Privacy notice

This explains what we do with personal data. It covers two different relationships, and the difference matters for who is responsible for what.

Who is responsible for what

For your club’s own records — your players, their guardians, your officials — the club is the controller and we are the processor. The club decides what to collect and why; we hold and process it on the club’s instructions in order to run the service.

For the account of the person signing in — name, email, sign-in and security records, billing — we are the controller.

Where we are the controller, that is Digital Nature Ltd, registered office 10 Glenholme Road, Farsley, Pudsey, England, LS28 5BY. Contact: hello@lekkin.com.

What we hold

Account details — name, email address, password (hashed, never readable), and multi-factor settings where used.
Club records — clubs, teams, squad membership, roles and permissions.
Player records — name, and whatever else the club chooses to record, including a date of birth where the club holds one, and any fields of its own the club adds, such as a shirt size or a school. The club decides which of its people can see each of those fields.
Guardian links — where a player is reached through a guardian, the relationship between the two and the guardian’s contact details.
Consents — whether a player, or their guardian, has acknowledged this notice, agreed to photography and filming, and read their club’s code of conduct, with the wording they agreed to and when.
Football activity — fixtures, availability answers, results, and match events such as goals and cards.
Bookings — who has hired a pitch, when, and whether it is paid.
Devices you allow to notify you — when you turn on notifications in an app, the address your phone or browser’s push service gives that device, with the keys to send to it, and which app it is for. Nothing else about the device. It is deleted when you turn notifications off, sign out of that device, or the push service tells us the device is gone.
Team messages — what a team’s coaches post and the replies to it, who wrote each one and when, who has read up to where, and any report or hiding of a post, with its reason. Messages are never copied into emails or the audit log.
Operational records — sign-in activity and an audit log of significant actions, kept so that who changed what can be established if it is ever questioned.

A note on age: where a date of birth is held it is used to display an age group. It is not used to decide what anyone is allowed to do. Whether a player is reached through a guardian is a relationship the club records, not something we infer from a birthday.

Who signs in. Signing in to LEKKIN, including the Player Hub from the App Store or Google Play, is for guardians, adult players and players aged 13 and over. A younger player is reached through their guardian, who uses the Player Hub for them. The Team Hub, for the people who run a team, is listed in the stores for those aged 16 and over. That is what we tell the app stores; as above, the apps themselves don’t check anyone’s age.

Health information. Two kinds can be held, both as the club’s records. Injuries: a team’s staff, or the player or their guardian, can record that a player is injured, what is wrong and when they expect to be back, so the team knows who is available. Only the player, their guardian, their teams’ managers and coaches, and the club’s admins, team management and welfare officer can see them; other players never can. And anything a club chooses to record in fields of its own, such as medical notes. For both, the club is responsible for having a lawful reason and a condition for holding health information, for recording only what it needs, and, for its own fields, for choosing who at the club can see them. Neither is ever given to an integration or an AI assistant.

Why we hold it, and on what basis

To provide the service — performance of our contract with the club, and the club’s legitimate interest in running itself.
To send service messages — fixture changes, availability requests, booking confirmations. These are part of the service rather than marketing.
To keep the service secure — our legitimate interest in preventing unauthorised access.
To take payment for paid add-ons — performance of contract, and our legal obligation to keep tax records.

We do not sell personal data and we do not share it with other clubs. We use a small number of providers to run the service — hosting, email delivery, and payment processing for our own subscription charges — and, on this website only and only if you accept analytics cookies, Google. Each acts on our instructions.

If you turn on notifications on a phone or computer, each one is delivered through that device’s own push service: Apple’s for an iPhone, iPad or Mac, Google’s for Android and Chrome, Mozilla’s for Firefox. It is encrypted so that the push service cannot read it, and it says only who and where (for example “Coach Carter posted in Riverside FC Under 12s”), never what somebody wrote.

