Pilot privacy notice

What this notice covers

This notice describes the current private-beta service for university sports clubs. The beta is being used to manage club workspaces and to test the service before a wider commercial launch.

The final operator legal name, service address and dedicated privacy contact have not yet been established. Those details must be added before wider or paid launch. This page therefore does not invent a company or address that does not yet exist.

Who is responsible for club data

For information a club, Students' Union or university chooses to place in its workspace, the organisation that decides why and how that information is used will normally be the controller. The Wadmin service is intended to act as a processor for that workspace data when it handles the information on the controller's instructions.

The exact controller needs to be confirmed for each pilot. Wadmin may separately act as a controller for its own account administration, security, service operation, enquiries and future billing records.

Information used by the service

The enquiry form can collect your name, email address and club details you choose to provide. User accounts use an email address and authentication information for sign-in and security.

A club workspace can contain player names, teams and squad assignments, fixtures, results and match events, calendars, committee tasks, membership administration and finance records entered by authorised users. Roster imports accept player names and optional team/squad names.

The standard service is not designed for passwords, medical records, payment-card information, criminal-offence information or other special-category/highly sensitive information. Do not upload that information unless a specific approved feature and lawful process has been put in place first.

Why information is used

Information is used to provide and secure accounts, operate each club workspace, manage the features a club asks to use, answer enquiries, prevent misuse, investigate faults and maintain the service.

Where Wadmin acts as a processor, the relevant controller is responsible for identifying its lawful basis for the workspace processing. Where the service operator acts as a controller, the intended bases are the performance of a contract where processing is necessary to provide an account/service, legitimate interests for proportionate service administration and security, legal obligation where required, and consent only where a genuine optional consent is appropriate.

Who can see information

Workspace access depends on club membership and role. Sensitive administrative areas such as finance and settings have additional permissions. Platform administrators may access workspaces where necessary to administer, secure or support the service.

Current infrastructure providers include Supabase for authentication, database and backend services and Vercel for application hosting and delivery. Official competition or embedded third-party pages operate under their own terms and privacy information where applicable.

International processing

The production regions and transfer arrangements for the service providers are being verified for the final data-processing terms. No claim is made here that all processing takes place only in the UK. The final notice will identify the relevant safeguards once the production configuration and contracting party are confirmed.

How long information is kept

During the private beta, information is kept only while it is needed to operate the pilot, secure the service, resolve issues or meet legal requirements. A final retention and deletion schedule — including provider backup expiry and club data on exit — is being technically verified before wider launch. No fixed deletion period is promised until the deployed system can meet it.

Your rights and requests

Data-protection rights can include access, correction, deletion, restriction, objection and portability depending on the circumstances and lawful basis. If your request concerns information maintained by your club, contact the club/Students' Union as well as the Wadmin team where appropriate so the correct controller can handle it.

Use the contact form to ask about your information or raise a privacy concern. You can also complain to the UK Information Commissioner's Office if you believe your data-protection rights have been infringed.

Changes to this notice

This notice will be updated when the operator, final controller roles, retention periods, transfer arrangements or service data flows are confirmed or materially changed. New uses of personal information should be reflected here before they are introduced.