Privacy notice

This notice explains what personal data ClubTitan handles, why, and the rights you have over it. We've written it to be read, not skimmed past — if anything is unclear, contact us and we'll explain it plainly.

Who we are

ClubTitan is operated by Dobl Ltd, company number 16739677, registered in England and Wales. Our ICO registration number is ZC058359. You can reach us about anything in this notice at privacy@clubtitan.com.

Two roles: your club's data, and our own

Most of the personal data on ClubTitan belongs to clubs, not to us. When a club uses ClubTitan to manage its members, the club decides what data is collected and why — the club is the data controller, and we process that data on the club's behalf and on its instructions.

For a smaller set of data we are the controller ourselves: your ClubTitan account details (name, email, sign-in information), records we need to run and secure the service, and — only where the law allows — marketing communications about ClubTitan.

We are also the controller of your profile: your name, date of birth, contact details, address and photo, and the same details for the children on your account. We keep it as one record, and every club you join sees that same record. Leaving one club does not delete your profile; the clubs you still belong to keep seeing it. Once you have left every club, or at any time before, you can ask us to delete it.

When available, a club's content — its news, results, match reports and photos — can also be shown beyond the club inside ClubTitan, to people who follow the club, its league, its area or its sport. A child's photo goes beyond the club only if their parent has chosen that. We decide who that wider audience is, so we are the controller for showing club content beyond the club. ClubTitan's own marketing outside ClubTitan never uses a member's or a child's photo without a specific release, asked for at the time.

When you join another club, you can re-use answers you gave your first club. We copy them only when you ask, and you see them first.

What we hold for clubs

• Member and team records: names, contact details, dates of birth, registrations.
• Guardian and family links — who is responsible for which child (see the children's section below).
• Consents the club records: photo consent, trips, medical information the club needs for duty of care — versioned, per person, withdrawable at any time.
• Payment records: what was owed and paid. Card details never touch our systems — payments are processed by Stripe, and money goes to the club's own Stripe account.
• Card and bank details. Card details never touch our systems. When you pay, Stripe takes the card, and we keep only what Stripe tells us about a saved card (its type, last four digits and expiry) so you can see which card it is. Direct Debit bank details are held by GoCardless, not by us. We hold bank details for one reason only: when you ask the club to pay you money, such as an expense or referee claim, or a refund that cannot go back to your card. You type them in yourself, and they are sealed (encrypted) the moment they are saved. You see the last four digits. Only the club officers who approve and pay claims can open the full number, one claim at a time, after a second sign-in check. Every time they do, it shows in your access log. They also go into the payment file or pay list the club's treasurer takes to the club's own bank, for that payment. They are never put in an e-mail, a notification or your data download. Nobody under 18 can save them. If they change, we tell you, and the first payment to the new account needs a second officer's approval and is paid on its own, so the bank checks the name. The club is the controller, and ClubTitan holds them for the club. The club's lawful basis is that they are necessary to pay you what you asked to be paid, under your agreement with the club (UK GDPR Art 6(1)(b)). Where there is no agreement, the basis is the club's legitimate interest in paying the people it owes (Art 6(1)(f)). You can remove your bank details yourself at any time, once nothing the club owes you is waiting on them. We delete them when they have not been used to pay you for two years, and when your account is deleted. The details you replaced are kept, sealed, as the record of the change, to protect you against fraud, and are deleted at the same time. The record that a payment was made is part of the club's accounts and is kept for six years after the financial year it belongs to.
• Bank details of a business the club pays. When the club pays a supplier from its own bank, the club's treasurer types its account name, sort code and account number onto the supplier's record in ClubTitan. Where the business is one person trading on their own, these are that person's personal data. They are sealed (encrypted) the moment they are saved, and everyone sees only the last four digits. Only the club officers who approve bills and claims can open the full number, to pay a bill that has been approved, after a second sign-in check, and every opening is recorded in the club's records. They go into the payment file or pay list the treasurer takes to the club's own bank. They are never taken from an invoice: if an invoice the club reads shows bank details, ClubTitan only asks the treasurer to compare them with the details already held. When they change, the club records the name of the person at the business who confirmed the change by phone and the day they did, and a second officer, not the one who made the change, must approve it before anything is paid to the new account; the first payment to it is paid on its own, so the bank checks the name. Any officer who approves bills can stop payment to them if something looks wrong. The details a change replaced are kept, sealed, as the record of the change, against fraud. The club is the controller, and ClubTitan holds them for the club. The club's lawful basis is that they are necessary to pay the business under its agreement with the club (UK GDPR Art 6(1)(b)); for the name of the person who confirmed a change, it is the club's legitimate interest in paying what it owes and preventing fraud (Art 6(1)(f)).
• Donations: the club's treasurer and administrators see every gift and who gave it, for Gift Aid and the accounts. The organiser of a fundraising campaign sees the gifts made to it, with each giver's name and amount, so they can say thank you. Tick “Give anonymously” when you give and the organiser sees “Anonymous” instead of your name; the amount still shows.
• Messages, availability responses, fixtures, results and club website content.

