Privacy Policy
What we store, who can see it, and how to get it back or get rid of it. In plain English, because a policy nobody reads protects nobody.
Last updated 17 July 2026 · Version 1.0
The short version. A box league is names and scores, so names and scores are nearly all we hold. Only the people who run your club have an email address with us. There are no trackers, no analytics, no advertising, and nothing is sold or shared with anyone, ever. Your club's data lives in a database of its own, and you can download all of it as one file, any time, without asking us.
1. Who we are
Clayside is box-league software for tennis clubs. It is a trading name of Agentu Ltd, a company registered in England and Wales.
- Company number: 16191406
- Registered office: 10 Campbell Crescent, East Grinstead, West Sussex, RH19 1JR, United Kingdom
- Email: hello@clayside.app
This policy covers clayside.app, every club subdomain (yourclub.clayside.app), and The Sheet at clayside.app/solo.html.
We have not appointed a Data Protection Officer. We are not required to, and pretending otherwise would just give you a title to write to instead of a person. Use the address above; it reaches someone who can act.
2. Who is responsible for what
Your club decides who goes in its league. We just run the software. For your own account and for signing up, we're the ones responsible.
Under UK GDPR this split has names, and it matters because it decides who you ask for what.
Your club is the controller for what's inside its league: the player names, the results, the roster. Your club chose to put those names in; we never see a membership list, and we don't decide what goes in a box. For that data we are the processor: we hold it and act on your club's instructions, set out in our Terms.
If you're a player and you want your name changed or removed from a league, ask your club first: they can do it themselves in seconds, and they're the ones who decide. If they can't or won't, write to us anyway and we'll help.
We are the controller for the accounts of the people who run clubs (their email address and sign-in) and for the details given when someone starts a league at /setup. That's the part this policy speaks to directly.
3. What we hold
Players are a name. Club admins are a name and an email address. Nobody has a password with us, because there are none.
Inside a club's league
| What | Why it's there |
|---|---|
| Player name | To show who's in the box and who played whom. It's the only thing we hold about most players: no email, no phone number, no address, no date of birth, no membership number. |
| Results and fixtures | Scores, dates, who entered a result and who confirmed it. That last part is what makes a disputed score answerable. |
| Admin accounts | For the club's owner and any box admins: a display name and an email address, so they can sign in and be invited. |
| Sign-in tokens | Held as a one-way hash: we store the fingerprint of a sign-in code, never the code itself. |
| Admin activity log | Who changed what, and when: results deleted, players added, invites sent. It's what lets a club answer "who moved that score?" So it records a name, and sometimes a reason typed by an admin. |
When someone starts a league
The signup form at /setup asks for a club name, the web address you'd like, and your email. We also record the IP address of the signup attempt, for one reason: to stop one machine registering a hundred clubs. It's deleted after 7 days. It is the only IP address stored anywhere in Clayside.
What we don't do at all
- No analytics. No Google Analytics, no Plausible, no Meta pixel, no Segment, no session recording, no heatmaps. Not "anonymised" analytics. None.
- No advertising, no ad networks, no profiling, no automated decision-making.
- Nothing sold, rented or shared. Not to anyone, at any price, including if we're doing badly.
- No third-party fonts or scripts on the pages you read. Our type is served from our own servers, so a visit to Clayside is not quietly announced to anyone else. The one exception is the anti-spam check on the signup form (see section 6).
- No tracking cookies. There is exactly one cookie and it signs you in.
- We don't log your IP address or browser when you use a league.
4. Why we're allowed to hold it
Contract, and a legitimate interest in not being overrun by spam. We don't rely on consent, so there's no banner to dismiss.
| What | Lawful basis |
|---|---|
| Running a club's league; admin accounts and sign-in | Contract: we can't provide the thing without it. |
| Player names and results | Your club's basis, as controller. Usually legitimate interests (running the club's own competition) or contract with its members. |
| Signup IP addresses; the anti-spam check | Legitimate interests: keeping a form that's open to the internet from being abused. We looked at doing it without an IP, and there isn't a way that works. |
| The admin activity log | Legitimate interests: a club being able to see who changed a result. |
| Emailing club owners and admins about Clayside | Legitimate interests: telling the people who run a club about the software they run it on. You gave us the address setting the league up, it's only ever about Clayside, and one click gets you off it. |
| Accounting records for paid clubs | Legal obligation: UK company and tax law. |
We email club owners and admins now and then about Clayside itself: a new feature, sometimes an offer. There's a one-click unsubscribe on every one, and you're on the list because you set a league up here, so leaving it doesn't touch your sign-in codes. Everything else Clayside sends is a sign-in code, an invite, or a confirmation, which you asked for by using it.
We never email players. We don't hold a player's email address, we don't ask your club for one, and we don't want one. A player is a name and their scores, and that isn't changing.
6. Who else sees it
Three suppliers, each doing one job. Nobody else, and never for their own purposes.
| Who | What they get | What for |
|---|---|---|
| Cloudflare | Everything: they host Clayside and store every club's database. Your connection passes through them. | Hosting and storage. They process it on our instructions and don't use it for anything of their own. |
| Cloudflare Turnstile | Your IP address, and only on the signup page at /setup. | Telling a person from a bot. It's a privacy-first alternative to reCAPTCHA: no cookie, no tracking across sites, and it isn't on any other page. |
| Resend | The recipient's email address and the message itself. | Delivering sign-in codes, invites, confirmations, and our occasional note to club owners. Nothing else, and never to a player. |
That's the complete list. We'll also hand data over if the law actually requires it (a court order, not a polite request), and if we ever sold the business, the data would move with it, in which case we'd tell you first and this policy would still bind whoever took it on.
