Privacy Policy
What we collect, where it goes, how long we keep it, and what you can ask us to do about it. Written from an audit of what the software actually stores — not from a template.
Last updated
1. The short version
- We collect what we need to run competitions and keep the money straight: your email, display name, date of birth, and everything you do on the platform.
- We run no analytics, no advertising pixels and no third-party trackers. There are none in the product. We set exactly one cookie, and it only keeps you signed in.
- We do not sell your data. We do not share it for advertising.
- Our financial and competition records are append-only, so some of your data cannot be deleted even on request. We explain precisely which, and why, in section 6.
2. Who is responsible for your data
[LEGAL ENTITY NAME], trading as Pro Play Turf, of [REGISTERED ADDRESS], is the controller of the personal data described here.
For anything about this policy or your data, email privacy@proplayturf.com.
3. What we collect
Identity and account
- Email address — from your sign-in. Used to identify your account and contact you. We never display it publicly.
- Display name — chosen by you. This is public. It appears in league standings, fixtures, results, the marketplace and the scoreboard, and can be seen by visitors who are not signed in.
- Sign-in identifier — the unique id issued by Firebase Authentication, which links your account across our systems.
- Profile picture — only if you sign in with Google, in which case we store the URL Google provides.
- Account role — whether you are a player, reviewer or administrator.
We never receive or store your password. Sign-in is handled entirely by Google Firebase Authentication.
Age and consent
- Date of birth — as you declare it. We do not currently verify it against any document. We store it to confirm eligibility.
- Consent record — when you accepted these terms and which version, so we can re-ask you when they change.
- Restriction record — if an administrator restricts your account, the reason they gave is stored.
Money and competition
- Wallet balances and full transaction history — every credit and debit, permanently. This is a double-entry ledger; entries are never amended or removed.
- League entries — which leagues you joined, what you paid, and when you withdrew.
- Match reports — the scores you submit. These cannot be edited after submission — they are evidence.
- Dispute text— anything you write when contesting a result, and the reviewer’s note in response.
- Standings — your results and final placings, kept as a permanent competitive record.
- Access Passes — what you hold, and the full trading history of every Pass, including who bought and sold it and at what price.
Streaming
- Channel handle — the Twitch or YouTube channel you link, if you choose to link one. It is shown publicly.
- VOD and stream links — any link you attach as match evidence. These are shown publicly on the Watch page and to reviewers.
Audit log
Every consequential action — a result verified or voided, a dispute raised, a Pass minted or sold, a league settled, an account restricted — is written to an append-only audit log recording who did it, when, and a short description. Some of those descriptions contain your account identifier and text you wrote.
4. Why we use it, and our lawful basis
| Purpose | Data | Lawful basis |
|---|---|---|
| Provide the platform and run competitions | Account, entries, matches, standings | Performance of a contract |
| Keep balances and prizes correct | Wallet, ledger | Performance of a contract; legal obligation |
| Confirm you are old enough | Date of birth | Legal obligation; legitimate interests |
| Adjudicate disputes and prevent cheating | Reports, evidence, audit log | Legitimate interests — competitive integrity |
| Prevent abuse and rate-limit actions | Account identifier | Legitimate interests — security |
| Show streams and VODs | Channel handle, links | Consent — you choose to link a channel |
Where we rely on legitimate interests, we have considered your rights and concluded these uses are necessary to run a fair competition with money at stake. You may object — see section 8.
6. How long we keep it — and what we cannot delete
This section is deliberately blunt, because the honest answer is more complicated than “we delete it on request”.
What we will delete on request: your Firestore profile, your display name (replaced with a placeholder), your avatar, your linked streaming channel, and your Firebase sign-in record. You can unlink your streaming channel yourself at any time in Settings.
What we retain even after a deletion request:
- Ledger entries and transactions.The ledger is append-only double-entry accounting. Deleting an entry would make the books stop balancing and would destroy the record of money that moved between accounts, including other people’s.
- Match reports, results and standings.These are the competitive record and other players’ results depend on them.
- Disputes and the audit log. These record how decisions were made and by whom. They are the accountability trail for adjudication.
- Pass trading history. Provenance is shared between buyer and seller.
We keep these under the exemptions for establishing and defending legal claims, for compliance with financial record-keeping obligations, and for our legitimate interest in competitive integrity. Where practical we disassociate them from your identifying details rather than keeping the full record linked to you.
We are being explicit about this rather than promising erasure we cannot deliver. If that trade-off is not acceptable to you, please do not open an account.
8. Your rights
Whatever country you are in, you can ask us to: give you a copy of your data; correct it if it is wrong; delete it (subject to section 6); restrict or object to how we use it; or send it to another provider.
Email privacy@proplayturf.com. We will respond within one month. We do not charge for this.
If you are in the UK or the EU
You have the rights in the UK GDPR / EU GDPR set out above, and you may complain to your supervisory authority — in the UK, the Information Commissioner’s Office (ico.org.uk); in the EU, your national data protection authority. Where we rely on consent you may withdraw it at any time without affecting past processing.
If you are in Nigeria
You have the rights under the Nigeria Data Protection Act 2023, including access, rectification, erasure, restriction, objection and portability, and you may complain to the Nigeria Data Protection Commission.
If you are in the United States
Depending on your state you may have the right to know what we collect, to delete it, to correct it, to obtain a portable copy, and to opt out of sale or sharing. We do not sell personal information and do not share it for cross-context behavioural advertising, so there is nothing to opt out of. We do not use or disclose sensitive personal information beyond what is needed to provide the service. We will not discriminate against you for exercising a right.
International transfers
Our providers may process data outside your country, including in the United States and the European Union. Where data leaves the UK or EEA we rely on adequacy decisions or standard contractual clauses. Ask us for details.
9. Security
Sign-in is delegated to Google, so we never hold your password. Session cookies are HTTP-only and signed. Access to the administration and review tools is restricted by role and every action taken there is logged. Balances are reconciled nightly against the ledger and discrepancies are raised as failures rather than quietly corrected.
No system is perfectly secure. If you find a vulnerability, please tell us at support@proplayturf.com rather than disclosing it publicly, and we will work with you.
10. Children
The platform is not for under-18s. We do not knowingly collect data from children. If you believe a child has given us data, email privacy@proplayturf.com and we will delete what we lawfully can and close the account.
11. Changes to this policy
We will update this policy as the platform changes — connecting a payment provider and adding identity verification will both require substantial revisions. Each version is dated. Material changes will be notified to you before they take effect.
This policy sits alongside our Terms of Service, the Fair Play Rules and our Responsible Play Policy.
Questions about this document? Email legal@proplayturf.com. Back to top