Children's data — built children-first

Around half the people at a grassroots club are under 18, so this is not fine print for us. A child's profile is owned and controlled by their guardian — a verified parent or guardian creates it, answers for it, and can withdraw any consent at any time. That boundary is enforced in the database itself, not just in the interface.

We follow the ICO's Age Appropriate Design Code (the Children's Code) by default:

• High-privacy settings by default — nothing about a child is public unless a guardian chooses it.
• No geolocation tracking of children.
• No nudge techniques designed to keep children on screens — recognition rewards what happens on the pitch, never app time.
• When a coach messages a young player, the guardians are automatically included — the platform cannot send a private adult-to-child message.

DBS and safeguarding checks

To help welfare officers track that coaches' checks are current, we store DBS certificate numbers and dates only — never the certificates or any supporting documents.

Marketing communications

We follow GDPR (for the lawful basis) and PECR (for the channel). Marketing is adult-only — we never market to children. There are three separate streams, and you control each of them any time in your marketing preferences:

• ClubTitan and your club — product news and club updates. Sent under the PECR “soft opt-in” because you signed up; every message carries a one-tap, no-login unsubscribe that takes effect immediately. Club-to-member marketing through the platform follows the same rules with the same tokenised unsubscribe.
• Other things we build (group) — other products from Dobl Ltd, the company behind ClubTitan (for example our word game Elementle). Sent only with your consent — off unless you turn it on.
• Vetted partner offers (third party) — relevant offers by category (for example kit and equipment). Sent only with your consent, off by default; we tell you the partner categories and we never sell your personal data to them.

Where you are matters: in the UK and EU the consent streams are off until you opt in; in the US they may be on by default and you can opt out at any time. When we can’t tell where you are, we apply the stricter UK/EU model.

Controllers and joint controllers

For your club’s data, the club is the controller and ClubTitan is the processor, acting on the club’s instructions under a data-processing agreement (the club DPA). For your ClubTitan account and our own and group marketing, Dobl Ltd is the controller. Where we and a partner genuinely decide a purpose together we would be joint controllers and would tell you plainly — today no such arrangement is active.

Where your data goes

We use a small number of service providers to run the platform — hosting, database and payment processing (Stripe) — under contracts that bind them to protect your data. We do not sell personal data, and we never will. The full list of sub-processors is published at clubtitan.com/legal/subprocessors.

Accounting connections

A club admin can connect the club’s own accounting software, such as QuickBooks Online, so the club’s books and ClubTitan agree. The admin signs in to the accounting provider and approves the connection there; we never see the provider password. While it is connected, we read the club’s accounts, customers, suppliers and transactions, and, where the club sets it up, we record the club’s payments, receipts and bills in its books. The club is the controller of this data and we act on its instructions. The club can disconnect at any time, in ClubTitan or in the accounting software; disconnecting ends our access at the provider straight away. We do not sell this data or use it for anything other than running the club’s own accounts.

AI help, and what it sends

Some ClubTitan features use AI. Most use our provider, Anthropic: Ask the club, which answers a member’s question about their own club, and the coach’s tools that draft a match report or a training session. On an iPhone with Apple Intelligence, some Ask questions are answered by the phone’s own built-in model, or by Apple’s Private Cloud Compute, which Apple designs so that what is sent is not stored and cannot be read, even by Apple. A coach’s notes about a child are only ever processed on the phone. When a feature does use Anthropic, what you asked or wrote goes to Anthropic, with the club information needed to answer it — for a match report, the match and the players’ first names. We ask you first, once, and nothing is sent until you say yes. You can change your answer in Settings, under Privacy. Only adults are asked: these features are not offered to anyone under 18, or to anyone whose date of birth we do not have. Safeguarding concerns and medical details are never sent. Anthropic does not use what we send to train its models. Tools a club’s administrators use, such as drafting a newsletter, also use AI, on the club’s behalf. If your club connects its own AI account, these features use that account instead. If you connect your own AI assistant (such as ChatGPT, Claude, Copilot or Gemini) to ClubTitan, it can read your own and your children’s details and the club’s fixtures, results and documents — never anyone else’s health, care, safeguarding, contact or payment details. What it reads goes to that assistant’s provider under your own agreement with them, and you can disconnect it at any time. More in our AI transparency statement.

