NG Academy Privacy Policy

NG Academy runs its teams, registrations, fees and messages on Pitch Uno, a club management platform. This page explains what happens to personal information that is held in that platform.

Two parties are involved, and they are responsible for different things. NG Academy decides what information it asks for and what it does with it. Pitch Uno provides the software and holds the information on the club's behalf. Pitch Uno does not decide who a club registers, what a club charges, or what a club does with its own member records.

This page has two parts. The first part describes the platform, and is the same for every club that uses it. The second part is NG Academy's own statement about its own practices, and is written by the club.

Whose request goes where

A question about a registration, a fee, a team, a coach or a club record is a question for NG Academy, using the club contact details at the bottom of this page.

If NG Academy also publishes a privacy policy on its own website, that policy applies as well, and it covers everything the club does outside this platform. Where the two differ, NG Academy's own policy covers the club's own practices and this page covers the platform.

The platform holds the kinds of information listed below. Which of them apply to you depends on what your club uses the platform for and what has been entered for you or by you.

Account and contact details

• •Name, email address and, where it has been recorded, a phone number.
• •Which portals a person can sign in to, for example a club administration, a coach, a parent or a player portal.
• •A password, where password sign in is used. It is stored only as a one way hash and cannot be read back by anyone, including Pitch Uno.
• •The club or clubs a person belongs to, and the role they hold at each one.

Player records

• •Name, date of birth, gender where it has been recorded, and jersey number.
• •The teams, seasons and age groups a player belongs to.
• •Attendance at training and matches, match statistics, and any notes a coach has written about a season.
• •A player photo, where the club has added one.

Guardian and emergency contacts

• •The names, email addresses, phone numbers and relationship of the parents, guardians and emergency contacts the club has recorded against a player.

Health and welfare notes

• •Any medical condition, allergy, medication or accessibility note the club has recorded so a player can take part safely. This kind of note is present only where a club has chosen to record it.

Registrations, enquiries and orders

• •The answers given on a club's sign up form, an expression of interest, or a contact form.
• •The date the submission was made and which club and campaign it was sent to.
• •An order placed with a club's own shop, and the details needed to fulfil it.

Payment records

• •What was charged, what has been paid, when it was paid, the method recorded, and any adjustment made to the amount.
• •A card number, a card expiry date and a security code are never received, processed or stored by this platform. Where a club has switched card payments on, those details are entered on the payment provider's own page and are seen only by the payment provider.

Messages, files and video

• •Messages sent inside the platform, and the team or group they were sent to.
• •Files that have been uploaded, such as a club logo, a player photo, a document or a signature.
• •Match video, where a club has submitted a video and chosen to use the video analysis feature.

Signature records

• •Where a coach or a parent signs an agreement in the platform, the typed name, the date and time of the signature, and the network address the request came from are recorded, so that the signature can be shown to have been made.

Technical records

• •A sign in cookie for the portal being used. It is what keeps a session signed in, and it contains no advertising identifier.
• •Basic request information such as the time of a request and the network address it came from, used to keep the service working and to limit automated abuse.

• •To run a club's membership: registering a player, placing them in a team, and keeping their record up to date.
• •To run a season: fixtures, availability, attendance, match statistics and team selection.
• •To collect fees and shop orders, to record what has been paid, and to send a payment request, a reminder or a receipt.
• •To send the messages a club needs to send, such as a sign in code, a notice about a match, or news for the club.
• •To keep a player safe, where the club has recorded a medical or accessibility note.
• •To answer an enquiry sent through a club's sign up form or contact form.
• •To analyse match video, where a club has submitted a video and chosen to use that feature.
• •To keep the service secure and working, which includes limiting repeated sign in attempts and automated form submissions.

Information is used for these purposes and not for advertising. It is not sold, and it is not used to build a profile of a person across other websites, because this platform does not follow anyone across other websites.

Information is disclosed to the providers below, because the platform cannot work without them. Each one receives only what its own part of the platform needs, and each is listed with what that is.

