Terms of Use / Privacy

This privacy policy describes how and why SportSuite (Cuttlefish Multimedia Ltd ("us", "we", or "our")) obtains, stores and processes data which can identify users. We may update this policy from time to time and shall indicate on the website when changes have been made.

Under data protection laws, we are required to provide you with certain information about who we are, how we process your personal data and for what purposes, and your rights in relation to your personal data. This information is provided in [LINK TO POLICY] and it is important that you read that information.

How you can withdraw consent

Once you provide consent by selecting "YES", you may change your mind and withdraw consent at any time by contacting us enquires@sportsuite.co.uk but that will not affect the lawfulness of any processing carried out before you withdraw your consent.


This policy applies to your use of SportSuite and the SportSuite website.

Important information and who we are

SportSuite is the controller and is responsible for your personal data (collectively referred to as "Company", "we", "us" or "our" in this policy).

We have appointed a data protection officer (DPO). If you have any questions about this privacy policy, please contact them using the details set out below.

Information is collected from users when they register with us, or when they contribute to or use some of the advanced features of the software. The information we collect is clearly set out on the web page on which we collect it. In addition, we may also collect a user's IP address and use cookies unless they have configured their web browsers not to accept them.

We collect information so that we can personalise our user experience of the software, assist their use of the software and improve the software generally. Depending upon a user's selections for our data protection questions (such as newsletters, notifications and updates) we may arrange for information to be sent about related products and services from us and our partners. Users may update their answers to these questions at any time.

SportSuite may process your Personal Data because:

  • You have given the us or the Data Controller permission to do so
  • For payment processing purposes
  • To comply with the law

Material on this website is protected by copyright. Unless otherwise stated no part of this website may be reproduced or used for any purpose other than private personal use without the prior written consent of the copyright holder. Any unauthorised copying, publication or reproduction of the content of this website is strictly prohibited and constitutes an infringement of copyright.

Users' information will be held by SportSuite and its partners of the SportSuite software in accordance with the Data Protection Act 1998. Users ultimately own all data collected about themselves and can delete their information within their profile settings at any time.

Data collected will be used by SportSuite to monitor and evaluate the SportSuite software and to gather insight into sport and physical activity interests and habits.

Users can amend personal information stored on the SportSuite software and edit privacy settings and information displayed about them.

SportSuite users will receive correspondence and view opportunities from their respective SprotSutie client (e.g. participants from Leicestershire will be provided information from Active Together), but users can select other organisations and Active Partnerships to share their information with, and gain information from. Users can opt out of receiving communications from any SportSuite client at any time.

Contact details

Our full details are:

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review.

This version was last updated on [DATE]. It may change and if it does, these changes will be posted on this page and, where appropriate, notified to you. The new policy may be displayed on-screen and you may be required to read and accept the changes to continue your use of SportSuite.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.

Third party links

Our Sites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. Please note that these websites and any services that may be accessible through them have their own privacy policies and that SportSuite does not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as Contact and Location Data. Please check these policies before you submit any personal data to these websites or use these services.

The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows:

  • Identity/personal Data: While using our software, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). Personally identifiable is often voluntary and only required to provide a service for you, e.g. a telephone number may be required when booking onto an event.
  • Location Data: We may use and store a postcode if you provide it in search filters. We use this data to tailor results closer to a location of your choosing. We allow partial postcodes if you'd prefer to filter by a particular area.
  • Analytics and Cookies Data. We use cookies and analytics data to track the activity on our software and hold certain information. Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Analytics also used are beacons, tags, and scripts to collect and track information and to improve and analyse our service. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. Accepting cookies is optional.
  • Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: http://www.google.com/intl/en/policies/privacy/
  • Examples of Cookies we use:
    • Essential Cookies. We use essential cookies to operate our service, e.g. remembering items stored in a basket, form progress and knowing if you are logged in as a user.
    • Analytics Cookies. Analytics Cookies are placed on websites to measure performance. Please refer to each clients privacy policies and cookies to find out who they are used.
  • Contact Data: We may hold the contact information provided to us by you.
  • Usage Data: This is data how a product or service is used.
  • Data from Third Parties: Under certain circumstances, we may ask for additional information through third party services; Google Fit (Fitness API), Fitbit and Strava. We collect information (with explicit permission from each user) to be able to access a user's recent activities/steps to convert them to points for the activity tracker leaderboards. We collect activities and steps to convert into points for leaderboards. We collect distance to convert users activities into steps.
    We use body measurements (e.g. Heart Rate) to calculate intensity levels (e.g. slow/medium/fast-paced walking) in order to award points based on intensity level.

Financial Data: We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How is your personal data collected?

We will collect and process the following data about you:

  • Information you give us. This is information (including Identity, Contact, Financial, and Marketing and Communications Data) you consent to giving us about you by filling in forms on the Site and, or by corresponding with us (for example, by email or chat). It includes information you provide when you register to use the Site, subscribe to any of our Services, search for a Service, and when you report a problem. If you contact us, we will keep a record of that correspondence.
  • Information we collect about you and your device. Each time you visit our Site we will automatically collect personal data including Device, Content and Usage Data. We collect this data using cookies and other similar technologies. Please see our cookie policy [LINK] for further details.
  • Information we receive from other sources including third parties and publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
  • Device Data from the following parties:

analytics providers such as Google based outside the UK;

  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services inside the UK;
  • Identity and Contact Data from data brokers or aggregators based inside the UK;
  • Identity and Contact Data from publicly available sources such as Companies House and the electoral register based inside the UK.


