UK Pool Club – Privacy Policy

UK Pool Club Ltd is the data controller for personal information we use to run UK Pool Club. This notice explains what we collect, why we use it and how you can exercise your rights.

1. Information We Collect

Account and profile. Name, email address, username, region, skill level and profile photo if provided, as well as messages and enquiries you send through the service.
Pool and membership activity. Event entries, match results, rankings, stats, membership status, achievements, loyalty points and reward redemptions. This may include results submitted by opponents or organisers and photos or video taken at events.
Payments and withdrawals. Records of entries, subscriptions, wallet top-ups, credits, refunds, prize payouts and withdrawals, including payment references and bank details where needed for a withdrawal. Stripe processes card details entered at Stripe checkout and provides us with payment and subscription records.
Technical information. IP address, device or browser information, site logs and cookies used for login, security or other site functions.

2. How and Why We Use It

Contract. We use information needed to provide your account, event entries, membership, wallet and withdrawals, administer competitions and rewards you use, and send service messages about your account, payments and events.
Legitimate interests. We use information to maintain accurate results, rankings and stats, prevent fraud and abuse, protect the service, improve how it works and report on UK Pool Club events. Section 3 explains public event coverage and how you can object.
Legal obligation. We keep transaction records and share information when required for accounting, tax or other legal obligations.
Consent. We ask for consent where we rely on it, such as when seeking permission for identifiable event photos or video of under-18s. You can withdraw consent at any time.
Marketing emails. We send newsletters and event promotions where you’ve consented or, where the law permits, to existing customers about similar services. In the latter case we rely on our legitimate interest in keeping customers informed about UK Pool Club. You can unsubscribe using the link in each marketing email or contact us.

The platform uses recorded results and activity to calculate Elo ratings, achievements and loyalty points. When an eligible event is completed, the confirmed results and event payout structure determine the automatic prize credits. Contact us if you think a result, credit or points balance is incorrect and want us to review it.

3. Results, Event Photos & Video

We display competition information such as usernames, match results and standings to run events and keep an accurate playing record. Some results and rankings may be visible to the public.

We may publish adult players’ names or usernames, results, photos and short video clips on our website or official social media, including Facebook and Instagram. We rely on legitimate interests for appropriate event coverage, such as reporting results, recognising players and promoting UK Pool Club events.

You have the right to object to uses based on legitimate interests. To opt out of our public event coverage, email contact@ukpoolclub.com or tell the event host before play. You can also ask us to remove an existing post. If we’ve published something you want removed, tell us the event and share a link or description so we can find it. We can review and remove or edit content we control. Other people may have copied or shared a public post.

For anyone under 18, we ask for specific permission before publishing identifiable event photos or video and involve a parent or guardian as appropriate. You can contact us at any time about how a young player’s information is used.

4. Who We Share Information With

Event organisers and venues receive the information they need to run an event, such as registrations, usernames, scores or contact details where needed for coordination.
Stripe handles card payments and subscriptions. Banks and payment providers receive the details they need to process transactions, including requested withdrawals where applicable.
Render hosts the website and Postmark helps us deliver emails. Other service providers may help us fulfil rewards or support the service where needed.
Public event coverage is visible to people who can access the relevant website or social media page. Social media platforms also handle information under their own privacy notices.
We may share information with regulators, authorities or professional advisers where needed to meet a legal obligation or handle a claim. We do not sell your personal information.

5. International Transfers

Some providers may process information outside the UK, including in the United States. Where UK transfer rules apply, we use an applicable UK adequacy regulation or appropriate safeguards such as approved contractual terms. Contact us for details about a particular transfer or for a copy of the applicable safeguards.

6. Retention & Security

We keep information for as long as needed to provide your account and run the service. When deciding what to keep after account closure, we consider legal record-keeping duties, unresolved payments and disputes, and the need to maintain an accurate competition record. We review requests about published event coverage under section 3.

We take reasonable steps to protect your information and limit access to those who need it.

7. Cookies

We use essential cookies for functions such as signing in, keeping your session active and protecting the site. We ask for consent before using any optional cookies where consent is required by law. You can manage cookies in your browser. Disabling essential cookies may affect some features.

8. Your Rights

You can ask to access or correct your information, and where applicable to erase it, restrict how it is used or receive a portable copy. You can withdraw consent where we rely on it and object to processing based on legitimate interests. You have the right to object to direct marketing at any time.

To exercise your rights, email contact@ukpoolclub.com. You also have the right to complain to the Information Commissioner’s Office (ICO).

9. Changes to This Notice

We’ll update this notice when our use of personal information changes and tell you about significant updates.

10. Contact

For privacy enquiries, email contact@ukpoolclub.com or write to UK Pool Club Ltd, 10 Ivory Place, Brighton, England, BN2 9QE. Our company number is 16550092.