Privacy policy

Who's responsible for your information

Your club is the "data controller" for your membership — it decides what information it needs to run memberships, bookings and club life, and your rights are exercised with the club first.

PlanIt-BookIt is the booking platform your club uses. We operate the software and store the club's data on its behalf (a "data processor"), under a written data-processing agreement with each club. The platform is operated by Objitec Ltd, registered in England & Wales (company no. 09393006), registered office Ivy House, 10 Weddall Close, YO24 1EG. You can contact us at admin@planit-bookit.com.

If your club publishes its own privacy policy, the club's document is the primary notice for your membership and this page supplements it with how the platform itself works.

What we hold about you

• Your name, email address, and — where your club asks for them — phone number, postal address, date of birth and sex (sex is always optional, with a "prefer not to say" choice).
• Your password, stored only in a scrambled (hashed) form — never as the password itself.
• Your membership details, bookings (who's playing, when and where), payments made through the site, gift cards, match scores and rankings where your club runs them.
• Your preferences: whether your name appears on the courts sheet, what the members' directory may show, email opt-outs, and your court-alert (notify-me) requests.
• A record of booking and account changes (an audit trail), so mistakes can be put right and disputes settled honestly.

Why, and on what legal basis

• Running your membership and bookings — needed to provide what you've signed up for (performance of a contract).
• Showing your name to other members (the courts sheet, the members' directory, rankings) — only with your choice: these are controlled by your own visibility preferences, and without them a booking simply shows as "Booked".
• Emails about your bookings — confirmations, cancellations, payment shares, court-freed alerts you asked for. These are service messages, not marketing; the platform sends no marketing email.
• Audit trails and payment records — the club's legitimate interest in running the club honestly, and its legal accounting duties.

Who else is involved

• Card payments are handled by your club's payment provider — Stripe or PayPal. Your card details go directly to them on their own secure pages and never touch this site's servers.
• Email delivery uses Amazon Web Services (Amazon SES) to send the site's emails.
• Hosting — the service and its database run on the platform's own servers.

We don't use analytics or advertising trackers, and nobody's information is ever sold. See the cookies page for the short list of what the site stores in your browser.

How long we keep things

Your details are kept while your membership is active. After it ends, the club keeps records only as long as it genuinely needs them — for example payment records for the periods tax law requires — and can ask us to remove or anonymise the rest.

Junior members

Clubs may register junior members. The site's defaults are privacy-protective for everyone — names are hidden from the courts sheet and directory unless visibility is switched on — and juniors' details are handled under the club's own membership arrangements with a parent or guardian.

Your rights

You can ask for a copy of your information, ask for it to be corrected or deleted, object to or restrict some uses, and complain to the Information Commissioner's Office. Start with your club (its contact details are in the site footer and on the Help page) — the platform helps the club answer every request. You can also update most of your details and preferences yourself under My account.