Privacy notice

This notice explains how personal information is used when you use Squono (squono.com): as a parent or guardian, a coach, manager or volunteer, a club administrator, a guest invited to watch a match, or someone who contacts us.

1. Who we are

Squono is run by Wilgenry Software Limited, a private limited company registered in England and Wales (company number 17392061), trading as Squono. Our registered office is 42a Church Street, Hatfield, England, AL9 5AW.

For anything about privacy or your personal information, email hello@squono.com or use our contact form. In this notice, “we” and “us” mean Wilgenry Software Limited.

2. Who is responsible for what

Squono is a private service that sports clubs and schools use to run their teams and share team information and, with Squono Pro, match videos. Two roles apply:

• Your club decides what is filmed and uploaded, who is invited, which children are added to the squad, and who can see each video, photo, result or document. For this team content the club is the controller and we are its processor: we store and show the content only on the club's instructions and for the purpose of providing Squono to the club.
• We are the controller for the information we need to run our own service: user accounts and sign-in, security and fraud prevention, activity logs, service emails, billing clubs, enquiries sent to us, and this website.

If you have a question about a particular video, photo or team, or want a child removed from a recording, your club is usually the right first contact because it decides what is shared. You can also contact us and we will pass your request to the club and help it respond.

3. The information we hold

• Account details: your name, email address, password (stored only as a secure one-way hash), two-factor authentication settings and your preferences.
• Club and team membership: which clubs and teams you belong to, your role (for example parent, coach, manager, camera operator or club administrator), which season you joined, and which children you are linked to as a parent or guardian.
• Players: a child's first name, and optionally surname, shirt number and position, added by the club. We never ask for or store dates of birth. Parents can record a filming opt-out for their child, with an optional note for the coaches.
• Team content: match and training videos, highlight clips, photos, documents, fixtures, scores and (only if the club records them) goalscorers, team news and replies, and the club's filming policy.
• Availability: if your club uses it, whether you or your child can make a match or training session, and any note you add.
• Viewing and device information: where you stopped watching a video (so you can carry on), TVs you have paired, and the devices and browsers you are signed in on.
• Security and activity records: sign-in events, a log of important actions (for example who published, shared or removed a video) and IP addresses, which we store only in scrambled (hashed) form in these logs.
• Safeguarding reports: if you use “Report a concern” or ask for content to be removed, what you tell us and the club.
• Guests: if a club invites someone outside the club (such as an opposition manager) to watch a match, that person's email address, name if given, and a record of when the invitation was opened and used.
• Billing (clubs only): the club's billing contact, billing address, invoices, plan and payment status. Card payments are handled by our payment provider; we don't see or store full card numbers. Squono is free for parents – the only time a parent pays Squono is if they choose to buy a Season Pass for their team's Pro. If a club collects money (such as subs) through Squono Payments, families pay the club directly – by bank transfer to the club's account, or by card through Stripe on the club's own Stripe account; we keep a record of what was paid, when and how, but never full card details.
• Messages to us: what you send through our contact form or by email, including data protection requests and complaints.

4. Where the information comes from

• From you, when you accept an invitation, register through a team's sign-up link, register a club, use the service or contact us.
• From your club, when a club administrator, manager or coach invites you, adds players to the squad, links you to your child, uploads recordings or records results.
• From our own systems, when you sign in, watch videos or take actions (security and activity records).
• From our payment provider, about the status of a club's payments.

5. What we use it for, and our lawful basis

Where we are the controller, we rely on these lawful bases under the UK GDPR:

For team content, the club decides its lawful basis for filming and sharing. We process that content only to provide the service to the club. We don't sell personal information, we don't show advertising, and we don't use videos or children's information to profile anyone.

6. Children's information

• Photos and videos of children are personal data. Clubs using Squono must have a lawful basis for filming and sharing, and must tell parents how recordings are used, as The FA's Guidance Note 8.3 on photographing and filming children expects. Clubs can publish their filming policy in Squono for every member to read.
• The FA recommends that parents are given the chance to opt their child out of filming. Parents can set a filming opt-out for their child in Squono. Only the team's coaches and managers, and the child's own parents or guardians, can see it.
• Children don't have Squono accounts. There are no public profiles, no search listings and no messaging between adults and children. We show a first name and initial wherever we can, and email subject lines never include children's names, team names or scores.
• Everything is private by default. Only people the club invites can see team content, and nothing is published until a coach or manager checks it.
• If you want a child removed from a video or photo, use “Request removal” on the video, or contact your club or us. See our safeguarding page.

7. Who we share information with

Inside Squono, team content is shown only to the people your club allows. Outside Squono, we use these service providers to run the service. They act on our instructions and must keep the information secure.

We will name any provider on request. We may also share information where the law requires it (for example with the police or a court), to protect a child or anyone else from harm, or with professional advisers under a duty of confidentiality. If our business were sold or reorganised, information would pass to the new owner under the same protections.

International transfers. Mux is based in the United States, and other providers may process data outside the UK. When personal information is transferred outside the UK, we make sure it is protected by a transfer mechanism recognised under UK law – for example UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework where the provider is certified under it), or the ICO's International Data Transfer Agreement or Addendum to the EU standard contractual clauses. Contact us for details.

