Privacy
Privacy policy
Last updated 19 October 2026
- Run The Club is software that sports clubs use to run bookings, payments and registers.
- If you're a parent or gymnast, your club decides what's kept about you and we look after it for them. Questions about your own information usually go to your club first.
- We never sell personal information or use it for advertising.
- Card details go straight to Stripe. We never see or store full card numbers.
Who we are
Run The Club is run by James Webster, a sole trader, c/o Trampoline Life, Sport@Kenton, Newcastle upon Tyne, NE3 3RU. We are registered with the Information Commissioner's Office, registration number ZC279273.
You can contact us about anything in this policy at hello@runthe.club.
Our two roles
For clubs' members: we act for the club
When a club uses Run The Club, the club is the controller of its members' information: it decides what to collect and why. We are its processor: we store and handle that information only on the club's instructions and under a written agreement with the club. This covers parents, guardians, gymnasts and the club's coaches and staff.
Your club's own privacy notice explains why it keeps your information and how long for. If you want to see, correct or delete your information, ask your club. If you contact us instead, we'll pass your request to them and help them answer it.
For clubs and enquiries: we decide
We are the controller of information about the clubs we work with and the people we deal with directly: people who fill in the form on runthe.club, club admins as our customers, and anyone who emails us.
What a club keeps through Run The Club
Each club chooses which features it uses, so not every club keeps all of this.
- Account holders (usually parents and guardians): name, email address, phone number, password (stored scrambled, never readable), and which gymnasts they look after.
- Gymnasts: name, date of birth, gender, British Gymnastics membership number, emergency contact, bookings, attendance, memberships, skills and levels, routines, competition entries and results.
- Health notes that a parent or the club adds, such as allergies or conditions a coach should know about.
- Safeguarding and incident records made by the club's coaches and welfare officers.
- Training diaries and goals, if the club switches them on and a gymnast or parent writes them.
- Payments: what was paid, when and for what. Card details are held by Stripe, not by us.
- Staff: coaches' and admins' names, contact details, roles and the documents they've signed, such as a code of conduct.
- Notifications: if you allow notifications on your phone or browser, a technical address for sending them.
Health notes and safeguarding records are especially sensitive. Only the club's staff whose role needs them can see them.
What we keep as controller
- Enquiries: what you tell us in the form on runthe.club (your name, club, email address and anything you write), and our notes on following it up. We use it to reply and to talk to you about Run The Club. Our lawful basis is our legitimate interest in answering enquiries about our service.
- Clubs as customers: the club's details, its admins' contact details, its fees, bills and payments to us. We use these to provide the service and bill the club. Our lawful bases are performing our contract with the club and our legal obligations to keep financial records.
- Security and service records: sign-ins, error logs and an audit trail of important changes. Our lawful basis is our legitimate interest in keeping the service secure and working, which also protects clubs and their members.
Children
Most gymnasts are under 18. Their accounts are set up and managed by a parent or guardian through their club. Where a club lets gymnasts sign in to their own app, a child sees only their own progress, routines and diary, never anyone else's information or payments.
Who we share information with
We use a small number of other companies to run the service. Each only gets what it needs for its job and is bound by a contract to protect it.
| Company | What for | Where |
|---|---|---|
| Render | Hosts the app and its database | United States |
| Stripe | Takes card payments for clubs, and collects our monthly bills to clubs | UK, EU and United States |
| Postmark | Sends emails such as booking confirmations and receipts | United States |
| Sends some emails while we move them to Postmark | United States | |
| Anthropic | Powers optional AI features such as routine suggestions. It receives a gymnast's age and skills, not their name. | United States |
| Cloudflare and ImprovMX | Run our domain name and forward email sent to runthe.club addresses | United States and EU |
| Apple, Google and Mozilla | Deliver notifications to phones and browsers, if you allow them | United States |
Where information goes outside the UK, we rely on the UK's adequacy regulations or the UK International Data Transfer Agreement or Addendum to keep it protected to UK standards.
Within a club, information is shared with the club's staff according to their role. Clubs may also share information themselves, for example entering gymnasts into competitions or reporting a safeguarding concern to British Gymnastics. We may share information if the law requires it.
How long we keep it
- Club members' information: for as long as the club keeps it. Clubs can archive members who leave. When a club stops using Run The Club, we give it a copy of its information if it asks, then delete it within 90 days. Copies in our backups expire within 7 days after that.
- Payment and financial records: 6 years, as tax law requires.
- Safeguarding and incident records: as long as the club's safeguarding policy and British Gymnastics guidance say, which can be until a child is well into adulthood.
- Enquiries: up to 2 years after we last heard from you, unless you become a customer.
Keeping it safe
Information is encrypted on its way to and from the app. Each club's information is kept separate from every other club's, and staff only see what their role allows. Passwords are stored scrambled. Important actions are recorded in an audit log. Only the people who run Run The Club can reach the systems behind it, and only to support clubs and keep the service running.
Your rights
You have the right to ask for a copy of your information, to have it corrected or deleted, to object to or restrict how it's used, and to have it moved to another service. For information a club keeps about you, ask the club. For anything else, email hello@runthe.club. We reply within one month.
If you're unhappy with how your information has been handled, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put it right first.
Cookies
This website doesn't use tracking or advertising cookies. The app stores a sign-in token on your device so you stay signed in, and remembers a few settings. These are needed for the app to work, so we don't ask for consent for them.
Changes
We'll update this page when anything changes and change the date at the top. If a change affects clubs' members, we'll tell clubs first.