Privacy Policy

1. Introduction

bowlshub ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our cloud-based bowling club management software as a service (SaaS) platform.

bowlshub operates as a multi-tenant SaaS solution, where each bowling club has its own isolated environment. This policy applies to our website and the bowlshub platform.

2. Data Controller and Processor Relationship

Important: The nature of our data handling depends on the context:

• For Website Visitors: We are the Data Controller for information collected through our marketing website.
• For bowlshub Platform: Your bowling club acts as the Data Controller for all member data entered into the system. We act as a Data Processor, processing data on behalf of your club according to your instructions.

As a Data Processor, we provide tools and infrastructure for clubs to manage their members' data. Each club is responsible for:

• Ensuring they have legal basis to collect and process member data
• Providing privacy notices to their members
• Handling member data rights requests (access, deletion, etc.)
• Determining what data they collect and how they use it
• Obtaining necessary consents from their members

3. Information We Collect

3.1 Website Information

When you visit our website, we may collect:

• Device and browser information
• IP address and location data
• Pages visited and time spent on site
• Referral source

3.2 Account Information

When a club registers for bowlshub, we collect:

• Club name and contact details
• Administrator name and email address
• Billing information (processed securely via Stripe)
• Club subdomain preference

3.3 Platform Usage Data

We collect technical data about how the platform is used:

• Login timestamps and IP addresses
• Feature usage statistics (aggregated and anonymized)
• Error logs and performance metrics
• System activity logs for security purposes

3.4 User-Generated Content

Important Limitation of Liability: Clubs using our platform may upload, store, and process data about their members, including names, contact details, match results, and other information. We do not control, verify, or take responsibility for the accuracy, legality, or appropriateness of data that clubs upload to the system.

Each club is solely responsible for:

• The accuracy and legality of data they upload
• Ensuring they have proper consent to collect and process member data
• Complying with UK GDPR and Data Protection Act 2018
• Responding to member data rights requests

4. How We Use Your Information

4.1 To Provide the Service

• Create and manage your club account
• Process payments and send receipts
• Provide customer support
• Send system notifications and updates
• Maintain and improve platform functionality

4.2 For Security and Compliance

• Detect and prevent fraud or abuse
• Monitor system security
• Comply with legal obligations
• Enforce our Terms and Conditions

4.3 For Communications

• Send important service updates and security notices
• Respond to enquiries and support requests
• Send occasional product updates (you can opt out)

5. Data Storage and Security

5.1 Multi-Tenant Isolation

Our platform uses strict multi-tenant data isolation. Each club's data is completely separated and inaccessible to other clubs. We implement database-level and application-level security measures to ensure data isolation.

5.2 Security Measures

• All data transmitted using TLS/SSL encryption
• Data encrypted at rest
• Regular security audits and penetration testing
• Access controls and authentication requirements
• Regular automated backups
• Activity logging and monitoring

5.3 Data Location

Your data is stored on secure cloud servers located in the United Kingdom and remains within UK/EU jurisdiction, ensuring compliance with UK GDPR requirements.

6. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share data only in the following circumstances:

6.1 Service Providers

• Stripe: Payment processing (they have their own privacy policy)
• Cloud Hosting: Infrastructure providers for hosting and storage
• Email Service: Transactional email delivery

6.2 Legal Requirements

We may disclose information if required by law, court order, or government regulation, or if necessary to protect our rights or the safety of users.

6.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your data may be transferred. You will be notified of any such change.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to certain types of processing
• Right to Withdraw Consent: Withdraw consent at any time where we rely on consent

To exercise these rights, contact us at help@bowls-hub.co.uk

For Member Data: If you are a member of a bowling club using our platform, you should direct data rights requests to your club, as they are the Data Controller for your information.

8. Data Retention

• Account Data: Retained for the duration of your subscription plus 30 days
• Billing Records: Retained for 7 years for accounting and tax purposes
• Platform Data: Clubs can export and delete their data at any time. Upon subscription cancellation, data is retained for 30 days for recovery, then permanently deleted
• Backups: Data in backups is deleted according to our backup retention schedule (90 days)

9. Cookies and Tracking Technologies

9.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better experience and understand how our website is used.

9.2 Cookie Consent

When you first visit our website, we ask for your consent to use cookies. You can:

• Accept All: Allow all cookies including analytics
• Reject: Only essential cookies will be used

Your choice is stored in your browser and respected on future visits. You can change your preference by clearing your browser's local storage and revisiting the site.

9.3 Cookies We Use

Essential Cookies (Always Active)

Analytics Cookies (Only if Accepted)

9.4 Third-Party Services

When you accept cookies, we use:

• Google Tag Manager & Google Analytics: To understand how visitors use our website, which pages are most popular, and to improve our service. This data is anonymized and aggregated.

9.5 Managing Cookies

You can control and delete cookies through your browser settings:

• Chrome: Settings → Privacy and Security → Cookies
• Firefox: Settings → Privacy & Security → Cookies and Site Data
• Safari: Preferences → Privacy → Manage Website Data
• Edge: Settings → Privacy → Cookies and Site Permissions

Note: Blocking all cookies may affect website functionality. Essential cookies are necessary for the website to work properly.

9.6 Do Not Track

Some browsers support a "Do Not Track" feature. Our website respects your cookie preferences through our consent banner. If you reject cookies, analytics tracking will not be activated.

10. Children's Privacy

Our service is not directed at children under 13. Club administrators are responsible for ensuring appropriate consent is obtained for junior members in accordance with UK GDPR requirements (age 13 or parental consent).

11. International Data Transfers

We store and process data within the UK and EU. If data must be transferred outside the UK/EU, we ensure adequate safeguards are in place through Standard Contractual Clauses or other approved mechanisms.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or prominent notice on our website. Continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us:

• Email: help@bowls-hub.co.uk
• Subject Line: Privacy Enquiry

14. Supervisory Authority

You have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113