8. How long we keep information

• Full match recordings: 12 months by default. A club owner can choose a different period within the limits shown in the club's settings. Coaches are warned before a recording is due to be removed and can keep a match on hold if it is still needed.
• Highlights and touchline clips: while the team has Squono Pro, unless the club sets a shorter period. If the team's Pro ends, they are kept for 90 days, then archived and deleted 30 days later, together with any clips made from them. The club's owners, admins and the team's managers are emailed before this happens. They are kept if Pro is turned back on first, or if the club puts them on hold or sets a keep-until date. Clips made from a full match are deleted with that match. Clubs, coaches and managers can delete any video or clip at any time.
• Photos, documents and team news: until the club or the person who added them deletes them, or the club closes its account.
• Emergency and medical information (only if the team uses it): deleted, together with any concussion flags and the record of who viewed it, 30 days after the player leaves the team or after the team is archived. A parent or guardian can delete it at any time.
• In-app notifications: deleted 180 days after they were created, whether or not they have been read.
• Comments on matches, training sessions and events: deleted 180 days after the event, together with their reactions and the notifications about them (straight away if the event itself is deleted). You can delete your own comments at any time, and the team's coaches and managers can hide any comment.
• Copies of emails we send: kept for 90 days so we can check what was sent. Emails that failed to send are deleted after 30 days (or sooner, if our administrator clears them).
• Bank details for an expense claim: stored encrypted, and deleted when the claim is paid or rejected, or 60 days after it was approved if it still hasn't been paid – you are then asked to enter them again. Only the last four digits of the account number are kept with the claim.
• Gifts to a club fundraiser: your name, email address, message and (only if you chose Gift Aid) your Gift Aid declaration and home address are kept for the club's records until 6 years after the end of the club's accounting year – the period HMRC requires for Gift Aid records – or 7 years from the gift if the club hasn't set its year end. A gift that never arrives is removed after 90 days. The amount and date stay in the club's accounts without your details.
• Accounts: while you are a member of a team or club. If you ask us to delete your account, sign-in stops immediately (including on paired TVs) and your personal details are removed or anonymised after 30 days (so you can change your mind). At that point copies of emails sent to you are deleted from our outbox, and invitations addressed to you keep only the fact that they were sent, without your email address, name or message. Content you uploaded to a club stays with that club unless the club removes it.
• Payments, dues and credits with a club: kept in the club's records for its accounts. If you delete your account, they stay with the club but no longer show your name or email address.
• Volunteer checks (DBS and other checks a club records about its volunteers): kept by the club as part of its safeguarding records. If a volunteer deletes their account, these records stay with the club, shown as “Deleted account”, until the club removes them; reminders about them stop.
• Activity and security logs: kept while the club uses Squono so that the club and we can check who did what. They don't contain children's names or message contents, and the person's details are anonymised if their account is deleted. Sign-in sessions are removed a day after they expire. Records of payment, video and email-delivery messages from our providers are deleted after 90 days, and the record of when a guest opened or played a shared match after 13 months.
• Paired TVs: removed 30 days after the pairing expires or the TV is signed out, and straight away if you ask to delete your account.
• Billing records: kept for as long as the law requires for accounting and tax purposes (normally six years).
• Enquiries and complaints: for as long as needed to deal with them and any follow-up.

When a club closes its account we give it notice before its videos are deleted. Squono is not a backup service – clubs should keep their original camera files.

9. How we protect information

• Every video, photo, clip and document is checked against the club's sharing settings on our servers before it is shown.
• Videos are streamed with short-lived signed links, and files are downloaded through links that expire within a minute, so a copied link stops working.
• Downloads are off unless a club turns them on for a particular video.
• Passwords are hashed, club administrators must use two-factor authentication, and all traffic is encrypted in transit.
• Our own staff can't see a club's content unless the club approves time-limited support access, which is logged.

No system is perfectly secure. If a personal data breach is likely to put you at risk, we will tell the club and, where required, you and the ICO.

10. Your rights

Under UK data protection law you have the right to:

• access the personal information we hold about you (you can also download a copy from Your data in your account);
• rectification – have inaccurate information corrected;
• erasure – have your information deleted (you can ask to delete your account from Your data);
• restriction – ask us to limit how we use your information;
• object to our use of your information where we rely on legitimate interests;
• data portability – receive information you gave us in a reusable format;
• withdraw consent at any time where we rely on consent (for example, news emails).

To make a request, email hello@squono.com or use our contact form and choose “Data protection request or complaint”. We may need to confirm your identity. We will respond without undue delay and within one month. Where the request is about team content that your club controls, we will pass it to the club and help it respond. Parents can make requests on behalf of their children.

11. Complaints

If you are unhappy with how we have used your personal information, please complain to us first by emailing hello@squono.com or using our contact form (choose “Data protection request or complaint”). We will acknowledge your complaint within 30 days, look into it properly, and tell you the outcome without undue delay.

If you are not satisfied with our response, you can complain to the Information Commissioner's Office (ICO), the UK regulator for data protection: ico.org.uk/make-a-complaint or call 0303 123 1113 (Monday to Friday, 9am to 5pm (excluding bank holidays)).

12. Cookies

We only use cookies that are strictly necessary to run Squono or to remember choices you make. We don't use advertising or tracking cookies or third-party analytics, so we don't ask for cookie consent.

Our video player has the video provider's viewer analytics and cookies switched off. The match-day checklist in our recording guides remembers your ticks in your browser's storage on that device only.

13. Changes to this notice

We will update this notice when the way we use information changes. The date at the top shows when it was last changed. If a change is significant, we will tell club administrators, and we will tell members by email where the change affects them.

14. Contact

Wilgenry Software Limited (trading as Squono), 42a Church Street, Hatfield, England, AL9 5AW. Company number 17392061. Email hello@squono.com or use our contact form.