Privacy Policy

1. Who is responsible for your data

Footy Fits Ltd (company number 15020917) of 82a James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE is the “controller” of your personal data for the Scrapbook Builder and the Footy Fits app (for Android and iPhone). Contact us about privacy at info@footyfits.co.uk.

2. What we collect

3. Children’s information

The Scrapbook Builder and the Footy Fits app are used by adults: parents, guardians, family members, coaches and team managers. You must be 18 or over to create an account. Scrapbooks, teams and award designs often include photos, videos and names of children. We only use this content to make what you asked for (your scrapbook, awards and other products), to show your squad in the app, and to play your video highlights. It’s stored privately and never shared, sold or used for marketing.

When you add content showing other people’s children (including squad names and player photos), you confirm you have their parent or guardian’s permission (see our Terms of Sale). A parent or guardian can ask us to remove an image or video of their child at any time by emailing info@footyfits.co.uk.

4. Why we use your information

5. Who helps us (and sees your data)

We use trusted companies to run the Scrapbook Builder. They only use your data on our instructions and must keep it secure:

• Supabase: our database and private file storage for your photos, videos and account.
• Vercel: hosts the website, and counts visits to it (see Cookies and analytics below).
• Stripe: takes card payments.
• Resend: sends our account and order emails.
• Shopify: runs the Footy Fits shop, its checkout and the one-time-code sign-in the app uses.
• OpenAI: creates AI award designs. It receives only the text you type (such as team and player names and the month) and your design choices, never your photos or crest, and doesn’t use them to train its models.
• Expo, Google (Firebase Cloud Messaging) and Apple: build the app, deliver its notifications to your phone and its updates. If the app crashes or hits an error, Expo receives a report (what went wrong, the app version and your phone’s make and system version, not your name or what you were designing) so we can fix it.
• Our printer and delivery companies: receive the print files for your book and your delivery name, address and phone number, only to make and deliver it.

Some of these providers may process data outside the UK (for example in the USA or EU). Where they do, it’s protected by approved safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses, or by a UK adequacy decision.

We’ll only share your data with anyone else if the law requires it.

6. Video highlights and QR codes

Videos are stored privately. Each one has a unique, hard-to-guess link that’s printed in your book as a QR code, and anyone who scans the code or has the link can watch that video. Videos aren’t listed or searchable on our website or by search engines. You can ask us to take a video down at any time; its QR code will then stop working.

Season Memories videos

When you order a Season Memories video, you upload photos, video clips, your team’s badge and (if you like) your own music, and choose your team name and colours. We use them only to make your presentation video, show you a watermarked preview, and deliver the finished video to you (as a download, or on a USB we post to you). Before you make a preview, we ask you to confirm you have permission from the parents or guardians of any children shown, and from any adults, and we record when you confirmed it.

• Your uploads are stored privately. Only you, anyone you’ve added as a manager of the same team, and Footy Fits staff who make and post your video can see them. There are no public galleries, and nothing is searchable.
• Videos are made automatically by our own rendering computer, which downloads your files, makes the video, then deletes its working copies.
• Download links are private and stop working after a short time; a fresh one is made each time you press Download.
• We never use your photos or videos to train artificial intelligence, and we don’t use them for marketing.
• We delete your uploaded photos and clips 30 days after your order is complete (for USB orders, once it’s been posted), the finished video 90 days after it’s ready, and unpaid drafts after 90 days without changes. You can delete your uploads sooner yourself from your order page, or ask us at info@footyfits.co.uk.

Group message videos

An organiser (with a Footy Fits account) starts a group video and shares a private link, usually in a team’s group chat. Anyone with the link can send a short video message without an account, giving their name, optionally the player’s name, a short note for the organiser and a photo. Before sending, they confirm they’re in the video themselves or are the parent or guardian of any child in it, and we record when they confirmed it and the wording they agreed to. We use the messages only to make that one video.

• Messages are stored privately. They can be seen by the organiser (who decides which go in the video) and Footy Fits staff who make and post it, and then by the person the video is for and anyone the organiser shares it with. People with the link can’t see anyone else’s message. Other managers of the same team can’t see the project, in case it’s a surprise for them.
• The link is long and random, isn’t listed or searchable anywhere, and the organiser can close it or replace it at any time. It closes at the organiser’s deadline and once the video is ordered.
• To stop misuse we limit how many messages can be sent from one phone or network. For this we keep a scrambled code made from the network address, which changes every day and can’t be turned back into the address. We don’t keep the address itself.
• We only email the organiser. We never email the person the video is for or the people who sent messages, and we don’t use anyone’s details for marketing.
• A contributor can delete their own message from the phone they sent it from until the video is made, or ask the organiser or us. We delete the uploaded messages and photos on the same timetable as Season Memories videos (above), and the organiser can delete them sooner from their order page.
• We can’t control what happens to the finished video once it’s been downloaded and shared, so please only send a message you’re happy for the team to see.

