Huddle Events Ltd (“Huddle”, “we”, “us”, or “our”) is committed to protecting the privacy and security of the personal data we collect.

This Privacy Policy explains how we collect, use, store and protect personal data when you:

• visit our website
• register for a Huddle event
• interact with us as a school, student, parent, partner or supplier
• communicate with us or subscribe to updates

It also explains your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Data Controller: Huddle Events Ltd

Address:
22 Grosvenor Gardens,
London,
UK,
SW1W 0JP

Email:
hello@huddle-events.com

Huddle Events Ltd is responsible for determining how and why your personal data is processed.

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us using the details above.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled improperly.

2. The Types of Personal Data We Collect

Depending on your relationship with Huddle, we may collect the following categories of personal data.

Identity Data

• Name
• Date of birth
• Gender
• School or team affiliation

Contact Data

• Email address
• Telephone number
• Address
• Parent/guardian contact details

Event Participation Data

• Sport or event participation information
• Team information
• Competition results or statistics
• Event registration information

Health and Safety Data

Where necessary for event safety:

• medical conditions
• allergies
• injuries
• emergency contact details

This information is collected only where necessary to ensure participant welfare during events.

Media and Content Data

• photographs
• video footage
• livestream recordings
• interviews or quotes

Transaction Data

• payments made for events
• invoices
• booking information
• Payment details are typically processed by third-party payment providers.

Technical Data

When you use our website:

• IP address
• browser type
• device information
• website usage data

This may be collected through analytics tools.

3. How We Collect Your Data

We collect personal data in several ways:

Directly from you

When you:

• register for an event
• contact us
• subscribe to updates
• interact with our website

From schools or team organisers

Many participants are registered via:

• schools
• coaches
• team managers
• event organisers

These parties may provide participant details necessary to organise the event.

Automatically

When you use our website, certain information may be collected automatically through cookies or analytics tools.

4. How We Use Your Personal Data

We only process personal data when we have a lawful basis under UK GDPR.

To organise and operate events

Including:

• managing event registrations
• organising teams and fixtures
• communicating with schools and participants

Legal basis: Contract / Legitimate interests

To ensure participant safety

Including:

• emergency contacts
• medical or dietary information
• safeguarding procedures

Legal basis: Vital interests / Legal obligations

To communicate with participants, schools and partners

Including:

• event information
• logistics updates
• operational communications

Legal basis: Contract / Legitimate interests

Marketing and updates

We may send updates about:

• future events
• news or announcements
• opportunities related to Huddle

You can unsubscribe at any time.

Legal basis: Consent or legitimate interests.

To improve our website and services

Including analysing:

• website traffic
• engagement with content

Legal basis: Legitimate interests.

To comply with legal obligations

Including:

• financial reporting
• insurance requirements
• safeguarding obligations

Legal basis: Legal obligation.

5. Children’s Data

Many Huddle events involve students and young athletes under the age of 18.We recognise the importance of protecting children’s personal data.

When processing children’s data we:

• collect only the information necessary for event participation
• rely on schools, teams or parents/guardians to provide appropriate consent where required
• implement safeguards to protect student privacy

Where appropriate, parents or guardians may contact us to:

• access their child’s data
• request corrections
• request deletion where lawful.

6. Photography, Video and Media

Huddle events may include:

• photography
• livestream broadcasts
• event highlight videos
• promotional media

These may be used:

• on our website
• on social media channels
• in marketing materials
• in broadcasts or partner content.

Where possible, media use is managed through event registration terms and school consent processes.

7. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to deliver our services.

Examples include:

• event venues
• event production partners
• streaming or broadcast partners
• payment processors
• travel or accommodation providers
• IT and technology providers
• marketing and email platforms
• insurance providers

These organisations are required to handle your data securely and only for authorised purposes.

We may also share personal data where required by law or to protect legal rights.

8. International Data Transfers

Some of our partners or service providers may be located outside the United Kingdom.

Where personal data is transferred internationally, we ensure appropriate safeguards are in place, such as:

• transfers to countries recognised as providing adequate protection; or
• contractual safeguards such as Standard Contractual Clauses.

9. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

• restricted access to data
• secure systems and storage
• confidentiality obligations for staff
• contractual protections with service providers

However, no internet transmission can be guaranteed to be completely secure.

10. How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• event administration
• legal or insurance obligations
• dispute resolution

Retention periods may vary depending on the type of data and regulatory requirements.

11. Your Data Protection Rights

Under UK data protection law, you may have the right to:

• access your personal data
• correct inaccurate information
• request deletion of your data
• restrict how your data is used
• object to processing
• request transfer of your data to another provider.

To exercise any of these rights, contact:

hello@huddle-events.com

We may need to verify your identity before fulfilling requests.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

12. Cookies and Website Tracking

Our website may use cookies or similar technologies to:

• analyse website traffic
• improve user experience
• understand how visitors interact with the site.

Where required, cookie consent mechanisms will allow you to manage your preferences.

Further details may be provided in a separate Cookie Policy.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be published on this page, and where appropriate we will notify users.

14. Contact

If you have any questions about this policy or how your data is handled, please contact:

Huddle Events Ltd
hello@huddle-events.com