We use cookies to distinguish you from other users of the Site and to remember your preferences. This helps us to provide you with a good experience when you use browse Our Site and also allows us to improve Our Site. For detailed information on the cookies we use, the purposes for which we use them and how you can exercise your choices regarding our use of your cookies, see our cookie policy.

How we use your personal data

We will only use your personal data when the law allows us to do so. Most commonly we will use your personal data in the following circumstances:

  • To provide and maintain our software.
  • To allow you to participate in interactive features of our software when you choose to do so.
  • To provide customer support.
  • To gather analysis or valuable information so that we can improve our service.
  • To monitor the usage of our service.
  • To detect, prevent and address technical issues.
  • Where you have consented before the processing.
  • Where we need to perform a contract we are about to enter or have entered with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

We will only send you direct marketing communications by email or text if we have your consent. You have the right to withdraw that consent at any time by contacting us.

Purposes for which we will use your personal data

Type of data


Lawful basis for processing

To manage our relationship with you including notifying you of changes to the Site

  • Identity
  • Contact
  • Financial
  • Profile
  • Marketing and Communications

Your consent

Performance of a contract with you

Necessary for our legitimate interests (to keep records updated and to analyse how customers use our products/ Services)

Necessary to comply with legal obligations (to inform you of any changes to our terms and conditions)

To enable you to participate in a prize draw, competition or complete a survey

  • dentity
  • Contact
  • Device
  • Profile
  • Marketing and Communications
  • Your consent
  • Performance of a contract with you
  • Necessary for our legitimate interests (to analyse how customers use our products/Services and to develop them and grow our business)

To administer and protect our business including troubleshooting, data analysis and system testing

  • Identity
  • Contact
  • Device

Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security)

  • To deliver content and advertisements to you
  • To make recommendations to you about goods or services which may interest you
  • To measure and analyse the effectiveness of the advertising we serve you
  • Identity
  • Contact
  • Device
  • Content
  • Profile
  • Usage
  • Marketing and Communications
  • Location
  • Consent
  • Necessary for our legitimate interests (to develop our products/Services and grow our business)

Disclosures of your personal data

SportSuite will only pass on information about individual users (as opposed to anonymous aggregate information) to our partners to enable us to perform services requested by users or with users' prior consent. Partners include other sport and physical activity organisations who have licensed the SportSuite software; such as Active Partnerships and National Governing Bodies of Sport.

If users give their consent, we will pass contact details onto our partners who may then occasionally send communications to you to provide information, offers and services that may be of interest to you.

In certain circumstances we may need to disclose information about users if they breach this privacy policy or if they breach the terms of use. We may also disclose or access their account if required to do so by law or by any governmental body.

When you consent to providing us with your personal data, we will also ask you for your consent to share your personal data with the third parties:

  • Internal Third Parties as set out in the [Glossary].
  • External Third Parties as set out in the [Glossary].
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

International transfers

SportSuite does not transfer personal data outside of the European Economic Area (EEA) and all personal data will be stored and encrypted at rest inside the UK unless stated otherwise.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

Data security

All information you provide to us is stored on our secure servers.

Once we have received your information, we will use strict procedures and security features to try to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator when we are legally required to do so.

The SportSuite software has been built as a scalable platform using PHP, MySQL and Redis running on Linux (Centos). The site is hosted in London with Google Cloud Platform (GCP), allowing capacity to be resized depending on demand.

All the data is held in one central database, allowing users to move companies, sports clubs, or counties, whilst retaining their personal data. The software is encrypted with a 256-bit encryption. All logins are protected and passwords are stored in a way that cannot be retrieved (users must generate new ones).

The server will store nightly snapshots of the database for the past 7 days, and then the server is backed up using GCP snapshots over a rolling 90 day period (30 day fast-access storage and 60 day cold storage).

The software has been designed as responsive, allowing users to access it from mobile and tablet devices as well as desktop computers.

Data retention

SportSuite will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for legal purposes.

In some circumstances you can ask us to delete your data: see [Your legal rights] below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under certain circumstances you have the following rights under data protection laws in relation to your personal data. You have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  1. if you want us to establish the data's accuracy;
  2. where our use of the data is unlawful but you do not want us to erase it;
  3. where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  4. you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

You also have the right to ask us not to continue to process your personal data for marketing purposes.

You can exercise any of these rights at any time by contacting us at enquiries@sportsuite.co.uk.


Lawful basis

Consent means processing your personal data where you have signified your agreement by a statement or clear opt-in to processing for a specific purpose. Consent will only be valid if it is a freely given, specific, informed and unambiguous indication of what you want. You can withdraw your consent at any time by contacting us.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Description of categories of personal data

  • Identity/Personal Data: first name, last name, maiden name, username or similar identifier, marital status, title, date of birth, gender]
  • Location Data: includes your current location disclosed by GPS technology.
  • Analytics and Cookies:
  • Contact Data: billing address, delivery address, email address and telephone numbers.

Usage Data: includes details of your use of or your visits to Our Site including, but not limited to, traffic data whether this is required for our own billing purposes or otherwise and the resources that you access.


SportSuite reserves the right to modify the information contained on and functionality of this site at anytime without notice. This site, all information and materials on it and all functionality are provided to you "as is" without warranty of any kind. SportSuite does not represent or warrant that the information accessible via the website is accurate, complete or up to date. Visitors who use this website and rely on any information do so at their own risk. SportSuite will not be liable (to the fullest extent permitted by law) for any loss, damage or inconvenience arising as a consequence of any use of or the inability to use any information on this site.

SportSuite takes no responsibility for the contents of linked websites and links should not be taken as endorsement of any kind.

If you have any questions about this Terms / Privacy Policy, please contact us:

  • By email: enquires@sportsuite.co.uk

By visiting this page on our website: Contact Us

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