Privacy Policy
Last updated 4 August 2026
LogInToMy.Club is club management software for martial arts clubs. It is provided by Log In To My Club Ltd, a company registered in England and Wales (company number 17205186).
This policy explains what personal data the platform holds, why, and what you can do about it. It covers the website, the member portal and the LogInToMy.Club mobile app.
Who is responsible for your data
Your club decides what to record about you. Each club using LogInToMy.Club is the data controller for its own members' information: it chooses what to collect, who can see it, and how long to keep it. Log In To My Club Ltd is the data processor, acting on that club's instructions.
So if you are a club member and want to see, correct or delete your information, ask your club first - they can do all of that themselves within the platform. We will always help a club act on such a request, and we will pass on any request that reaches us directly.
That relationship is set out in a written data sharing agreement between each club and Log In To My Club Ltd, which governs what we may do with the information a club holds on the platform.
We are the data controller for a smaller set of information in our own right: the accounts of the people who run clubs, our billing records with those clubs, enquiries made through this website, and support correspondence.
What the platform holds
Exactly what is recorded depends on what a club chooses to use. Across the platform, it can include:
- Member details - name, preferred name, date of birth, gender, contact details, and the club location they train at.
- Emergency contacts - name, relationship and telephone number of the people to call if something happens in a session.
- Medical information - free-text notes a club records so instructors know about conditions, injuries or allergies relevant to training.
- Photographs - a member's profile photo, where the club uses them.
- Training records - attendance, gradings and promotions, belts and grades, achievements, accolades, and licence numbers and expiry dates.
- Notes - free-text notes made by club staff about a member.
- Payment information - membership fees, payment history, and Direct Debit mandates. Card and bank details are handled by our payment providers and are never stored on our systems.
- Account information - email address, password (stored only as a cryptographic hash), and login activity.
- Mobile app information - a notification token identifying the device so notifications can reach it, and the platform (iOS or Android). We do not collect location data, contacts, or advertising identifiers.
Children's information
Many martial arts club members are children. Where a member is a child, their account is normally held and managed by a parent or guardian, and it is the club that decides what to record about them.
The mobile app is intended for parents, adult members and club staff. It is not directed at children, contains no advertising, and does not profile anyone.
Why we hold it, and on what basis
| Purpose | Lawful basis |
|---|---|
| Running club membership, attendance and grading records | Contract with the club, and the club's legitimate interests in operating its classes |
| Emergency contacts and medical information | Protecting the vital interests of the member; safeguarding |
| Collecting membership fees | Contract |
| Sending notifications, emails and app messages about club activity | Legitimate interests in keeping members informed |
| Keeping the service secure and working | Legitimate interests |
| Meeting our legal and accounting obligations | Legal obligation |
Who else is involved
We do not sell personal data and we do not share it for advertising. We use a small number of service providers to run the platform, each acting under contract and only on our instructions:
| Provider | What for |
|---|---|
| Laravel Cloud and Amazon Web Services | Hosting the application, databases and uploaded files |
| GoCardless | Direct Debit mandates and membership payments |
| Google (Firebase Cloud Messaging) | Delivering notifications to the mobile app |
| Mailtrap | Sending transactional email |
| Laravel Nightwatch | Application error and performance monitoring |
We may also disclose information where we are legally required to, or where it is necessary to protect someone's safety.
How long it is kept
Member information is kept for as long as the club continues to use LogInToMy.Club, because a club's records - attendance, grades, licences - are records it needs to keep. A club can delete a member's information at any time.
When a club stops using the service, its data is deleted after a short retention period that allows for accidental cancellation and any final billing. Financial records are kept for as long as tax law requires.
Where data is held
The platform is hosted in the United Kingdom, in Amazon Web Services' London region. Some of our providers may process limited data outside the UK; where they do, that transfer is covered by the safeguards required by UK data protection law.
Cookies
We use cookies that are necessary for the service to work: keeping you signed in, remembering your session, protecting forms against cross-site request forgery, and remembering preferences such as light or dark appearance. We do not use advertising or analytics cookies, and there is nothing to track you across other websites.
Your rights
You have the right to:
- ask what personal data is held about you, and get a copy;
- have inaccurate information corrected;
- ask for information to be deleted, where there is no overriding reason to keep it;
- object to, or ask us to restrict, certain processing;
- ask for a copy of information you provided in a portable format;
- withdraw consent, where processing relies on consent.
If you are a club member, the quickest route is your club - they hold and control your records. If you would rather come to us, or your club is unresponsive, contact us on the address below and we will help.
You can also complain to the Information Commissioner's Office (ico.org.uk), the UK's data protection regulator, though we would appreciate the chance to put things right first.
Security
Each club's data is held in its own separate database. Access requires an account with appropriate permissions, passwords are stored only as cryptographic hashes, and all traffic is encrypted in transit. Access to sensitive information such as medical notes is restricted by role within each club.
Changes to this policy
If this policy changes materially, we will update the date at the top and, where the change affects members meaningfully, tell clubs so they can pass it on.
Contact
Log In To My Club Ltd
hello@logintomy.club