Payments your club takes settle to the club’s own Stripe account. That data is handled by the club and Stripe, not by us.

Integrations your club connects

A club can connect its own systems to LEKKIN through our API: its website, a membership system, a booking form. The club decides what to connect, what it may see and change, and where the data goes. The system it connects is the club’s choice and the club’s processor, not ours, and data it receives is held under the club’s own arrangements with whoever runs it.

What an integration can receive is deliberately narrow:

A player is a name and a squad number. An integration is never given a date of birth, a guardian’s contact details, consent records or anything medical.
Bookings are the time, the pitch, whether they are confirmed and which match they are for — not who booked or what they paid.
Webhooks — the messages we send to a club’s system when something changes — carry no personal data at all: only what kind of change it was and where to look it up. The club’s system then asks for the details with its own key, and is only given what that key allows.
Each connection is limited to what the club gave it, and can never be given more than the person setting it up could see themselves. Giving a connection access to real data requires two-factor sign-in, and the club can switch a connection off at any time.

We keep a record of every change a connection makes, and which key made it, so a club can see what its systems have done.

AI assistants you connect

If your club allows it, a person at the club can connect an AI assistant they use, such as Claude, to their LEKKIN account and ask it to do club work as them. The club chooses whether to allow this, and it is off until the club switches it on. The person chooses which clubs it may use and whether it may make changes.

What the assistant reads is sent to the company that runs it — for Claude, that is Anthropic — and is handled under that company’s terms. We do not send it anywhere else. We are not responsible for what that company does with it.

It sees as little as it needs about people: names and squad numbers, availability answers but not the notes people add to them, and the name on a booking. It is never given contact details, dates of birth or addresses.
It can only do what the person can do themselves, at the clubs they chose. It cannot move money, change who has access, or send messages of its own to the club’s members.
Everything it does is recorded in the club’s history as the person, via the assistant.
It can be stopped at any time: by the person, from their account, or by the club, for every assistant at once.

Where it is held

In the United Kingdom or the European Economic Area. Where a provider processes data elsewhere, an approved transfer mechanism is in place.

How long we keep it

Club records are kept while the club uses LEKKIN, and deleted on request or within a reasonable period after the club stops. A player’s consents are kept while they play for the club, and deleted 12 months after they leave. Changing an answer takes effect straight away; the earlier answer is kept as a record until then. Team messages are kept for two years from when they were written, or six years where anything in the thread was reported or hidden, so that a safeguarding concern raised late can still be looked into; when an account is deleted, its messages stay, without the name. Records we must keep for tax are kept for six years. Audit and sign-in records are kept for as long as they are useful for security, and no longer.

Rights

Anyone whose data is held has the right to ask for a copy, to have inaccurate data corrected, to have data erased, to restrict or object to processing, and to receive it in a portable form.

You can delete your own account at any time, from Account in any LEKKIN app. It signs you out everywhere and removes your name, email address, date of birth and photo, and your access to every club. What a club must keep stays, without your name: payments (for six years), consents you gave, match records, and what you wrote in team messages.

If the data is your club’s record of you — as a player, a guardian or an official — ask the club first, because the club decides what it holds. Ask us if you cannot reach them, or if it concerns your sign-in account, and we will help.

You can also complain to the Information Commissioner’s Office at ico.org.uk.

Cookies

This website uses Google Tag Manager to load Google's analytics, which tells us which pages people find useful. It only sets analytics cookies if you press Accept on the cookie banner. Until then, and if you press Reject, nothing is stored on your device except a note of your choice, so we don't ask again. You can change your mind at any time with Cookie settings at the foot of any page.

The apps you sign in to set two cookies: one that keeps you signed in, and one that remembers whether you chose light or dark mode. Neither is used to track you. If you pay for a booking by card, the payment form is Stripe’s, and Stripe may set its own cookies to prevent fraud.

Changes

If we change this notice materially we will tell affected clubs before it takes effect.