Manageasy – Privacy Policy

Effective Date: 16/11/2026

Last Updated: 14/10/2026

This policy explains how Manageasy Ltd collects, uses, shares and protects personal data when you use the Manageasy app, website and related services (the "Services"). It also explains when Manageasy decides how your data is used, and when your club does.

By using Manageasy, you agree to the practices described in this Privacy Policy.

1. Who We Are

Manageasy Ltd ("Manageasy", "we", "us", "our") is a company registered in England and Wales (company number 15513877).

Our registered office is 81 Broad Walk, Knowle, Bristol, BS4 2RD. We are registered with the Information Commissioner's Office (ICO) under registration number ZC257322.
We provide software that helps sports clubs and community groups manage memberships, events, payments, records and communication.
Contact for anything in this policy: info@manageasy.co.uk

2. Key terms

• Club: the sports club, society or community organisation that subscribes to Manageasy.
• Club Administrator: a person who manages a Club's account, such as a committee member, treasurer or coach with admin rights.
• Member: a player, parent, guardian, volunteer or other person whose details a Club holds on Manageasy, whether or not they log in.
• Website Visitor: anyone browsing manageasy.co.uk.
• Club Data: personal data a Club or its Members put on the platform to run the Club, such as membership records, attendance, fees, messages and event details.

3. Who is responsible for your data

Under UK data protection law, the controller decides why and how personal data is used. A processor handles data only on a controller's instructions.

Club Data (member records, attendance, subscriptions, fees, messages, event details) - The Club is the controller - Processor: we hold and process it only to provide the Services, under our Data Processing Agreement with the Club

Club Administrator account, subscription and billing details - Manageasy is the Controller

Website Visitor data, enquiries, demo requests and support conversations - Manageasy is the Controller

Marketing communications from Manageasy - Manageasy is the Controller

What this means for Members: your Club owns your membership information and decides what it collects and why. If you have a question about your Club Data, or want to access, correct or delete it, contact your Club first. If you contact us, we will pass your request to your Club and help it respond.
What this means for Clubs: you are responsible for having a lawful basis to put Members' data on Manageasy, for telling Members how you use it, and for getting parental consent where needed. Our Data Processing Agreement sets out what we do for you as processor.

4. What data we collect

a) Account information

Name, email address and phone number
Password (stored in hashed form; we can never see it)
Club name and your role
Profile photo, if you add one

b) Club Data (held as processor for your Club)

Membership details, including date of birth, address and emergency contact details where the Club has requested we collect them
Attendance, team selection, availability and performance records
Subscription, fee and payment status records
Chat messages, notes, documents, photos and event information
Health or medical information, only if a Club chooses to record it (for example allergies or conditions relevant to safe participation). This is special category data and the Club must have a lawful condition to process it.

c) Payment information

Payments are processed by a regulated third-party payment provider, Stripe Connect. We do not see or store full card or bank account details. We receive confirmation of payments, amounts, dates and references so Clubs can track fees and we can bill subscriptions.

d) Usage and device information

Device type, operating system and browser
IP address and approximate location derived from it
Log-in history, pages and features used, error and diagnostic logs

e) Communications with us

Support requests, demo bookings, feedback and survey responses
Records of meetings and calls with Club Administrators

5. How we use data and our legal basis

Where Manageasy is controller, we use personal data as follows:

Create and run accounts, provide the Services, process subscriptions - Performance of a contract

Send essential service messages (account, security, billing, legal updates) - Performance of a contract; legitimate interests

Provide customer support and handle complaints - Performance of a contract; legal obligation

Keep the platform secure, prevent fraud and misuse - Legitimate interests

Analyse usage to fix problems and improve features - Legitimate interests

Send product news, tips and offers to Club Administrators - Legitimate interests under the PECR soft opt-in, or consent (see Section 6)

Keep accounting and tax records - Legal obligation

Respond to lawful requests from authorities - Legal obligation

Where Manageasy is processor, we use Club Data only to provide the Services to the Club and on its written instructions. The Club determines the legal basis.

We do not sell personal data. We do not use Club Data for our own marketing, and we do not use Club Data to train AI models.

6. Emails and messages

Service messages. We send emails and in-app notifications needed to run your account, such as password resets, payment confirmations, security alerts and changes to our terms. These are part of the Service and do not need your consent. You cannot opt out of them while you have an account.

Club messages. Messages your Club sends you through Manageasy are the Club's communications. Ask your Club to change what it sends you.

Marketing from Manageasy. We send product updates, tips and occasional offers to Club Administrators who are our customers. We do not send marketing to Members using their Club’s data. We offer a clear opt-out when you sign up and in every marketing email. Accepting our Terms does not count as consent to marketing.

