Scoreboard Solutions privacy policy

1. About this policy

This privacy policy explains how personal information is handled when you use the Scoreboard Solutions mobile application, website, club administration services, competition and tournament services, live scoring, scoreboard displays and kiosk services.

Scoreboard Solutions provides digital services that allow bowls clubs and event organisers to manage members, competitions, tournaments, fixtures, events, scoring, results and associated club activities.

This policy applies to registered users, players, club members, club officials, administrators, guests and other individuals whose personal information is processed through the Scoreboard Solutions platform.

2. Who is responsible for your information

Scoreboard Solutions is operated by Scoreboard Solutions LTD, trading as Scoreboard Solutions. Company number: 17377817. Registered/business address: Eastham Hall, 109 Eastham Village Road, Eastham, Wirral, United Kingdom, CH62 0AF. Email: contact@scoreboard.solutions.

The organisation responsible for your personal information depends on the processing activity. Data-protection roles can differ for different parts of the service.

Scoreboard Solutions as controller

Scoreboard Solutions will normally act as the data controller for the creation and administration of your Scoreboard Solutions platform account, authentication and account security, service communications, technical and security logging, support records, platform abuse prevention and other processing where Scoreboard Solutions decides why and how the information is used.

Clubs as controllers and Scoreboard Solutions as processor

Where a bowls club creates or manages member records, approves club membership, enters people into competitions, manages fixtures, records scores or results, or decides what club information is published, the club will normally act as the data controller for that information. Scoreboard Solutions will normally process that information on the club's behalf in accordance with the services we provide, our agreement with the club and the club's lawful instructions.

Where your request relates to information controlled by a club, we may refer the request to the club or work with the club to respond. Your club may also provide its own privacy notice explaining how it uses your information.

3. Public availability, account creation and club access

The Scoreboard Solutions mobile application may be available for anyone to download from a public app store. Downloading the application does not by itself make a person a member of a bowls club and does not provide access to a club's member information.

Scoreboard Solutions controls creation of the underlying platform account and the platform-wide account and security rules. A user may be required to verify an email address and accept the current Terms of Use and be provided with this privacy policy before using account-based features.

Club access is separate from platform-account creation. Depending on the features enabled by a club or event, a user may join or access club functions through an invitation, joining code, QR code, membership request or approval by an authorised club administrator.

Users must not be able to self-assign privileged club roles such as club administrator or competition administrator unless that role has been granted through an authorised process. Scoreboard Solutions may also suspend or restrict platform access where reasonably necessary to protect users, clubs, the service or the security of the platform.

4. Information we collect

Account and identity information

• name;
• email address;
• username, display name or other account identifier;
• club association and membership status;
• account role and permissions;
• authentication and account-security information required to sign in, verify or recover an account; and
• guest participation information where guest access is enabled.

Competition, tournament and sporting information

• competitions and tournaments entered;
• teams, opponents and player associations;
• fixtures and rink assignments;
• match dates and times, including proposed or arranged match times;
• match and competition status;
• scores, results, standings and rankings;
• competition progression, section results, knockout progression and winners; and
• historical competition and match records.

Event and uploaded content

Club administrators or event organisers may upload event information, images, sponsorship material or other content. Where an uploaded image or other content identifies a person, that content may also be personal information. The person or organisation uploading the content is responsible for ensuring that it is lawful and appropriate to use.

Device, security and technical information

• IP address;
• device and browser type;
• operating system and application version;
• login, session and service timestamps;
• security, error and diagnostic logs;
• device or session identifiers necessary for service operation; and
• other limited technical information required to secure, troubleshoot and operate the service.

These technical records are used for operation, security and troubleshooting. They are not used to build advertising profiles.

Push notifications

If you enable push notifications, we may process a device notification token and related technical information needed to deliver notifications. You can disable notifications through your device settings. A token may be replaced, invalidated or removed when it is no longer required.

Support and communications

If you contact Scoreboard Solutions, we may retain your name, email address, message, support history and relevant technical information so that we can investigate and respond.

