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Privacy Policy

Last updated: 16 April 2025

Welcome to SHOT. This privacy policy explains how SHOT United CIC and SHOT Clubhouse Ltd (together referred to as "SHOT", "we", "us", or "our") collect, use, and protect your personal data across our platforms:

  • SHOTclubhouse.com

  • SHOT Clubhouse app (iOS & Android)

  • Keepy Ups app (iOS & Android)

We believe in privacy by design and being straight up with you about what we collect and why. Whether you're a coach, athlete, fan, parent, or supporter — your trust means everything to us.

Who We Are

  • SHOT Clubhouse Ltd – A UK-based tech company developing the SHOT digital ecosystem for athletes, coaches, fans, and guardians.

  • SHOT United CIC – A UK-registered community interest company delivering grassroots sports and development programmes.

We act as joint data controllers for all personal data processed via the SHOT platforms.

What We Collect

We collect data to help you connect, play, track progress, and stay safe. Here’s what we might collect:

1. Personal Data You Give Us

  • Name, email, mobile number, date of birth

  • Guardian details (for under-18s)

  • Club/team info, coach roles, athlete profiles

  • Content you post (photos, feedback, goals)

  • Purchases or bookings made in-app

2. Data We Collect Automatically

  • App/device type, browser info, IP address

  • Usage data (pages visited, taps, time spent)

  • Performance tracking logs

  • Session attendance or event check-ins

3. Sensitive Data

We may process special category data (e.g., health or wellbeing notes) only where required for safeguarding, development, or compliance, and always with clear purpose and safeguards.

Why We Use It

We only use your data for things that help deliver our service and keep you safe:

  • Set up and manage your SHOT account

  • Track and support athlete development

  • Link guardians with under-18s

  • Enable teams, fixtures, bookings, and feedback

  • Share club news, events, and content

  • Protect users through safeguarding processes

  • Improve app functionality and fix issues

  • Market SHOT services (with opt-out options)

Lawful Basis for Processing

We rely on different legal grounds depending on how we’re using your data:

  • Contract – to deliver services you request (e.g., creating a profile, attending sessions)

  • Legitimate Interests – for safe and effective operation (e.g., app analytics, safeguarding)

  • Consent – for things like marketing and optional features

  • Legal Obligation – where the law requires us to keep records or report concerns

For under-18s, we make sure parental or guardian consent is in place when needed.

Who We Share It With

We never sell your data. We may share it with:

  • SHOT coaches or staff (when necessary for safeguarding or performance)

  • Trusted service providers (hosting, email, analytics, payments)

  • Sport governing bodies (when required)

  • Law enforcement or child protection agencies (if serious safeguarding concerns arise)

All partners meet our strict data handling standards.

Data Storage & Security

Your data is stored securely in UK or EEA data centres. We use encryption, access controls, and regular audits to protect your info.

We keep data only as long as needed – for example:

  • Account data: until you delete it or after 2 years of inactivity

  • Session/feedback records: up to 7 years for safeguarding reasons

  • Financial records: 6 years for accounting

Your Rights

You have the right to:

  • Access your data

  • Update or correct details

  • Delete your data (“right to be forgotten”)

  • Object to or restrict certain uses

  • Move your data to another provider

To exercise your rights, email us at [email protected]

We’ll respond within 30 days.

Cookies & Tracking

Our website and apps use cookies and mobile identifiers for:

  • Basic functionality

  • Anonymous usage tracking

  • Improving the experience

You can manage cookies in your browser and app permissions in your device settings.

Under-18 Users

We take safeguarding seriously. For users under 18:

  • Guardians must approve accounts for children

  • Coaches and fans don’t see personal info unless authorised

  • Location and communication features are limited for minors

We follow NSPCC and FA guidance and review safeguarding measures regularly.

Updates to This Policy

We’ll update this policy when things change — like new features or legal shifts. If the changes are big, we’ll let you know clearly in the app or by email.

Contact Us

If you have any questions, concerns, or complaints, contact:

SHOT Data Protection Officer
Email: [email protected]
Registered Address:
SHOT Clubhouse Ltd / SHOT United CIC

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