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Wadmin · Pilot privacy information
Last updated 3 November 2026.
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.
Wadmin is run by an individual trading as Wadmin. To ask about your information or raise a privacy concern, email support@wadmin.app. Full operator details are available on request and will be added to this page before any paid launch.
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.
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.
If you request player access, Wadmin records your account, the club and team you choose, the request date and the decision. Authorised club access managers can see your email and team to review the request and manage your access. If you ask to link an existing player profile, the club reviews that claim before it connects the profile to your account.
When optional analytics are enabled and you consent, we record a random browser identifier, the page category (not the full URL), optional club identifier, the type and time of the event, and your account ID if you are signed in. The Wadmin operator is responsible for this analytics data and uses it to understand visits, adoption and Graphics Studio downloads. Supabase stores these records and only platform owners and administrators can read the summaries. We do not store analytics IP addresses, user agents, email addresses or page contents in the analytics database.
In the Wadmin iPhone app you can choose to turn on phone notifications. If you do, Wadmin stores a device token that Apple provides for this install of the app, linked to your account, so it can send you a notification when a task is assigned to you, you receive a message, or there is a fixture reminder for your team. The notification contains the same title and short text as the in-app notification, and is sent through Apple's push notification service. Turning notifications off in the app, signing out, or deleting your account removes the token, and Apple can also tell us a token is no longer valid. You can also switch notifications off in iPhone Settings.
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.
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.
Optional usage analytics rely on your consent and are collected only after you choose to allow them. You can decline or change this choice through the Cookies page. Withdrawing consent stops future tracking; you can contact us to ask about access or deletion of analytics already held.
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.
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.
Some clubs run a fantasy football league in Wadmin. It is off unless a club has asked for it and it has been switched on for that club. The club runs the league and decides who is invited.
Players in the club's squads. The league uses the player names and teams already in the club's workspace, a fantasy position and virtual price the club sets, and match stats from the club's results: goals, assists and cards, and whether each player started, came on or did not play. Depending on the club's scoring rules it can also use minutes played, own goals, goals conceded, saves and penalties. Captains or other result editors of the player's team confirm these stats. Everyone in the league can see each listed player's name, team, position, price and fantasy points. A player can ask their club to withdraw them; their name is then hidden from the league and they cannot be picked.
People who play. Anyone with the club's invite link can join by signing in to a Wadmin account. The league stores the team name you choose, your squad, captain and transfer choices, and your scores. Everyone in the league can see team names and scores on the league table. Joining a league does not give you access to the club's workspace or its other records. Wadmin does not take payments for fantasy leagues.
How long it is kept. You can leave a league at any time, which deletes your team, squad and scores. A league, its fantasy points and its rules are deleted automatically 12 months after the end of the season they belong to, and earlier if the club or the player's record is deleted. Records of score recalculations are kept for 30 days, or 90 days if they failed. Copies in provider backups expire on the providers' own schedules.
Match records used by the league. Whether a player started, came on, was an unused substitute or did not play, their minutes and the other player statistics above are part of the club's match records, recorded by captains and result editors in the club's results whether or not the club runs a fantasy league. They are kept with the club's other results and statistics, not deleted with the league, and are removed if the club or the player's record is deleted. Club presidents and vice-presidents can also enter season totals for earlier matches; these are club statistics only.
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.
Optional analytics data is configured for daily removal after 90 days through a database maintenance job. The production job needs to be checked during rollout before that retention period is treated as verified.
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. The exception is club fantasy football, which has the fixed periods described above.
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.
Email support@wadmin.app 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.
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.