5. Where we obtain information from

Information may be provided directly by you, by your club or an authorised club administrator, by an event organiser, by another authorised participant or official recording a fixture or score, or automatically by the application or website where necessary to operate and secure the service.

Where a club provides Scoreboard Solutions with personal information about you, the club is responsible for ensuring that it has an appropriate lawful basis for collecting and using that information.

6. Camera and QR-code access

The mobile application may request access to your device camera to scan a QR code or joining/activation code. QR codes may be used to join or enter a club, competition, tournament or event where that feature has been enabled.

Camera access is used only to read the code. Images from the camera are not uploaded to or stored by Scoreboard Solutions as part of the QR-code scanning process. You can control camera permission through your device settings.

When a QR code links your account to a club, competition, tournament or event, the relevant organiser or club may receive the account details necessary to process that entry or association. The app should make this clear before the action is completed where appropriate.

7. How we use personal information

• create, authenticate, secure and administer Scoreboard Solutions accounts;
• connect users to clubs, competitions, tournaments and events through approved workflows;
• operate fixtures, draws, scorecards, live scoring, standings, competition progression and results;
• display appropriate club, competition, event and scoring information to authorised users or public displays where configured;
• send invitations, account recovery messages, service notices and optional push notifications;
• provide technical support and investigate faults;
• protect accounts, users and the platform from misuse, fraud, security incidents and unauthorised access;
• maintain appropriate historical sporting records where a club has a lawful reason to retain them; and
• comply with legal, regulatory, accounting or dispute-resolution requirements where applicable.

8. Lawful bases for processing

We only process personal information where there is a lawful basis to do so. The appropriate basis depends on the processing activity and the role in which Scoreboard Solutions is acting.

Where Scoreboard Solutions relies on legitimate interests, those interests are considered against the rights and freedoms of the people whose information is being used. Where we rely on consent, consent can be withdrawn at any time. Withdrawal does not affect processing that was lawful before withdrawal.

9. Club membership, roles and approvals

A Scoreboard Solutions account is not the same as club membership. A club decides who is a member of that club and which club-specific permissions or roles a person should receive.

A user may request to join a club or accept an invitation, but the club may approve or reject that request. Until approval is granted, the user should not receive member-level access to that club's personal information or club-only functions.

Privileged roles should be granted only by an authorised administrator or, for the initial club owner/administrator, through an authorised Scoreboard Solutions onboarding process. This is intended to maintain a clear chain of authority and reduce unauthorised access.

10. Guest access and event participation

Some competitions or tournaments may allow guest participation without requiring a permanent club membership. Guest access may be provided through a QR code, event code or other controlled entry method.

We will only collect the information reasonably necessary for the guest to participate in the event and for the organiser to operate the competition. Guest information may include a name, temporary participant identifier, event association and sporting result.

Where a guest later chooses to create a full Scoreboard Solutions account, any linking of guest activity to that account should be made clear to the user.

11. Competition results, live scoreboards and public displays

Some club or event information may be displayed on live scoreboards, kiosk screens, event pages or public-facing competition views. Depending on the visibility selected by the relevant club or organiser, this may include player or team names, fixtures, scores, results, standings and competition progression.

A club or event organiser is responsible for deciding whether its competition information should be visible only to authorised users or made available on a public scoreboard or event display, and for ensuring that it has an appropriate basis for that publication.

Where practical, Scoreboard Solutions should provide visibility controls such as club-only, participant-only or public display settings so that publication is a deliberate choice rather than an unintended consequence of creating a competition.

Public display of a sporting result does not automatically make other account or contact information public. Email addresses, authentication information and other private account details are not intended to appear on public scoreboards.

12. Who can see your information

Information is made visible only to the extent required for the relevant Scoreboard Solutions function and the permissions configured for the club or event.

Other club members may see names, teams, opponents, fixtures, scores, results, competition positions and similar sporting information where appropriate.

Club officials and authorised administrators may have access to additional information needed to administer members, competitions or accounts, including contact details where their role requires it.

