Privacy Policy

QROWD · Last updated: 7 August 2026

This policy explains how QROWD handles personal data. QROWD is a digital membership and check-in service for sports and social clubs, operated by Gameside Ltd ("we", "us"), a company registered in England and Wales (company number 16070994, registered office 80 Aylesbury Road, Wendover, Aylesbury, England, HP22 6LB).

Who is responsible for your data

QROWD is used by clubs to manage their members. In data-protection terms:

Your club is the data controller for its members' personal information. We process that information on the club's behalf, on its instructions, as a data processor.
We are the controller for the account and billing information of the club administrators who hold a QROWD account with us.

If you are a club member with a question about your data, your club is your first point of contact.

What we collect

Account & staff data: name, email address, and login credentials for club administrators and staff. Authentication is handled by our provider Clerk.
Member data: member name, email, membership status, and the membership card / QR identifier used to verify entry.
Check-in data: records of membership scans — which member was scanned, when, and at which club.
Billing data: subscription and payment information. Card payments are processed by Stripe; we do not store full card numbers.
Technical data: standard log, device, and diagnostic information needed to run and secure the service.

How we use it, and our legal bases

To provide the membership and check-in service, and to authenticate users — performance of a contract.
To take payment and manage subscriptions — performance of a contract.
To secure the service, prevent misuse, and improve reliability — legitimate interests.
To send service and transactional emails (e.g. invitations, account notices) via our provider Brevo — performance of a contract / legitimate interests.
Where we rely on consent (for example any optional marketing), you can withdraw it at any time.

Who we share it with

We share data only as needed to run the service, with providers acting on our instructions:

Clerk — authentication and identity.
Stripe — payment processing.
Railway — hosting and database infrastructure.
Brevo — transactional email delivery.
Apple Wallet / Google Wallet — to generate the digital membership card, where a member chooses to add one.
Your club — administrators and authorised staff of a club can see that club's member and check-in data.

We do not sell personal data.

International transfers

Some of our providers are based outside the UK (for example in the United States). Where personal data is transferred internationally, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or equivalent standard contractual clauses.

How long we keep it

We keep personal data for as long as the relevant account or membership is active, and for a reasonable period afterwards to meet legal, accounting, and security obligations. Clubs can request deletion of their members' data, and we will delete or return data on the ending of our agreement with a club, subject to legal retention requirements.

Junior and child members

Some clubs enrol junior members who are children. Where a club does so, the club is responsible for obtaining any consents required and for the lawful basis of processing children's data. We process such data only on the club's instructions.

Your rights

Under UK data protection law you have the right to access your personal data, to have it corrected or erased, to restrict or object to its processing, and to data portability. To exercise these rights, contact your club (for member data) or us (for account data). You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Security

We use industry-standard measures to protect personal data, including encrypted connections (HTTPS) and access controls. No system is perfectly secure, but we work to protect your information and to respond promptly to any issue.

Changes to this policy

We may update this policy from time to time. The "last updated" date at the top shows when it last changed.

Contact

Questions about this policy or your data: hello@qrowd.co.uk.

This page is a plain-English policy for the QROWD service. It is not legal advice; confirm the controller entity, company details, and any club-specific obligations before relying on it commercially.