Privacy Policy
Last updated 14 August 2026
Formatio ("Formatio", "we", "us") provides software that grassroots football clubs use to manage registrations, fixtures, fees, and team administration. This policy explains what personal data we collect, why, and how it's handled — both when you run a club on Formatio and when your club uses Formatio on your behalf.
Who we are
Formatio
2 Heyleigh Farm Barn, Launcells, Bude EX23 9NN
[email protected]
The two roles we play
For data your club enters about its own players, parents, and team staff — registrations, medical information, fixtures, lineups — your club is the data controller, and Formatio is a data processor acting only on your club's instructions, purely to provide the service. Your club is responsible for having a proper basis to collect and use that data (for example, parental consent for a child's information).
For the account details of the person who signs their club up and manages billing, Formatio is the data controller in the ordinary sense — same as any software company you pay to use a product.
What we collect
- Account details — name, email address, and password (stored encrypted) for anyone who logs into Formatio: club admins, team managers, and parents.
- Club and team information — club name, crest, colours, team names, age groups, and fixtures.
- Player registration data — whatever your club's own registration form asks for, which may include a player's name, date of birth, medical information, emergency contacts, and photo/media consent and safeguarding declarations.
- Payment-related identifiers — we store references (such as a mandate or customer ID) linking a parent or club to their payment setup. We do not store full card numbers or bank account details ourselves — those are held directly by our payment processors, described below.
Who can see what
Access inside Formatio is scoped by role, not left open to everyone at a club:
- A club admin can see everything belonging to their own club.
- A team manager can only see players, registrations, and events for the team(s) they manage.
- A parent can only see their own children's information.
- Nobody outside your own club — including other clubs using Formatio — can see your club's data.
Third parties we use to run the service
- GoCardless — collects Direct Debit payments from parents on your club's behalf.
- Stripe — handles Formatio's own subscription billing with clubs.
- Resend — sends transactional emails (invites, event updates, payment reminders) on our behalf.
- Google Analytics — on our public marketing pages only, and only if you accept analytics cookies, helps us understand how visitors use the site. See our Cookie Notice for details.
Each of these providers processes data under their own terms and privacy policies, and only to the extent needed to provide their part of the service.
Children's data
Player records typically relate to children. This information is entered by a parent, guardian, or club official — not by the child directly — and the person entering it is responsible for having the right to do so and for its accuracy.
How long we keep data
We keep data for as long as a club's account is active, plus a reasonable period afterwards in case of a billing, safeguarding, or legal query. A club can ask us to delete data tied to their account at any time, subject to any legal obligation we have to retain it.
Your rights
Under UK data protection law, you can ask to access, correct, or delete personal data held about you, object to or restrict how it's used, or request a copy in a portable format. If your data was entered by a club rather than by you directly, start with that club — they control it. You can also complain to the Information Commissioner's Office if you're unhappy with how a request was handled.
Security
Passwords are stored encrypted, access to a club's data is restricted by role as described above, and all traffic to Formatio is encrypted in transit.
International transfers
Some of the third parties above may process data outside the UK. Where that happens, we rely on their own compliance with UK data protection law (such as standard contractual clauses) to keep data protected to an equivalent standard.
Changes to this policy
We'll update the date at the top of this page if this policy changes, and let club admins know of any significant change.
Contact us
Questions about this policy or a data request: [email protected].