Public viewers may see the limited competition, event or scoreboard information that a club or organiser has deliberately configured for public display.

Scoreboard Solutions personnel and authorised contractors may access personal information only where reasonably necessary for support, security, maintenance, administration or legal compliance.

Authentication credentials are not intended to be visible to other members, club administrators or public viewers.

13. Service providers and subprocessors

We use trusted service providers to operate and support Scoreboard Solutions. Depending on the service configuration, these may include providers of cloud hosting, databases and storage, email delivery, push notifications, application distribution, monitoring, security and technical support.

Our primary cloud infrastructure is hosted using Amazon Web Services (AWS). Email delivery is provided using Amazon Simple Email Service (Amazon SES). Where mobile notifications are enabled, information required for delivery may also be processed by the relevant mobile platform or notification provider.

Where a supplier processes personal information on our behalf, we require appropriate contractual, confidentiality and security arrangements and we limit the information provided to what is necessary for the service.

We do not sell personal information and do not provide member information to other organisations for their own advertising purposes.

14. App stores and mobile platform providers

If you download the Scoreboard Solutions application through an app store, the app-store provider may process information about the download, your device or your store account under its own terms and privacy policy. Scoreboard Solutions does not control the information that an app-store provider independently collects for operation of its marketplace.

Apple, Google and other mobile platform providers may also process technical information necessary to provide operating-system functions, push notifications or application distribution. Their independent processing is governed by their own privacy notices.

15. International transfers

Scoreboard Solutions is designed to use cloud services configured in the United Kingdom and European Union where appropriate. Some technology providers or support services may operate internationally or process limited information from other countries.

Where personal information is transferred outside the United Kingdom and the transfer is restricted under UK data-protection law, we will use an appropriate lawful transfer mechanism, such as applicable adequacy regulations or approved contractual safeguards.

16. Security

We use technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, misuse or disclosure. Measures may include encrypted connections, authentication controls, role-based access, restricted administrative access, secure infrastructure configuration, logging and monitoring, backups and recovery arrangements.

No online service can guarantee absolute security. We review security measures as the service develops and limit access to personal information to people who have a legitimate operational need.

Where Scoreboard Solutions processes club information on behalf of a club, we will assist the club with applicable personal-data breach obligations in accordance with our contractual and legal responsibilities.

17. Cookies, local storage and similar technologies

The website and web applications may use cookies, browser storage or similar technologies where they are necessary to keep a user signed in, maintain a secure session, remember essential settings, authenticate a device or kiosk, protect the service or provide functionality requested by the user.

We do not currently use these technologies for third-party behavioural advertising. If optional analytics or other non-essential technologies are introduced, appropriate notices and consent controls will be provided where required.

18. Advertising, analytics and tracking

There is currently no third-party behavioural advertising within the Scoreboard Solutions mobile application. We do not currently use club-member information to build behavioural advertising profiles or sell information for advertising purposes.

We do not currently use third-party behavioural analytics to track members for marketing purposes. This does not prevent us from collecting operational, diagnostic, availability and security information that is reasonably necessary to operate, protect and troubleshoot the service.

If this changes materially, this policy will be updated and additional consent or controls will be provided where legally required.

19. Retention and account deletion

We retain personal information only for as long as reasonably necessary for the purpose for which it is being processed, taking account of legal, contractual, security and sporting-record requirements.

Platform accounts

Account information may be retained while an account is active and for an appropriate period afterwards where necessary to complete closure, prevent misuse, investigate security incidents, resolve disputes or meet legal requirements.

Where you ask for your account to be deleted, it is closed immediately and can no longer be used to sign in. Your name, email address, username and sign-in credentials are then permanently deleted 30 days later. The 30-day period exists so that a request made in error can be reversed: signing in again during that period restores the account. After it has passed, the account cannot be recovered.

Club-controlled information

Where information is processed on behalf of a club, it will normally be retained for as long as the club uses Scoreboard Solutions and in accordance with the club's instructions, applicable law and the club's own retention requirements.

