What Eddy holds and why
| What | Why |
|---|---|
| Your name, email, phone numbers and address | To sign you in, run your membership and contact you. |
| Date of birth | Age rules, league registration and membership type. Your team sees a birthday greeting on the day. |
| HKID or passport number, and a copy | League registration and membership checks. |
| Photo | So coaches and officers know who you are. |
| Membership application: work details, family members, previous clubs | To decide and process your membership. |
| Guardian details, for players under 18 | Consent, and a contact for the player. |
| Bank details, for new members | To set up membership payments. |
| Medical conditions and an emergency contact | Your safety at training and matches. |
| Signatures | Applications, waivers and declarations. |
| Hockey records: teams, position, availability answers and notes, selections, match cards, suspensions, ranking | To pick legal squads and run the season. |
| Event answers, including dietary needs and guests, and payment screenshots | To run events and check payments. |
| Kit sizes and the kit you hold; umpiring duties; volunteering, season plans and quiz results | To run the section. |
Eddy also keeps a record of changes to people and fixtures: who changed what, and when. For personal and bank details it records only which field changed, never the value.
Who sees it
People see what their role needs. The server checks every request, so the app can't show more than this.
- You see everything about you on My details.
- Other players see your name, shirt number, position and availability answer on your team's fixtures, and a birthday greeting on the day.
- Coaches see your hockey details, availability and notes for their teams.
- Officers see what their office needs. For example, the Membership Officer sees membership details; the Men's Convenor sees what league registration and suspensions need; the Kit Convenor sees kit sizes; the Social Secretary sees answers and payments for their events; the Umpire Coordinator sees umpiring duties. Section Captains run the section and see most screens.
- The league receives the details needed to register you.
When a coach or officer messages you on WhatsApp, the message opens in WhatsApp on their own phone; Eddy doesn't send it. Messages sent from Eddy's lists are logged with the number and text.
Calendar feeds are private links that work without signing in. Anyone with your link can see that feed, so don't share it.
Where it is kept
Eddy uses a few service providers: to run the app, hold the database and files, send email, and for its AI features. They handle your data only to run Eddy.
- Files (photos, ID copies, signatures, forms) open only through private links that expire: documents within hours, photos within days.
- The AI drafts commitment review text, tidies application answers, and reads ID documents and payment screenshots to suggest details. It is used with data collection turned off.
- Backups are encrypted.
How long it is kept
- 13 months after you were last active (playing, answering, applying, an event or a duty), your personal details are removed: contact, address and work details, ID and bank details, family, guardian and medical details, applications and declarations, availability notes, event answers and payment screenshots. Files go 35 days later.
- What stays is the club's record: your name, teams and position, membership dates, appearances, selections, match cards, league registrations, duties, offices held, event attendance, and amounts owed and paid.
- Delete my profile, at the bottom of My details, removes your details straight away and logs you out.
- Change history is kept for two seasons; error logs for 90 days.
- Backups: nightly copies are kept for 35 days, and a monthly copy for 400 days.
On your device
- The app keeps you signed in with a session in your browser's local storage.
- It saves unsent form drafts and a few display choices there too.
- Photos and documents you open may be cached on the device for up to two days.
- No ads, and no tracking cookies.
Seeing or correcting your data
You can check and correct most of your details yourself on My details.
To ask for a copy of what Eddy holds about you, to correct something you can't change yourself, or with any question about this notice, email [email protected]. We reply within 40 days.
Changes to this notice
When this notice changes, the date at the top changes too.