Legal & Safety pages
Who we are and who this policy covers
RugbyDiva is the trading name of [TO BE COMPLETED — legal entity name], the data controller responsible for your personal data. Our ICO registration number is [TO BE COMPLETED].
This policy applies to everyone who uses RugbyDiva: children, parents and guardians, adult players, club managers, coaches and staff. We also provide a child-friendly Children's Privacy Notice.
What personal data we collect and why
Account information: name, email, date of birth, and role. We use this to create and manage your account and to apply age-appropriate features.
Parent/guardian information: parent name, email and phone, linked to a child's profile. We use this so a parent can manage their child's participation and consent.
Children's information: a child's name, date of birth, age group, team and limited rugby interests. Children do not need to provide contact details; we collect those from the parent. We do not make a child's personal or contact information public.
Club information: club name, location, age groups and contact details, provided by verified club managers and shown in our public directory.
Event information: festival and event details created by managers; attendance responses so families and managers can plan safely.
Attendance: a parent's response (attending / not attending / maybe) for a team event, so coaches can plan sessions safely.
Messages: the content of direct messages, to deliver the service and to review where a safeguarding concern is reported.
Photos and videos: images uploaded with parental consent, for team areas, club pages and (only where consent is given) public pages. See our Photo & Video Consent policy.
Marketplace information: Preloved listing details, messages between buyer and seller, and order records. We use these to run the marketplace and resolve disputes.
Payment information: payments are processed by Stripe. RugbyDiva does not collect or store your card details. We store order and commission records needed to run the marketplace and shop.
Lawful bases
We rely on: performance of a contract (to run your account and the services you use); legal obligations (including safeguarding and tax records); legitimate interests (such as platform security and preventing fraud, balanced against your rights); and consent (for example photos and marketing).
Where we rely on consent you can withdraw it at any time, and withdrawing consent does not affect processing that has already happened.
Analytics and cookies
We use analytics to understand how the platform is used and to improve it. We use cookies as described in our Cookie Policy. We do not use analytics in a way that allows us to identify or profile individual children.
Advertising
Advertising on RugbyDiva is labelled. We do not sell children's personal data and do not serve behavioural advertising based on children's private data. See our Advertising & Sponsorship Policy.
Safeguarding and fraud/security information
Where a safeguarding or safety concern is reported, we may process relevant information — including messages, reports and account details — to investigate and protect people, especially children. We may share information with authorities where there is a risk of harm or a legal obligation.
We also process limited information to detect fraud and keep the platform secure.
Data retention
We keep personal data only as long as needed, and in line with our Data Retention policy. Safeguarding records and financial/transaction records are kept for longer where the law requires it.
Data sharing
We share data with: Stripe (payments); analytics and email providers; authorities where there is a safeguarding concern or legal obligation; and, in limited cases, club managers and coaches who need team information for their role. We do not sell your personal data.
International transfers
Some providers process data outside the UK. We rely on appropriate safeguards, such as UK adequacy decisions or standard contractual clauses, where required. [TO BE COMPLETED — confirm transfer arrangements with each provider].
Your rights
You have rights to access, correct, delete and restrict processing of your data, to object to processing, to data portability, and to withdraw consent. For children, these rights are usually exercised by a parent or guardian.
Deletion and access requests and complaints
To make a request, contact us using the details below. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk. We would welcome the chance to help first.
Contact
Our privacy contact is [TO BE COMPLETED]. See the Legal Contact box below.