Competition history

Deleting a Scoreboard Solutions account does not necessarily require deletion of every historical sporting result. Competition and match results may form part of a club's legitimate historical record and can also affect the records of other players, teams and competitions. Where appropriate, identifying information may instead be removed, anonymised or otherwise limited while preserving the integrity of the historical record.

Logs, support records and backups

Security, diagnostic and support information is retained only for as long as reasonably required for security, troubleshooting, service operation or dispute handling. Personal information may remain temporarily in protected backups after deletion from the active service and will be removed through the normal backup-retention cycle.

Notification tokens

Push-notification tokens are retained only while required to provide notifications or until they are replaced, invalidated or no longer associated with the service.

20. Your data-protection rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• ask whether personal information about you is being processed and obtain a copy;
• ask for inaccurate or incomplete information to be corrected;
• ask for personal information to be deleted in applicable circumstances;
• ask for use of your information to be restricted;
• object to certain processing, including processing based on legitimate interests;
• receive certain information in a portable format where the right applies;
• withdraw consent where processing is based on consent; and
• raise concerns about solely automated decision-making where applicable.

These rights are not absolute. For example, a club may have a lawful reason to retain a historic sporting result even after an account has been closed.

You may contact Scoreboard Solutions at contact@scoreboard.solutions. If your request concerns information for which your club is the controller, we may forward the request to the club or assist the club in responding. We may need to verify your identity before releasing or changing personal information.

We will respond without undue delay and normally within one month. In certain complex cases or where several requests are made, the law may allow the response period to be extended.

21. Children and junior members

Scoreboard Solutions is designed for bowls clubs and event participants and may be used by junior members. Because the application can be downloaded publicly, we recognise that children may access the service even though it is not designed as a general-purpose children's social platform.

Clubs and event organisers must only create, approve or use junior-member accounts where they have an appropriate lawful basis and have followed their safeguarding and data-protection responsibilities.

Where appropriate, a parent or guardian should be involved in a junior member's access. If Scoreboard Solutions relies on consent to provide an online service directly to a child under 13, the consent must be provided or authorised by a person with parental responsibility as required by UK law.

We do not use junior-member information for behavioural advertising or marketing profiling. Access and sharing for junior users should be limited to what is necessary for club membership, event participation, fixtures, scoring and competition functions.

If we become aware that a child's personal information has been provided or used inappropriately, we will work with the relevant club and, where appropriate, the parent or guardian to address the issue.

22. Automated competition functions

Scoreboard Solutions uses automated functions to perform ordinary sporting and administrative tasks, such as creating draws, calculating standings and score differences, determining competition progression and applying configured competition rules.

These functions may determine sporting outcomes within a competition, but they are not intended to make decisions about an individual that produce legal or similarly significant effects under data-protection law. We do not use personal information for behavioural profiling or automated advertising decisions.

23. Special-category and unnecessary information

Scoreboard Solutions is not designed to require sensitive personal information such as health information, racial or ethnic origin, religious beliefs, political opinions, trade-union membership, biometric data for identification, or information about a person's sex life or sexual orientation in order to provide ordinary scoring and competition functions.

Users, clubs and administrators should not upload or enter sensitive or unnecessary personal information into free-text fields, event descriptions, images or other content unless there is a genuine operational need, an appropriate lawful basis and the information is handled in accordance with applicable law.

24. Changes to this policy

We may update this privacy policy when the Scoreboard Solutions service, our suppliers, our processing activities or applicable legal requirements change. The latest version will be made available through the Scoreboard Solutions website or application and the date at the top of this policy will be updated.

Where a change materially affects how personal information is used, we will take reasonable steps to bring the change to the attention of affected users before the new use begins where required.

25. Complaints and contact details

If you have a concern about how your personal information has been handled, please contact us first so that we can investigate. If your club is responsible for the information concerned, you may also raise the issue directly with the club.

You also have the right to complain to the Information Commissioner's Office (ICO), the United Kingdom's data-protection regulator, at ico.org.uk.