Opting out. Use the unsubscribe link in any marketing email, or email info@manageasy.co.uk. Withdrawing consent does not affect processing that happened before.

7. Children and young people

Many Clubs have junior members, so we take extra care with children's data.

Clubs may hold records about Members under 18. The Club is responsible for obtaining consent from a parent or guardian where required.
Children under 13 cannot have their own Manageasy login. A parent or guardian manages their information through their own account or the Club.
Young people aged 13 to 17 may use an account only with the permission of a parent or guardian.
We collect only what is needed, set privacy-protective defaults, and do not use children's data for marketing or profiling.

8. Who we share data with

We share personal data only where needed, and only the minimum required:

Your Club: Club Administrators can see the Club Data held for their Club.
Sub-processors: trusted providers that help us run Manageasy, such as cloud hosting, email delivery, payment processing and analytics. They act on our instructions under written contracts. They are Google Cloud (hosting, London), Stripe (payments) and we will give Clubs notice before adding new ones.
Integrations you choose: if you connect a third-party tool (for example a calendar), that provider's own privacy policy applies to data it receives.
Professional advisers: such as accountants, lawyers and insurers, under confidentiality.
Authorities: where required by law, court order, or to protect the rights, safety or property of others.
Business change: if Manageasy is sold, merged or restructured, data may transfer to the new owner, who must follow this policy.

9. International transfers

We store data in the our database, uploaded files and backups are hosted in Google Cloud’s London data centre. Some providers, such as Stripe, may process data outside the UK; where they do, we use a lawful transfer mechanism. If a provider processes data outside the UK, we use a lawful transfer mechanism: UK adequacy regulations, the UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses, with any extra safeguards needed.

10. How long we keep data

Club Data: For as long as the Club's subscription is active. We aim to delete data within 90 days of the Club closing its account, after giving the Club a chance to export it, unless the Club instructs otherwise

Individual accounts: Until you or your Club deletes the account; inactive accounts are reviewed after 24 months

Subscription, billing and accounting records: 6 years after the end of the financial year they relate to, as required by UK tax law

Support and complaint records: 3 years after the issue is closed

Server and security logs: Up to 12 months

Marketing preferences and unsubscribe records: Kept so we can respect your choice

Backups: Kept for 30 days, then automatically overwritten. Deleted or overwritten files can be recovered for 30 days

11. How we protect data

We use technical and organisational measures appropriate to the risk, including encryption in transit and at rest, hashed passwords, role-based access controls, access limited to staff who need it, and regular backups.

If a personal data breach is likely to put people's rights at risk, we will report it to the ICO within 72 hours where required. Where the breach affects Club Data, we will tell the affected Club without undue delay so it can meet its own obligations.

No system is completely secure. Please keep your password private and tell us straight away if you think your account has been misused.

12. Your rights

You have the following rights over your personal data:

Access: get a copy of your data
Rectification: have inaccurate or incomplete data corrected
Erasure: have your data deleted in certain circumstances
Restriction: limit how your data is used
Objection: object to processing based on legitimate interests, and to direct marketing at any time
Portability: receive data you provided in a common, machine-readable format
Withdraw consent: where we rely on consent
Automated decisions: we do not make decisions with legal or similarly significant effects about you based solely on automated processing

How to use your rights. For Club Data, contact your Club first. For anything else, email info@manageasy.co.uk. We will respond within one month, extendable by two further months for complex requests, and we will tell you if that applies. We may ask you to confirm your identity.

13. Complaints

If you are unhappy with how we have handled your personal data, email info@manageasy.co.uk with "Data protection complaint" in the subject line. We will acknowledge your complaint within 30 days and respond without undue delay, keeping you informed of progress.

You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or 0303 123 1113. We would appreciate the chance to resolve your concern first.

14. Cookies and similar technologies

Strictly necessary: keep you logged in and the platform secure. These are always on.
Analytics: help us understand how the Services are used so we can improve them. We use these only for statistical purposes, as permitted by the Privacy and Electronic Communications Regulations as amended in 2025, and you can opt out at any time.
Other cookies: we will ask for your consent before using any advertising or social media cookies.

You can also block or delete cookies in your browser settings, though some features may stop working.

15. Changes to this policy

We review this policy at least once a year. We will tell Club Administrators about material changes by email or in-app notice before they take effect. The current version and its effective date are always on our website.

15. Contact Us

Manageasy Ltd

Email: info@manageasy.co.uk

Registered office: 81 Broad Walk, Knowle, Bristol, BS4 2RD

Company number: 15513877

ICO registration number: ZC257322