Privacy Policy

This privacy policy explains how Arden:Twenty ("Arden:Twenty", "we", "us", or "our"), who operates connectMyClub, collects, uses, and protects personal data when you use the connectMyClub website, mobile app, and related services (together, the "Service").

Arden:Twenty is a company registered in England and Wales, company number 10922374, registered office at Accountancy House, Priory Road, Kenilworth, England, CV8 1LL. For the purposes of UK data protection law, Arden:Twenty is the data controller of the personal data described in this policy.

We only process personal data where we have a lawful basis to do so under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Depending on the data and purpose, we rely on:

• Contract — to provide the account, club membership, and booking features you sign up for.
• Legitimate interests — for example, to keep the Service secure, prevent fraud, and improve our products, balanced against your rights and interests.
• Consent — for example, for non-essential cookies, marketing communications, and connecting third-party services such as Google Photos.
• Legal obligation — for example, retaining records required by law or responding to lawful requests from authorities.

Depending on how you use the Service, we may collect:

• Account data — name, email address, phone number, date of birth, password (stored encrypted), and profile photo.
• Club and membership data — the clubs you belong to, membership status, roles, attendance, and event bookings.
• Guardian-linked account data — where a junior member's account is linked to a parent or guardian, we hold the linking relationship and the guardian's contact details so the guardian can manage the junior's participation.
• Payment data — membership fees and event payments are processed by our payment provider, Stripe. We do not store full card numbers; we retain only transaction records and the minimum data needed for accounting and refunds.
• Communications data — messages, announcements, and posts sent through club message boards, group chats, and direct messages, so that features work and so we can investigate reports of misuse.
• Photos and media — images you or your club upload, including images imported from Google Photos where a club has connected that integration (see "Google Photos" below).
• Technical and usage data — IP address, device and browser type, pages visited, and app usage, collected via cookies and similar technologies (see "Cookies" below).

connectMyClub supports junior (under-18) members through guardian-linked accounts. Where a member is registered as a junior:

• A parent or guardian's consent is required to create and link the account, and the guardian can view and manage the junior's participation.
• Clubs can apply safeguarding restrictions that limit a junior's visibility in member lists and their access to direct messages, group chats, message boards, and announcements. These protections are enabled by default and a club must actively choose to switch any of them off.
• We retain junior members' personal data only for as long as necessary to provide the Service and to meet our safeguarding and legal record-keeping obligations, and we apply the same security safeguards described in this policy to that data.
• If you are a parent or guardian and have questions about your child's data, or wish to exercise any of the rights below on their behalf, please contact us.

We do not sell your personal data. We share data only with:

• Your club's committee/admin team — to the extent needed for them to manage membership, events, and communications.
• Service providers who process data on our behalf under contract, such as our hosting provider, Stripe (payments), and our email delivery provider (transactional and marketing emails), each of whom is only permitted to use your data to provide services to us.
• Google, only where a club has connected the Google Photos integration and only as described below.
• Authorities or professional advisers, where we are required to by law, or to protect the rights, property, or safety of connectMyClub, our users, or others.

Clubs may optionally connect Google Photos to create shared photo albums for members. Where this feature is used:

• connectMyClub only accesses a user's Google Photos with that user's express consent.
• connectMyClub can create albums and upload images to a connected Google Photos account only via that user's own actions, and will never delete photos from a user's Google Photos.
• Where a club chooses to display a Google Photos album, low-resolution copies of images are downloaded to connectMyClub and can be removed by the user at any time.
• connectMyClub does not store Google account consent beyond the user's session and cannot access a user's Google Photos outside of that session.
• connectMyClub will not share a user's Google Photos data with any third party, other than displaying the club's photos to that club's own members through the club app.

We retain personal data for as long as your account or club membership is active, and for a reasonable period afterwards to meet our legal, accounting, and safeguarding obligations, or to resolve disputes. When data is no longer needed, we delete or anonymise it. You can request deletion of your account and associated data at any time from within the connectMyClub app, or by contacting us — see "Your rights" below.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request erasure of your data ("right to be forgotten"), subject to any legal or safeguarding retention requirements.
• Request that we restrict or object to certain processing.
• Request a portable copy of data you have provided to us.
• Withdraw consent at any time, where processing is based on consent, without affecting processing carried out before withdrawal.
• Complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, if you believe we have not handled your data properly.

You can request erasure of your account, or a copy of your data, directly from within the connectMyClub app. For any other requests, please contact us. We will respond within one month, as required by law.

Our website uses cookies and similar technologies to:

• Strictly necessary cookies — required for the website and secure areas to function, such as keeping you logged in.
• Analytics cookies — help us understand how the website is used so we can improve it.
• Functionality cookies — remember your preferences between visits.

When you first visit the website, you can accept or decline non-essential cookies via our cookie banner. You can also control cookies through your browser settings at any time; disabling some cookies may affect how parts of the Service work.

We use appropriate technical and organisational measures, including encryption of passwords and secure hosting, to protect your data against unauthorised access, loss, or misuse. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.

Where any of our service providers process data outside the UK or European Economic Area, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Addendum or adequacy regulations, so your data continues to receive an equivalent level of protection.

We may update this privacy policy from time to time to reflect changes in our practices or the law. We will post any changes on this page and update the effective date below. If we make material changes, we will take reasonable steps to notify you.

If you have any questions about this privacy policy or how we handle your data, please get in touch. Our registered office address is Accountancy House, Priory Road, Kenilworth, England, CV8 1LL.