Privacy policy
Last updated 1 October 2026
The short version
- When you buy a licence we keep your email address so we can send your key and help you.
- When you use cloud backup or the live hub, your tournament data is stored on our servers.
- We don't sell your data, run advertising, or use tracking or analytics cookies.
- We don't collect names or photos of players or supporters.
Who is responsible for your data
Mick Dooler, trading as Grassroots Software, is responsible for the personal data described in this policy. Our address is 6 Herbaceous Court, Crofton, WF4 1FF, and you can contact us at grassrootstournamentsoftware@gmail.com.
One point worth knowing: if you are a tournament organiser and you enter team contact details (such as a team manager's email address), you decide what to enter and why, so you are responsible for that data. We store it on your behalf, only to provide the services you use.
What we collect and why
| What | When | Why | Our legal basis |
|---|---|---|---|
| Your email address. Stripe collects your name, billing details and payment details. We never see your card number. | When you buy a paid licence | To send your licence key and receipts, to give support, and to keep tax and accounting records | Contract, and legal obligation |
| Licence key, plan, activation date and expiry date | When you activate the software | To check your licence and apply your plan's limits | Contract |
| A random tournament ID and your tournament name | When the software first runs and activates | To link your licence and backups to your tournament | Contract |
| Tournament backup: team names, age groups, schedule, results, team colours and any team contact emails you entered | When you use cloud sync or backup | To restore your tournament if your computer fails, and to power the hub | Contract |
| Hub data (Elite): standings, fixtures, scores, tournament name, optional logo and referee PIN. This is visible to anyone with the hub link, apart from the PIN. | When you sync to the hub | To run the live hub | Contract |
| Referee score submissions: the match, the score and the time | When a referee submits a score | To show the score on the hub and in your app | Contract |
| Your email address and anything you write to us | When you email support or send a suggestion | To reply, give support and consider your ideas | Legitimate interests |
| Technical data such as your IP address and details of each request | Whenever you use the website, activation or the hub | To keep our services secure, prevent abuse and keep them running | Legitimate interests |
Cookies and tracking
This website and the hub don't set cookies, don't use analytics and don't track you across other sites. They do load fonts from Google Fonts, which means your browser contacts Google and your IP address is shared with Google when a page loads.
Who we share data with
We use a small number of providers to run the service. We don't sell your data.
- Stripe takes payments.
- Cloudflare hosts our website, the licence service and the hub.
- Turso hosts our database. It is located in Ireland.
- Resend sends the email containing your licence key.
- Google Fonts supplies the fonts, as described above.
Some of these providers are based in, or process data in, the United States. Where personal data is transferred outside the UK, we rely on recognised safeguards such as the UK extension to the EU-US Data Privacy Framework or standard contractual clauses.
How long we keep it
- Purchase and licence records: for as long as tax and accounting law requires, which is typically around six years.
- Tournament backups and hub data: we don't currently delete these automatically. They are kept until you ask us to remove them, so please tell us when you no longer need yours.
- Technical logs: held by Cloudflare for a short period under its own retention settings.
Your rights
You have the right to ask us for a copy of your personal data, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. To use any of these rights, email grassrootstournamentsoftware@gmail.com. We will reply within one month.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.
Children
The software is for adult tournament organisers and is not aimed at children. It is built around team names and scores, not individual players, and we ask organisers not to enter children's personal details. We don't knowingly collect personal data from children.
Security
Data travels between the software, the website, the hub and our servers over encrypted (HTTPS) connections, and access to our systems is restricted. No system is completely secure, so we can't guarantee absolute security.
Changes to this policy
If we change how we use your data, we will update this page and the date at the top.