Player Power Posters

A Player Power Poster shows one player’s photo, the name chosen for the poster (we suggest a first name and surname initial), an optional shirt number, position and tagline, and fun ratings chosen by the family or coach. Anyone can make a single poster, with or without an account. A coach or organiser can also make posters for a squad and send each family a private link to add their own player. Whoever adds a photo confirms they’re the player’s parent or guardian (or have their permission) and that they have permission to use the photo, and we record when they confirmed it and the wording they agreed to. We use the photos and details only to make, show and print those posters.

• Photos and details are stored privately. A family’s link opens their own player’s poster only: they can’t see anyone else’s. The organiser who sent the link can see and change what a family adds, and Footy Fits staff see it to print the posters. There are no public galleries and nothing is searchable.
• Each link is long and random and isn’t listed anywhere. The organiser can stop a link working at any time, and links stop working once the poster is approved.
• If you make a poster without an account, a private key kept in your browser lets you carry on. If you give us your email we send you a link back to your poster, and we use your email only for your poster and order.
• Ratings are just for fun, chosen by the family or coach. They aren’t an assessment of the player and we don’t use them for anything else.
• We never use the photos to train artificial intelligence, and we don’t use them for marketing. A real child appears in our example posters only with their parent’s permission, and customers’ posters never do.
• A family can remove their photo and details from their link until the poster is approved, and anyone can ask us to delete a child’s photo and details at any time. We delete photos and ratings 30 days after an order has been posted, print files after 90 days, and posters that are never ordered after 90 days without changes.

Starting XI Posters

A Starting XI Poster shows a team’s line-up: the names you type (we suggest first names and a surname initial), with optional shirt numbers, positions and captain, plus the team name, badge, colours and any coach name or message you add. There are no photos of players. Anyone can make one, with or without an account. Whoever orders confirms they’re the team’s coach or manager, or a parent with the team’s agreement, and that they’re happy for the names to be printed, and we record when they confirmed it.

• Designs are stored privately and only used to show you your poster and print it. There are no public galleries and nothing is searchable.
• If you make one without an account, a private key kept in your browser lets you carry on. If you give us your email we send you a link back to your design, and we use your email only for your design and order.
• When you order, the shop basket is told the poster and team name only, never the players’ names.
• “Save your team for next time” saves the team name, age group, season, colours and badge to your account. The players’ names are only saved to your squad if you tick the separate box to do that.
• You can delete a design that hasn’t been ordered at any time. We delete unordered designs after 60 days without changes, and print files 90 days after your order has been posted. We never use your poster in our marketing, and our examples use made-up names.

7. How long we keep things

8. Keeping it safe

Your photos and videos are stored privately and are only shown through short-lived secure links. Only you (and our small team, when needed to help you or fulfil an order) can see your scrapbooks. All connections to the site are encrypted.

9. Cookies and analytics

We only use cookies that are strictly necessary to keep you logged in and the site working securely. We don’t use advertising or tracking cookies, so there’s no cookie banner. If you start making something without an account, the same kind of cookie holds your guest session so your work is saved in your browser. Guest sessions that are never used to make anything are deleted after 30 days.

To see how the site is used, we count visits with Vercel Web Analytics: which pages are viewed, the referring site, and your broad location, browser and device type. It doesn’t use cookies or store anything on your device, and it doesn’t identify you. Visits are grouped using a code that is reset every day and can’t be traced back to you. We never share this with advertisers.

We sometimes suggest other things you might like (“goes well with”). We count how often each suggestion is shown and clicked, and when you follow one and then order, we note that against your shop basket or your account so we can see which suggestions are useful. Nothing extra is stored on your device for this.

10. Your rights

You have the right to:

• see a copy of the personal data we hold about you;
• have it corrected (you can update your details yourself under My account);
• have it deleted, including your account, scrapbooks, designs, teams and videos (except records we must keep by law). You can delete your account yourself in the app (Account, then Delete account) or at create.footyfits.co.uk/account/delete;
• restrict or object to how we use it;
• receive your data in a portable format.

To use any of these rights, email info@footyfits.co.uk. We’ll respond within one month. If you’re unhappy with how we handle your data, please tell us first. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

11. Changes to this policy

If we make important changes we’ll tell you by email or on the site. The date at the top shows when this policy was last updated.