Privacy Policy
What the Members Hub holds about a club member, why it holds it, and who else touches it.
This is the standard template supplied with Members Hub. A club deploying the software inserts its own name, its contact address and its own retention decisions wherever a [placeholder] appears.
The deployed copy your club publishes is the one that governs your data.
1. Who is responsible for your data
The Members Hub is provided by BitLith Ltd to [Club].
Under UK data protection law:
- [Club] is the data controller. It decides what member information is held and why, and it is who you contact about your data.
- BitLith Ltd is the data processor. It runs the software on the club's behalf and acts on the club's instructions. BitLith does not use member data for its own purposes.
2. What we hold
The Members Hub deliberately collects little. For a member, it holds:
| Data | Why |
|---|---|
| First and last name | To identify you on entries, start lists and results |
| Email address | To sign you in, and to send you Members Hub notifications |
| Membership type and status | To know what subscription applies to you |
| Subscription payments: amount, date, method | To record what the club has received |
| Competition entries, scores and league standings | To run the club's competitions |
| Horse names you enter | To identify entries; a horse is not a person |
| Expense claims and receipt images, if you submit one | To reimburse committee expenses |
| Support messages you send through the Members Hub | To answer them |
We do not collect date of birth, postal address, phone number, emergency contacts, medical information, or any special category data.
We never see your card details. Online subscription payments are handled entirely by the payment provider (see section 4); the Members Hub receives only a confirmation and a payment reference.
Your password is held by the authentication provider, hashed. Neither the club nor BitLith can see it.
3. Why we hold it, and on what legal basis
- Contract: running your membership: recording your subscription, entering you into competitions, publishing results and league tables.
- Legitimate interests: administering the club, keeping accurate financial records, and keeping the Members Hub secure and working.
- Legal obligation: retaining financial records for the period required of a club or charity.
Results and league standings are visible to other signed-in members, and a start list may be shared publicly by the club when it publicises an event. That is the ordinary operation of a competitive club.
4. Who else processes it
BitLith uses these subprocessors to run the service. Each is bound by its own data-processing terms:
| Subprocessor | Purpose | Data location |
|---|---|---|
| Supabase | Database, authentication, file storage | London (UK) region |
| Cloudflare | Website hosting and delivery | Global edge; served from the UK/EU |
| Square | Online card payments | UK/EU and US |
| Resend | Sending Members Hub emails | EU/US |
We do not sell member data, and we do not share it with anyone else except where the law requires it.
5. How long we keep it
- While you are a member, and afterwards while the club needs your record for its history: results and league standings are part of the club's permanent record.
- Financial records are kept for the period the club is required to keep its accounts: [Club to state, typically 6 years].
- Expense receipts are deleted when the claim they belong to is deleted.
- A member who leaves can ask the club to erase their profile. The club can anonymise your record so your results remain in the club's history without your name attached.
6. Your rights
You can ask the club to:
- see the personal data it holds about you;
- correct anything wrong; you can also correct your own name in the Members Hub under My Profile;
- erase your personal data, where the club does not need to keep it;
- restrict or object to how it is used;
- receive a copy in a portable format.
Contact [Club contact address] in the first instance. If you are not satisfied, you may complain to the Information Commissioner's Office (ico.org.uk).
7. Security
Access is restricted to signed-in members, and the database enforces per-user access rules so a member can only see what they are entitled to. Committee and finance functions are restricted to those holding the relevant role. Receipt images are held in private storage that is not publicly reachable.
8. Cookies
The Members Hub sets only what is needed to keep you signed in and remember your preferences. It does not use advertising or third-party tracking cookies, and it does not profile you.
9. Changes
If this policy changes materially, the club will tell its members. The date below shows when it was last revised.
Last updated:
Questions about the software itself go to [email protected]. Questions about your own membership data go to your club, as the data controller.