1. Information we collect
- Account information: email address, password hash, account timestamps and authentication or recovery records.
- Club information: club name, activity type, sites, pitches, formats, availability and administrator requests.
- Booking information: teams, team membership, booking times, booking decisions, edit requests and related messages.
- Billing information: Stripe customer and subscription identifiers, chosen plan, subscription status, billing period dates and payment status. Stripe processes card and bank details; Pitchbooks does not receive or store your full payment-card number.
- Communications: information you provide when contacting us or when a transactional email is sent about an account, club request or booking.
- Technical information: information processed by our hosting, database, security and email infrastructure to deliver, protect and troubleshoot the service. We do not currently configure advertising or analytics tracking in the application.
2. How and why we use it
| Purpose | Typical lawful basis |
|---|---|
| Create accounts, provide workspaces and process bookings | Performance of a contract |
| Authenticate users, prevent abuse and protect the service | Legitimate interests and, where applicable, legal obligation |
| Send password-reset, invitation and booking notifications | Performance of a contract or legitimate interests |
| Manage trials, subscriptions, payments and accounting records | Performance of a contract and legal obligation |
| Respond to enquiries and review club requests | Legitimate interests or steps taken at your request |
| Meet legal, regulatory and dispute-resolution obligations | Legal obligation or legitimate interests |
3. Who we share information with
We share information only as needed to operate the service:
- with the club and its authorised users, according to the permissions configured by the club;
- with infrastructure providers that host the application or database and help us keep it secure;
- with transactional email providers to send service messages;
- with Stripe to provide checkout, subscription billing, invoices, payment-method management, fraud prevention and related payment services;
- with professional advisers, authorities or other parties where required by law or necessary to protect rights and safety; and
- as part of a business transfer, subject to appropriate confidentiality and data-protection safeguards.
4. International transfers
Some service providers may process information outside the UK. Where a restricted transfer applies, we will use an adequacy regulation or another lawful safeguard required by UK data-protection law. The operator should keep a current provider list and transfer assessment as part of its compliance records.
5. Retention and security
We keep information for as long as needed to provide the account and club workspace, then for as long as reasonably necessary for security, legal, accounting, audit and dispute-resolution purposes. Club administrators may also control the accuracy and lifecycle of information in their workspace.
Passwords are stored as hashes rather than plain text. We use access controls, encrypted connections and a signed authentication cookie, but no internet service can guarantee absolute security.
6. Your rights
Depending on the circumstances, you may have the right to:
- ask for a copy of your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information, or restrict how it is used;
- object to processing based on legitimate interests;
- receive certain information in a portable format; and
- withdraw consent where processing relies on consent.
To exercise a right, email info@pitchbooks.co.uk. We may need to verify your identity and may retain limited information where the law allows or requires it.
7. Complaints
Please contact us first so we can try to resolve your concern. You can also complain to the UK Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint.
8. Children and club-managed information
Pitchbooks is intended for club administrators, coaches and members who can lawfully use the service. We do not ask children to create accounts. A club must not enter children's information unless it has an appropriate lawful basis, provides any required information to parents or guardians, and follows applicable safeguarding and data-protection rules.