For chairs and safeguarding officers
Safeguarding and data protection
A box league is names and scores, so names and scores are nearly all we hold. A player signs up to nothing, has no password and gives no email address, which means there is nothing about a junior in your league to leak, to share with an opponent, or to forget to delete.
One page · Nothing to request · Nothing behind a form
The whole record
What your club's league holds about a player
This is the complete list, taken from the database your club's league runs on. Nothing is left out of it to make the page read better.
- Their name
- Typed by whoever built the box. It is what the table, the fixture list and the results show, and for most players it is the whole record.
- Which boxes they are in
- This season and any earlier one, so the standings can be worked out and last season can still be read.
- Their results
- The score, the date, who entered it and who confirmed it. That last part is what makes a disputed score answerable.
- A ladder place, if your club runs one
- Their matches and the rating worked out from them. The rating is recomputed from the match list every time it is read, so correcting a score corrects everything downstream.
- A player record, once they tap a box link
- Their name again as a label, which box link they came in on, the day they first tapped it and the day they were last seen. There is no email address on it, no password, and nothing they filled in.
- A signed-in browser
- One cookie on their phone, and a one-way hash of it here. We store the fingerprint of a session, never anything that opens one.
There is no email address for a player, no phone number, no home address, no date of birth, no membership or LTA number, no password, no gender, no photograph and no rating brought in from anywhere else. There is no field for any of them, so there is no way for a well-meaning organiser to put one in.
Two places do hold free text an admin types: the reason given for deleting a score, and the club's own activity log, which records who changed what. Our Terms already say what those are not for. They are not the place for medical notes, safeguarding records or a comment about somebody you would not say to their face.
What this page does not claim is that there is no record. A player who taps a box link is given the player record listed above, because something has to remember which name on the screen is theirs. It carries no address and nothing they filled in, and it is deleted with the club.
Juniors
The trade your club is making
A club box league with juniors in it is normal, and every tool that runs one asks for something different in return. The LTA's own Box League Manager is the fair comparison, because it is free to a registered venue and it is the tool a club is most likely to be choosing between.
Neither answer is wrong. The LTA's tool exists partly so that organisers can arrange matches on players' behalf, and it cannot do that without contact details. We do not do it, so we do not ask. A club with juniors in its boxes should know which trade it is making.
| What | Clayside | LTA Box League Manager |
|---|---|---|
| What a player needs | A link. No account, no password, nothing to install | An LTA account, signed in at competitions.lta.org.uk [5] |
| What the club holds about a player | A name | Name, LTA number, group, position, phone and email [4] |
| What opponents see about each other | Nothing. There is nothing to see | Each other's contact details, taken from LTA Advantage membership, emailed when matches are generated [5] |
Checked on . Where every fact about the LTA tool came from. The fuller comparison is on its own page.
For the folder
What a committee needs on file
Who is responsible for what. Your club decides who goes in its league, so your club is the controller for those names and we are the processor. We never see a membership list and we do not decide what goes in a box. For your organisers' own accounts, and for the details given when somebody starts a league, we are the controller. That split is set out in section 2 of our Privacy Policy.
The processor terms. Written out on one page, covering the Article 28(3) list: subject matter and duration, the nature and purpose, the kinds of data and the people it is about, your instructions, confidentiality, security, sub-processors, help with a request from a player, what happens at the end, and audit. Nothing to request and nobody to email first.
Where the data lives. Your club's league is a database of its own, not a shared table with a club column in it, and it is pinned to the EU when it is made. That constraint is set once and cannot be loosened afterwards, by us or by anyone at Cloudflare. Our sub-processors are named in full, with what each one gets and what for.
What we never do. No analytics of any kind, no advertising, no profiling, no third-party fonts or scripts on the pages your members read, and nothing sold or shared with anybody. There is one cookie and it signs an organiser in. You have not seen a cookie banner here because there is nothing to ask you about.
Getting it back, and getting rid of it. A club owner can export the whole league as one file at any time, and ask us to delete the lot. How long we keep what, and what happens if a breach ever puts somebody at risk, is in the Privacy Policy. We report to the ICO within 72 hours.
Age. You have to be 18 to run a club here. A club putting junior members' names in a box league is doing so as controller, under its own safeguarding and consent arrangements, which is the same footing as the fixture list on the noticeboard.
Questions
Questions a safeguarding officer asks
Does a junior need an account?
No. There is nothing for a player to sign up to. Your organiser puts a name in a box and shares one link with the box, and a player taps the link and taps their name. No email address, no password, no app to install, and no age check to fail, because there is no account being created.
A player who has tapped the link does get a record in your club's database: their name again as a label, which link they came in on, and when they were last seen. That is the whole of it, and it is listed in full above. We would rather write that down than claim there is no record at all.
Can players see each other's contact details?
There are none to see. We do not hold a player's email address or phone number, we do not ask your club for one, and there is no field to put one in.
Players arrange their matches the way they already do, in the group chat or at the club. That is a real limitation and it is worth knowing before you choose: if your organisers arrange matches on players' behalf and need contact details to do it, you want a tool that holds them.
Who can see our league?
Anyone who has your club's Clayside address can read this season: the names in each box and the scores. It is the table you would otherwise pin to a noticeboard. Earlier seasons need somebody to be signed in, so a passer-by cannot walk back through every roster your club has ever entered.
No club address of ours is offered to search engines. Every one of them answers a crawler with "do not index", on every path, before anything else happens.
The one thing to treat carefully is the box link itself. Anyone holding it can enter scores as anyone in that box, which is the trade that makes the whole thing work without forty passwords. Post it in the box's group chat, not on a public page.
Can we take a player's name off?
Yes, and your club can do it without asking us. An organiser can correct a name or remove a player from a roster in seconds, which is faster than any request to us could ever be.
One honest caveat, the same one our privacy policy makes: removing somebody from a current roster does not erase results they have already played. A finished season with a hole in it is not a record any more, and the rest of the box has its own interest in an accurate one. If a name has to go entirely, say so and we will work out with your club how to do it properly.
Where are your Article 28 processor terms?
On one page, written out clause by clause: what we process, for how long, on whose instructions, who our sub-processors are, what happens at the end, and what we do if something goes wrong. Print it and file it.
Your club is the controller for the names in its league and we are the processor. That split is set out in our Terms and our Privacy Policy, and the processor terms are the annex a committee actually needs to keep.
What happens to the data if we stop using Clayside?
A club owner can download the whole league, every player, every result and every season, as one file, at any time, from inside the app. No request form and no charge. It works on your last day as well as your first.
Ask us to delete the club and the database goes within 30 days, and no backup survives it. Export first, because that is final.
Sources
Where this came from
Everything above about LTA Box League Manager was read on , on these pages:
- LTA: what is Box League Manager?
- LTA: who can use Box League Manager and Results Manager?
- LTA: how can I apply for access?
- LTA: Box League Manager Tool User Manual (PDF, November 2022)
- LTA: Box League Manager, how to enter a box league (PDF, December 2022)
Everything above about Clayside is checkable on the live demo, in the guide, and in our Privacy Policy.
Product and company names on this page belong to their owners. Clayside is not affiliated with, endorsed by or connected to any of them. We check these pages three times a year. If we have got something wrong about your product, tell us at hello@clayside.app and we will fix it.
If it is approved
One box is free for good, with no card
Start with a single box and see what your members are actually asked for, which is a link and their own name. Nothing here needs a decision from the committee first.