How we see whether ClubTitan is working

As clubs move onto ClubTitan, we keep a few records of how the service is being used, so we can see whether it works and where people get stuck:

• When an invite page is opened in a browser, and which button on it was pressed first: the App Store, Google Play or setting up in the browser.
• That you opened the app that day, with the app’s version and the update it is running, the phone’s operating system and its version, a rough device group (such as an iPhone from 2024–25), the phone’s language, and a random number the app makes for that installation so one phone is counted once. Opening ClubTitan in a browser is noted the same way, without the phone details. We never keep the phone’s name, its advertising or device identifiers, or your accessibility settings.
• How sign-ins on our sign-in pages turn out (a code sent, accepted or wrong), counted per day and type of device, with no person, address or device attached.
• When an availability answer was first given, and how: in the app, on the web, through the link in a message, recorded by a coach, or automatically from time away.

We also note the first time you open the app or the web app, and give your first availability answer, at each club. Our lawful basis is legitimate interests: running the service well means knowing whether people can find the app, sign in and use it. We have weighed that against your interests and kept to what it needs. ClubTitan’s team sees these records only as group totals in our operations console: any group of fewer than five people is hidden, and no one is named. A child’s answers and app opens count in those totals like anyone else’s, and are never used to build a profile of a child or to prompt a child to use the app more.

How long we keep them: the details of an installation, until 13 months after it last opened the app; the sign-in counts, 25 months; the answer facts, as long as the answer itself; the first-time records, while you are a member of that club and for 13 months after; the invite page facts, as long as the invite.

International transfers

We aim to keep personal data in the UK/EU. Where a provider processes data outside the UK/EU, we rely on an adequacy decision or the UK/EU Standard Contractual Clauses (with an International Data Transfer Addendum for the UK), so your data keeps an equivalent level of protection wherever it is handled. The specific locations and safeguards are listed in the sub-processor list.

How long we keep it

Club data is kept for as long as the club uses ClubTitan and instructs us to hold it. The club decides how long each kind of information is kept; unless it sets different periods, these apply:

• Your profile (name, date of birth, contact details, address and photo, for you and the children on your account): kept while you belong to any club on ClubTitan. Leaving one club does not delete it. It is deleted when you ask us to delete it or delete your account, or when your last club leaves ClubTitan and no other club holds you.
• A player's team, and the club's record of their membership: while a member, and deleted 12 months after leaving.
• Availability answers: 12 months after the training session or match.
• Match records and results: kept as the club's history. A player's minutes are deleted with their record.
• Team messages: 2 years. A message you delete or edit is removed from everyone’s view at once; the club keeps a sealed copy of what it said that only its welfare officers can open, for 30 days — or for 2 years when a coach or club official deleted it in a room that reaches a child through their parents.
• Medical notes, medication and emergency contacts: while a member, and deleted within 30 days of leaving.
• Photo consent records: while a member, and for 2 years after.
• A coach's DBS certificate number: 6 months after the welfare officer checks it, then deleted automatically. The dates of their checks and safeguarding courses: while in the role, and for 12 months after.
• Safeguarding concerns and reported messages: not deleted automatically. They are kept under the club's safeguarding policy, as its welfare officer directs.
• Bank details you gave so the club could pay you: until you remove them, deleted when they have not been used to pay you for two years, and deleted with your account.
• Bank details of a business the club pays: kept while the club holds the business's record, and deleted with the club's data when the club leaves ClubTitan. The details a change replaced, and who confirmed the change, go at the same time.
• Blocks between people: 2 years.
• The record of who opened sensitive details: 24 months.
• Records of administrative actions: 6 years.
• Error reports: 90 days.
• Backups: rolling, encrypted copies; a deleted item can stay in them for up to 36 days.

When a club leaves, it can export everything first; we then delete the club's data within 30 days, and the backup copies expire on their own cycle. Account data is deleted when you delete your account, except the minimum we must keep to meet legal obligations. We'll confirm by email within 30 days. We also have our payment providers delete the customer record they hold for you at each club: Stripe, with any saved cards, and GoCardless, with your bank details, after cancelling any Direct Debit still set up. Each keeps its own records of past payments, refunds and disputes, which it must hold to prevent fraud and meet the law. Bank details you gave the club so it could pay you are deleted from ClubTitan with your account.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, object to or restrict processing, and take your data elsewhere. Export is built into the product — clubs and members can download their data in open formats at any time, without asking us. For anything else, including subject access requests, contact privacy@clubtitan.com. Where we process data on a club's behalf, we'll pass your request to the club and help them answer it. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

To delete your account, with or without the app, see how to delete your ClubTitan account.

If you want to complain

If you are unhappy with how we have used your personal data, please complain to us first. We acknowledge every complaint within 30 days and keep you informed until it is settled. Our complaints and appeals procedure explains how, and what happens next. You can still go to the Information Commissioner's Office at any time.

Changes to this notice

If we change this notice in a way that matters, we'll tell clubs and members directly — not bury it. Last updated November 2026.