Never the public. Only the organiser, and an opponent during a live match, if that player allows it.
• Where it lives. Supabase (London) and Render (Frankfurt, EU), with daily backups in Ian's Microsoft OneDrive. Encrypted connections, private random links instead of passwords, the database is locked down, and only Ian has access.
• Players are in control. Anyone can take themselves off in one tap, and their number is deleted straight away. Take the ladder down and every number on it is deleted.
• No cookies for players, no tracking, never sold.
• Backups are kept for 30 days.
• If something goes wrong, we tell you straight away.

We are registered with the Information Commissioner's Office, registration number ZC281270.

The full player notice is at ista-sby4.onrender.com/privacy - it's fine to share it with your members.

To keep a copy, use your browser's Print and choose "Save as PDF".

Club data agreement

This is the agreement between your club (the "club") and Ian Samuels, trading as ISTA Ladder ("we"), for looking after your players' details. It meets the requirements of Article 28 of the UK GDPR. It applies from the day your club's ladder is set up.

1. What it covers

We run your club's ladders and box leagues in the ISTA Ladder app. That means storing the players' details below, showing the ladder, recording challenges and results, and sending the messages and notifications players ask for.

How long: for as long as your club uses ISTA Ladder, until the ladder is taken down.

Whose details: players on your ladders and the organisers who run them.

Which details: names, ladder positions, challenges, results, mobile numbers where added, the player's own settings, phone notification details if switched on, and when their link was opened. We don't hold special category data (health etc.).

2. We act only on your instructions

We use the details only to run your ladder as you set it up, and never for anything else. That means no marketing and no selling or sharing. If the law ever made us do something else, we would tell you first unless the law stopped us.

3. Confidentiality

Ian is the only person with access. Anyone who ever helps run the app will be bound to keep the details confidential.

4. Security

We keep the details safe with encrypted connections, private random links instead of passwords, a database only the app can reach, access limited to Ian, and daily backups kept for 30 days.

5. Other companies we use

Render (hosting, Frankfurt), Supabase (database, London) and Microsoft OneDrive (backups). If players switch notifications on, these are delivered through their phone's own notification service (Apple, Google or their browser's maker). Each acts only on our instructions under its own data protection terms. Where any of them hold data in the US, it is covered by the UK's data bridge with the US. We will tell you before adding or changing one, and you can object.

6. Helping you with players' rights

If a player asks for a copy of their details, a correction or to be removed, we will help you answer within the legal time limit. Players can also remove themselves from their own page.

7. If something goes wrong

If there is a breach involving your players' details, we will tell you without undue delay, with what we know, so you can decide whether it needs reporting to the ICO within 72 hours. We will help you with that.

8. At the end

When your club stops using ISTA Ladder, we will delete the players' numbers and links straight away. If you ask first, we will send you a copy of the ladder and results before we do. Backups age out within 30 days.

9. Information and checks

We will give you whatever information you reasonably need to show the club is complying, and answer reasonable questions or checks from you.

10. Agreeing to it

Setting up or running a club ladder on ISTA Ladder means the club accepts this agreement. If your club would like a copy signed, email admin@nationaltennis.co.uk and we will sign and send one back.

Ian Samuels, ISTA Ladder · admin@nationaltennis.co.uk · 07443 764460