Legal
Privacy Notice
Version 1.0 · Last updated 30 June 2026
1. Who we are
Big Dave Pool Promotions is a sole-trader business operated by David Pollard, organising pool tournaments across the south of England. In this notice "we", "us" and "our" mean Big Dave Pool Promotions.
We are the data controller for the personal data we collect through this website and through tournament registrations.
Contact: David Pollard, daveypollard@hotmail.co.uk.
ICO registration number: pending — will be added once registration is complete.
2. What data we collect
When you register for a tournament or use this site we may collect:
- Your full name
- Your email address
- Your mobile phone number
- Your playing grade (assigned by the organiser)
- Tournament entries you've made and the payment status for each
- Payment method and the amount paid (we do not see or store card numbers — Stripe handles those)
- Any credit balance you hold with us
- Records of emails we've sent you (subject, delivery status)
We do not collect any special-category data (health, ethnicity, biometric, etc.) and we do not knowingly collect data about children.
3. Where we get your data from
- Directly from you when you register or contact Dave.
- From your previous registrations via our Facebook group — phone numbers and names you supplied to Dave when entering past competitions are kept on our player list so we can grade entries fairly and reach you about future comps.
- From Stripe and PayPal when you pay (they confirm the payment back to us).
If you would prefer we delete the data we hold from your previous Facebook-group registrations, email Dave and we will remove it (see Section 8).
4. Why we use it, and our legal basis
| Purpose | Lawful basis (UK GDPR Art. 6) |
|---|---|
| Take your entry and run the tournament you signed up for | Performance of a contract |
| Process payments and issue refunds/credits | Performance of a contract & legal obligation (tax records) |
| Send you confirmation, payment reminders and event-day info | Performance of a contract |
| Show your name on the public roster (initial + surname only — e.g. R.Pickering) | Legitimate interests — players need to see who is entered |
| Maintain a graded player list to keep tournaments fair | Legitimate interests — fair competition |
| Keep accounting records of entries and payments | Legal obligation (HMRC, 6 years) |
| Internal admin (daily summary to the organiser) | Legitimate interests — running the business |
We do not send marketing or newsletter emails. We only email you about tournaments you have entered.
5. Who we share it with
We use a small number of trusted service providers ("processors") to run the site:
- Stripe — card payment processing. Stripe receives your name, email and payment details directly.
- PayPal — when you choose PayPal as the payment method.
- Lovable — our website and email-sending platform (acts as a processor for hosting and transactional email).
- Supabase — our database (EU/UK region) used by Lovable to store your registration record.
We do not sell your data to anyone. We will only disclose it to others where required by law (e.g. HMRC, law enforcement).
6. Where your data is stored
Your data is stored on servers within the UK / European Economic Area. Where any processor (such as Stripe) transfers data outside the UK/EEA, they do so under the safeguards required by UK GDPR (adequacy decisions or Standard Contractual Clauses).
7. How long we keep it
- Tournament entries & payment records — 6 years after the tournament (required by HMRC for accounting records).
- Player contact details — kept while you remain an active player. If you have not entered a comp in 3 years we will review and delete.
- Email send logs — 12 months, then deleted automatically each night.
- Unsubscribe/suppression list — kept indefinitely so we honour your opt-out.
After the retention period we either delete the data or anonymise it so that it can no longer identify you.
8. Your rights
Under UK GDPR you have the right to:
- Ask for a copy of the personal data we hold about you (access).
- Have inaccurate data corrected (rectification) — including disputing the grade we've assigned you.
- Ask us to delete your data (erasure), subject to records we have to keep for tax.
- Object to processing based on legitimate interests.
- Restrict processing while a complaint is investigated.
- Receive your data in a portable format.
- Withdraw any consent you've given.
To exercise any of these rights, email daveypollard@hotmail.co.uk. We will respond within one calendar month.
If you are not happy with how we've handled your data, you can complain to theInformation Commissioner's Office (ICO), the UK regulator.
9. Cookies
This site only uses strictly-necessary cookies:
- A session cookie that keeps the organiser logged in.
- Cookies set by Stripe on the secure payment page to prevent fraud.
We do not use any tracking, advertising or analytics cookies, so no cookie banner is needed under PECR.
10. Security
Personal data is held in an access-controlled database with row-level security policies. Only the organiser can see contact details. Public pages show your name only as initial + surname (e.g. "R.Pickering") — your email, phone and grade are never shown on the open internet.
11. Changes to this notice
If we materially change how we handle your data, we'll update the version number above and let registered players know by email.