Service providers

• •Stripe, card payment processing. Used only where a club has connected its own Stripe account and switched card payments on. Receives the payer's name and email address, the amount, and the card details the payer enters on Stripe's own page.
• •Resend, sending email. Receives the recipient's name and email address, and the contents of the email, such as a sign in code, a club notice or a payment request.
• •Pusher, delivering messages and notifications while a page is open. Receives an account identifier and the message being delivered.
• •UploadThing, storing uploaded files. Receives the file and an identifier for the account that uploaded it.
• •Google Generative AI, analysing match video. Used only where a club submits a video for analysis. Receives the submitted video.
• •A map tile service, drawing a map of a ground or an address. Receives the network address of the visitor whose browser is displaying the map.
• •Render, hosting the application and the database. All of the information described on this page is held on infrastructure operated by Render.

Inside a club, and inside the platform

Beyond those providers, information is disclosed to the club that holds it and to the people at that club whose role gives them access. A club administrator sees the club's records. A coach sees the teams and players they coach, and a parent sees their own family.

Pitch Uno staff can reach a club's records only to operate and support the service.

Information is also disclosed where the law requires it, or where it is needed to establish, exercise or defend a legal claim.

• •A club that takes card payments does so through its own payment provider account. The money settles to that club, and Pitch Uno never holds it and is never the merchant of record.
• •Card details are entered on the payment provider's own page. They are never received by this platform, and they are not stored here.
• •A card payment is recorded here only as a payment, consisting of the amount, the date, the fee it relates to and a reference to the payment provider's own record of the transaction.

Information is held in the platform's database on cloud infrastructure, and it is held in the provider accounts listed above for the specific purposes described there.

Club, player and payment records and messages are kept for as long as the club remains on the platform. After that they are kept for as long as the club or the platform needs them for accounting, tax, insurance or dispute purposes. A fixed number of years is deliberately not stated here, because how long a record must be kept depends on what a club decides and on obligations that differ from club to club.

A request for a record to be removed is handled by the club. A record that has to be kept for accounting, tax, insurance or dispute purposes is kept even where the rest of a person's record is removed.

A sign in session ends when its cookie expires or when the person signs out.

• •Traffic to and from the platform is encrypted in transit.
• •Passwords are stored only as a one way hash using bcrypt. A password cannot be read back or recovered, by anyone. A forgotten password is replaced, never revealed.
• •Card details are handled by the payment provider on the provider's own pages. Card numbers never reach this platform.
• •Every portal has its own signed in session, held in a signed token that a browser cannot alter.
• •A club can only ever read the records that belong to that club. The club is taken from the signed in session and never from the address of a page or a value in a request, so one club cannot reach another club's records by changing a link or a request.
• •Access inside a club follows a person's role. A coach sees the teams they coach, and a parent sees their own family.
• •Repeated failed password attempts are limited, so a password cannot be guessed at speed.
• •Public forms carry a hidden field that a person never sees and never fills in. Automated submissions tend to fill it in, and a submission that fills it in is discarded. Enquiries submitted through a public form are also limited by network address, so a single place cannot flood a club.

A parent or guardian can see their own family's records by signing in to the parent portal. A player can see their own record in the player portal. A coach can see the teams they coach.

To ask for a copy of a record, to ask for a correction, or to ask for something to be removed, contact the club that holds the record. The club holds it and decides what happens to it.

If a request to a club has not been answered, or if the request is about the platform itself rather than about a club, it can be sent to support@pitchuno.com. A request that belongs to a club is passed to that club, and the platform answers for its own part.

A person under 18 should ask a parent or guardian to make a request on their behalf.

Nothing on this page removes or replaces a right a person has under the privacy law that applies to them, including the right to take a complaint to a privacy regulator.

The platform part of this page is updated when what the platform and its providers do changes, and the date at the top of the page is the date it last changed.

The club part of this page is written and updated by the club and is dated from the club's own record in the portal, so a change made by a club never appears as a change to the platform.

A question about a club record, a registration, a fee or a team goes to NG Academy first, using the club contact details below. A question about the platform's own handling of information can be sent to support@pitchuno.com.