1. Who we are
Surrey Schools Football Association (SSFA) runs schools football across Surrey and the historic-Surrey boroughs of Croydon, Sutton, Kingston and Merton. SchoolSportsHub365 is the platform SSFA uses to hold the schools and district directory, district staff records, trials information and related communications.
2. Data we process
We process administrator account data (name, email, organisation); school and district contact details; district staff records; expressions of interest submitted by parents; and volunteer enquiries. Contact details and form submissions are stored in restricted data paths and are not published on this website.
School information shown publicly (name, postcode, phase, council area and district) comes from the Department for Education's Get Information about Schools open dataset, published under the Open Government Licence.
3. Children's data
Expressions of interest are deliberately minimised: we ask only for a child's first name and year group, alongside the parent or carer's contact details. We do not ask for a child's surname, date of birth, address or any special category data. Submissions are deleted a year after they are made.
4. Why we process data
To run the schools and district directory, manage access control, connect parents and volunteers with the right district, send communications to schools and district staff, protect the service, and improve reliability.
5. Access and security
Access is limited to authorised SSFA administrators and is enforced by role-based permissions and server-side checks. Sign-in is invitation-only. Public forms are validated and rate limited on the server.
6. Retention
Directory data is retained while it remains accurate and useful to SSFA. Expressions of interest and volunteer enquiries are automatically deleted one year after submission. School sign-up verification links expire after 14 days. You can request deletion at any time, subject to legal obligations.
7. Sharing
We do not sell personal data. We use service providers — infrastructure and email — solely to operate the platform. Expressions of interest and volunteer enquiries are forwarded to the relevant district's registered contact so they can reply to you directly.
8. Your rights
You may have rights to access, correct, export or delete your data, and to object to or restrict certain processing. To exercise them, contact us using the details below.
9. Deleting an administrator account
Administrators can delete their own account in the app: sign in, open the menu, choose My Account, then Delete Account, and type DELETE to confirm. If you are the sole administrator you may be asked to transfer admin rights first. If you cannot complete deletion in the app, email us and we will process the request within 30 days.
10. Contact
For privacy requests or any question about this policy, email support@schoolssportshub.com.