How we use your information

This portal is run by Harpenden RFC to organise the Minis Tour 2027 (Chichester College, 1–2 May 2027). Harpenden RFC is the data controller for the personal information collected here — responsible for deciding what's collected and why, and for keeping it safe.

• Name, email address and phone number for the Party Lead and any other adult in the party.
• Name and age group for each player, and whether a non-player attendee is under 16 (a checkbox you tick — we don't ask for or store a date of birth).
• Anything you choose to add in the notes field — for example allergies or access needs.
• A secondary emergency contact's name, relationship, phone number and email address.
• Kit orders (items and sizes) for each person.
• Payment records — the amount, date and status of each payment and any refund. We never see or store your card details; these are handled entirely by our payment provider, Stripe.

• To register you for the tour — to organise players into age groups and teams, work out fees, and let you order kit.
• To keep in touch — confirmation and update emails, payment receipts, and reminders about your balance.
• For safety — an emergency contact and any notes you provide (e.g. allergies, access needs) so the tour team can respond appropriately if something happens on the day.
• To take payment — registration fees and kit are paid by card through Stripe.
• To keep financial records — as required by law.

Most of the people registered through this portal are children. Their information is provided by a parent or guardian (the Party Lead or another adult in the party), not collected directly from the child. By registering a child, you're confirming you have the authority to do so and to share their information with us for the purposes described here.

• Stripe — to process card payments. Stripe never shares your full card details with us.
• Resend — to send confirmation, update and reminder emails on our behalf.
• Supabase — to securely host the registration database.

We keep registration and payment data for 12 months after the tour finishes (1–2 May 2027), after which it's deleted, except where we're required to keep financial records for longer to meet our legal obligations.

Under UK data protection law, you have the right to:

• ask what information we hold about you or your family and get a copy of it;
• ask us to correct anything that's inaccurate;
• ask us to delete your information, where we're not required to keep it;
• object to or ask us to restrict certain uses of your information;
• complain to the Information Commissioner's Office (ico.org.uk) if you're unhappy with how we've handled your information.

For any question about this notice, or to exercise any of the rights above, contact [CONTACT EMAIL — to be added].

We may update this notice from time to time — for example if we start collecting new information or working with a new supplier. The current version always applies.