01Who we are
Ruckr is the rugby club software service operated as Ruckr Rugby (“Ruckr”, “we”, “us”). Contact [email protected] about the service, these documents or Ruckr’s handling of personal information. Your club is a separate organisation; its name and contact details should appear in its own policies.
02Club decisions and Ruckr’s responsibilities
A club generally controls the information it collects to run memberships, teams, fixtures, communications, payments, welfare and events. It decides the purposes, lawful bases, authorised recipients and retention periods. Ruckr processes those club records on documented instructions under the data processing agreement.
Ruckr separately controls information it needs to run its own service, including account administration, subscriptions, support, security, abuse prevention and legal compliance. A payment, identity or social provider may also have independent responsibilities. Roles depend on what each party actually does, not just the label in a policy.
A club’s privacy notice, membership rules or consent request does not replace Ruckr’s notice, waive an individual’s rights or transfer Ruckr’s own legal duties to the club. Each organisation remains answerable for the processing and conduct for which it is responsible.
03Information used for club life
A club may record your chosen and registration names, contact details, date of birth where needed, emergency contacts, memberships, teams, qualifications and roles; availability, selection, attendance and performance; messages and documents you contribute; and fees, orders and payments. Information can come from you, a guardian, an authorised club officer or a connected club/event workflow.
Optional or sensitive features can involve health and injury information, wellbeing answers, welfare concerns, photos, video and imported workouts. The club must tell you which fields are necessary, why it needs them and what happens if you do not provide them. Do not supply another person’s private information unless you have an appropriate reason.
04The club’s lawful basis and sensitive information
The club must identify a lawful basis for each purpose, such as a membership contract, a relevant legal obligation, a properly assessed legitimate interest or consent. A general claim that information is useful to rugby is not a lawful basis. Health and other special-category data also require an applicable additional condition; criminal-offence information has separate requirements.
Optional medical sharing and media uses may ask for explicit or specific consent. Safeguarding, urgent care or the retention of an incident record may instead need a different lawful basis and condition. Your club must explain that distinction and must not present a necessary legal duty as an optional choice it will ignore.
05Who sees what inside the club
Access depends on role, scope, your preferences and the feature. Teammates can see the team information needed to take part; coaches see relevant availability and coaching records; membership and finance officers see records for their jobs. Sensitive medical and welfare workflows have additional access restrictions and access records.
Ask your club who holds each role and review You › Who sees you and You › Consents. A broad committee role should not be treated as permission to browse every medical or safeguarding record. An access log supports oversight but does not prove that every use was justified.
07Your own connections and choices
You choose whether to enable phone notifications, use a wallet pass or calendar feed, open a maps provider, use optional sign-in or share eligible workout data. Device permissions control the connection; the club’s notice explains its use of imported records. Keep private calendar/feed links and exported files secure.
Adult workout sharing reads the selected workout fields from Apple Health or Health Connect. It does not require sharing your full health history. You can stop future syncing and separately remove imported workouts through the available controls. A club must not assume every player has enabled the connection.
08Changes and the version you are shown
Each document shows its version date and review status. Material changes must be explained to the people affected before the new processing begins, with any further notice required by law. A public page is the current explanation; an acceptance record must identify the exact document or notice shown at the time.
Reading a privacy notice acknowledges information; it is not blanket consent. Where a club relies on consent for a changed purpose, recipient or activity, it must obtain a fresh, specific choice before that new use. Silence, continued membership and an earlier yes do not authorise an expanded consent-based purpose. Necessary processing based on a different lawful basis must be assessed and explained separately.
09Withdrawing or declining
You can decline an optional consent or withdraw it for future processing. Tell the club if a use continues after withdrawal. The consent ledger keeps each answer with the notice version it was given to, as evidence. When a club changes a notice, the people who said yes are shown the new version and asked again; a club must not treat an earlier answer as agreement to a new purpose.
A privacy-notice read receipt is not consent to all club processing. Declining an optional use should not remove unrelated access without a lawful and proportionate reason. Some essential participation information or independently justified records may still be needed; the club must explain the consequence and basis rather than silently changing it.
10Retention, leaving and deletion
Club records follow the club’s documented retention schedule, the purpose for keeping each record and any applicable legal, safeguarding, accounting or dispute obligations. The app’s default periods and minimum settings are product controls, not a statement that every club is legally required to retain every record for that length of time. A club must review their suitability and contact Ruckr if a valid erasure request or legal requirement needs a different approach.
Closing a sign-in account, ending membership, withdrawing a permission and erasing a club record are different actions. Some records can be removed; others must be restricted or retained for a justified purpose. A child’s club record is not automatically erased when a parent deletes their own account or when the child removes their sign-in.
Local account closure and a provider’s deletion can finish at different times: the Ruckr record is removed first, and the sign-in held by the authentication provider and any stored files follow. Copies a provider keeps under its own terms are covered by that provider’s notice.
Exports, emailed files, calendar copies, published social posts and a recipient’s own records do not disappear when the original is removed from Ruckr. The controller must address those copies too. Backup copies remain protected and expire through the applicable backup cycle; they must not be restored for ordinary use in a way that defeats an erasure decision.
11Providers and international processing
The provider register separates core service infrastructure, sharing enabled by a club, and connections chosen by an individual. It explains the data, purpose, choice and provider role for each. An optional connection does not give that provider general access to a club’s records.
The main application database and API are configured in London. Uploaded object files use EU storage. This is not a promise that all processing stays in the UK: authentication, email, payments, device services, optional integrations and provider support can involve other countries.
Restricted international transfers require an applicable adequacy arrangement or appropriate contractual safeguards, together with any necessary transfer assessment and supplementary measures. A provider’s country or a privacy-policy link is not, on its own, a transfer safeguard. Clubs can request information about the relevant arrangements from Ruckr, subject to protection of confidential security and contractual information.
12Your choices, requests and complaints
Depending on the processing and its lawful basis, you can ask for access, correction, erasure, restriction or a portable copy; object to processing; and withdraw consent for future use. These rights have conditions and exceptions. Withdrawal does not undo lawful processing before withdrawal, and a request cannot require disclosure of another person’s confidential information.
Use You › Your data and You › Consents where available, or contact the club about its records. Contact Ruckr about your service account, security or support records. If you are unsure who should respond, contact us and we will help route the request. We may need proportionate identity checks; we will not ask for more identification than is necessary.
The responsible controller must respond within the applicable statutory period, normally one month, and explain any permitted extension or restriction. You can complain to that controller and to the UK Information Commissioner. Urgent safeguarding reports should follow the safeguarding routes instead of waiting for a privacy request.