One more disclosure worth naming, because it's easy to miss: if a club owner uses the "Ask for Full League" button in the app, their name, email address, club, and the note they type are emailed to us. That's the point of the button (it's a message to a human), but it does mean the message reaches Agentu Ltd rather than staying inside your club.
7. Where it's stored
Clayside is built and run from the UK, by a UK company, under UK GDPR. Your club's data is stored in Cloudflare's D1 database service and served from Cloudflare's network.
Your club's database is pinned to the EU. When we create it we set a jurisdiction that Cloudflare enforces: not a preference for where it should go, but a constraint on where it is allowed to be. It binds the main copy and every read replica alike.
That's a promise we can keep because it isn't ours to break: the constraint is set once when your database is made and cannot be loosened afterwards, by us or by anyone at Cloudflare.
One honest exception, because a policy that only lists the good parts isn't one:
- Email leaves. Resend delivers sign-in codes and invites, and mail in transit is not covered by anything above.
Cloudflare and Resend are both US-headquartered, so where data does travel it's covered by the safeguards UK law requires for international transfers: the UK Addendum to the EU Standard Contractual Clauses, under each supplier's data processing agreement, and both are certified under the UK–US Data Bridge.
8. How long we keep it
| What | How long |
|---|---|
| Your club's league | For as long as your club has a league with us. It's your history: old seasons are the point, so we don't quietly age them out. |
| A trial nobody claimed | 14 days, then the whole database is deleted. If you started a league and walked away, it doesn't sit there for ever. |
| A closed club | Deleted within 30 days of you asking. Export first: once the database is gone, it's gone, and we can't get it back for you. |
| Signup IP addresses | 7 days. |
| Sign-in codes and links | 15 minutes. Invites, 14 days. |
| The admin activity log | For the life of the club, then deleted with it. It's a club's own audit trail, and a trail with holes in it isn't one. |
| Accounting records | 6 years, as UK tax law requires. |
9. Your rights
You can see it, fix it, take it, or have it deleted. Email hello@clayside.app and we'll answer within 30 days. It's free.
Under UK GDPR you can ask us to:
- Show you what we hold about you.
- Correct it if it's wrong: a misspelt name, the wrong email.
- Delete it ("right to erasure").
- Hand it over in a portable file, or send it to someone else.
- Restrict or object to what we do with it, including anything we do on the basis of legitimate interests.
Do it yourself, faster
Some of this doesn't need us at all, and self-service beats waiting on an inbox:
- Export: a club owner can download the club's entire league (every player, every result, every season) as one file, one click, from the app. No request form, no waiting, no charge. That is the whole point of it.
- Correct a name: a club admin can edit it directly.
- Sign out everywhere: signing out ends the session on our side, not just in your browser.
Where to ask
If your request is about a player name in a club's league, your club is the controller: ask them, because it's their decision and they can act today. We'll pass it on and support them if you'd rather come to us.
If it's about your admin account or your signup, ask us directly.
Honest caveat: removing a player from a league doesn't erase the past results they played: a completed season with a hole in the middle isn't a record any more, and the other players in that box have their own interest in an accurate one. If you want your name gone entirely rather than removed from the current roster, say so explicitly and we'll work out with your club how to do it properly.
10. How it's protected
- Each club gets its own separate database. Not a shared table with a club column in it: a different database. One club cannot query another's data, because there's no query that reaches it.
- There are no passwords. You sign in with a link or a six-digit code that expires in 15 minutes. We can't leak a password we never asked you for, and you can't reuse one here that you've used elsewhere.
- Sign-in secrets are stored hashed, never in plain text. A code guessed wrong five times invalidates itself.
- Everything is encrypted in transit (HTTPS, always) and at rest by Cloudflare.
- Access is limited to the people at Agentu who need it to run the service.
If something goes wrong anyway and it puts you at risk, we'll tell the ICO within 72 hours and tell you without undue delay. If you think you've found a security problem, please tell us: our security contact is here.
A limit worth knowing: the shareable link a club posts to its box's group chat is a key. Anyone who has the link can enter scores as anyone in that box. It's built that way on purpose (the alternative is forty accounts and forty forgotten passwords), but treat it like the key to the clubhouse, not a secret.
11. Juniors
Clayside isn't designed for children to sign up to on their own, and you must be 18 to run a club here.
A club may well put junior members' names in a box league, and that's normal, but it's the club's decision as controller, under the club's own safeguarding and consent arrangements. All the league holds about any player is a name and their scores. If you're a parent and you'd rather your child's name wasn't shown, ask the club; they can change it or remove it themselves.
12. Changes
If we change this policy we'll update the date at the top. If a change actually matters (a new supplier, a new kind of data), we'll email club owners rather than quietly reissuing the page and calling it notice.
13. Contact and complaints
Email hello@clayside.app, or write to Agentu Ltd, 10 Campbell Crescent, East Grinstead, West Sussex, RH19 1JR.
If we get it wrong, please come to us first. We'd rather fix it. But you have the right to complain to the UK's data protection regulator at any point, and you don't need our permission or our blessing:
- Information Commissioner's Office: ico.org.uk/make-a-complaint · 0303 123 1113