Privacy
This notice describes what the Humber Squash Organisation actually does with personal data on this website: what is held, what is published, who else receives it, and what you can do about it.
Running a league means publishing results, and results are about identifiable people. Most of what we hold about you is therefore public by design, and we would rather say so plainly than imply otherwise.
Signed in? My data shows you every record we hold about you and lets you download it.
This website is run by The Hull & District Squash Association Limited, a private company limited by guarantee registered in England and Wales, company number 04064708, incorporated on 4 September 2000. Our registered office is Gatehouse, Riplingham Court, Riplingham Road, West Ella, Hull HU10 7TS.
We are the data controller for the personal information described in this notice.
What we hold about you
Your player record
Your name, your club, and — only where they have been given to us — your email address and phone number. If you are a qualified referee we also hold the date you qualified and a count of the matches you have refereed.
Your registrations
For each season: your team, your division, your player number, the rank and rating you started the season on, and how many times you have played as a substitute.
Your results and rating
Every individual rubber you play: the date, the fixture, the division, your opponent, both teams, the games won by each of you, the score of every game including tie-breaks, and your rating immediately before and after the rubber. We also hold matches you refereed and any award recorded against your name. Your current rating and rank are recalculated from these results rather than stored as a running total.
Your login
A username, your email address if you have given one, your display name, an optional phone number, and your role (ordinary member, team captain, club admin, league officer or administrator). Your password is stored only as a one-way hash: it cannot be read back, by us or by anyone else with access to the database. Where we created an account on your behalf, a one-time claim code sits on the account until you redeem it and set your own password, at which point the code is deleted.
Messages, notifications and preferences
Notifications we have sent you and whether you have read them; direct messages between you and other signed-in members, including the message text and when it was read; and which notification types you have switched off for email. If you signed up to the newsletter in the site footer, we hold that email address and the date you gave it.
Email we are sending you is queued in our own database until it has been delivered — the address, the subject, the message, and the reason for any failed attempt.
League requests
Where a captain asks the league for permission to play someone outside their own division, we hold the request: who raised it, who it is about, the reason given in free text, the decision, and any note the deciding officer added.
Captain details from the previous website
Where you were a team captain on the old site, the captain name, email address and phone number recorded there were imported with the rest of the data and are held until your account on this site has been set up.
Technical logs
Our hosting provider and the application log ordinary web-server information, including IP addresses and browser user-agent strings. Requests to the results feed described below are also recorded in our own database, with the IP address that made the request.
What is published on this site
Anyone, signed in or not, can see: your name, your club and team, your division, your fixtures, every result you have played including game scores, your rating and your ranking position, and any award you have won. This is inherent to a league table — a division cannot be ranked anonymously.
Not published: your email address, your phone number, your login details, your messages, your notifications, and the content of league requests.
A league administrator can view the site as your account when helping with a problem. While they do, the site shows a banner saying so, and the action is written to our logs.
Who else receives it
SquashLevels
SquashLevels.com maintains the national squash rating used across the UK. We publish a results feed which SquashLevels collects. For each rubber it contains the date, both players’ names, both players’ internal id numbers from this site, both club names, the score of every game, and a fixture reference.
The feed also carries a gender value for each player. You can state yours on your profile, and that is what is sent for you; if you have not stated one, a single league-wide value is sent instead, and the league can set that to send nothing at all. County, country and age category are sent as the same fixed value on every row, carried over unchanged from the previous website — they are not held about you individually and are not facts about you.
Once SquashLevels holds the results, their own privacy terms apply to what they do with them.
Email delivery
Email from this site — password resets, notifications, contact-form enquiries — is sent through SendGrid, which necessarily sees the recipient address and the message.
Hosting
The site and its database run on Microsoft Azure, in the European Economic Area.
We do not sell personal data, and we do not share it for advertising. There are no analytics, advertising or social-media trackers on this site, and no third-party cookies. The only cookies we set are the one that keeps you signed in (it expires eight hours after your last visit) and the one that protects forms against cross-site request forgery. Both are necessary for the site to work.
Why we hold it, and for how long
Running the league. We hold and publish members’ names, clubs, teams, fixtures, results and ratings in order to run the competition they have entered. Our lawful basis is legitimate interests — ours and the clubs’ in organising a league, and members’ in having their results recorded accurately. A league cannot publish a table without naming who played.
Sharing results with SquashLevels. Our lawful basis is legitimate interests: a national rating only works if leagues submit results, and members join a rated league expecting their results to count. You can ask us not to send yours; we will stop, and we will tell you plainly that SquashLevels already holds what was sent before you asked, and that removing it is a matter for them.
The newsletter. We email it only to people who have asked for it. Our lawful basis is consent.
Notifications about your own matches — a result entered, a fixture to confirm, a message from a captain — are part of running the league and rest on the same legitimate interests basis, not consent. You can switch any of them off as emails in your notification settings.
- Results, ratings and honours are kept indefinitely. They are the league’s permanent record, and a season’s table stops meaning anything if names are removed from it later.
- Contact details are kept while you are a member of a club in the league, and for two seasons afterwards, so that somebody who misses a year comes back to their own record.
- An account that is never activated is deleted after two years.
- An account with no sign-in for four years is deleted. The results recorded under that person’s name remain, because they are part of the league’s record.
- Messages between members are kept for two years.
- Notifications are kept on the site; the queue of emails waiting to be sent is cleared after 90 days.
- Captain contact details imported from the previous site are deleted once that captain has an account of their own.
- The change log — who edited what — is kept for two years.
- The record of SquashLevels collecting our results file is kept for 90 days. It records that a collection happened, not what it contained.
You can ask us to delete your personal details at any time. We will do so, and tell you plainly what has to stay: your name against results already played, because removing it would falsify a published league table.
Historic results are kept indefinitely because the league’s records and rankings depend on them. The periods above are the ones we hold ourselves to; where a deletion is done by hand rather than on a timer, it is still done.
Your rights
Seeing what we hold
Sign in and open My data. It lists everything above that applies to you and gives you the whole record as a JSON file you can download and keep. That page is the same data the league sees, other than your password hash, which nobody can read.
Correcting it
Email humbersquash@googlemail.com, or tell your team captain. Names, clubs and teams are straightforward to fix. A wrong score has to be corrected by the league so the standings and ratings can be rebuilt from it consistently.
Email you do not want
Signed-in members can switch off email for each type of notification at notification settings; on-site notifications still appear in your inbox on the site. The newsletter has no automatic unsubscribe link yet — email us and we will take you off the list.
Erasure
We do not offer a self-service delete, and we want to be straight about why. Every rubber you played is also the record of your opponent, of both teams' match points, and of the ratings and standings that followed from it. Deleting a player mid-season would rewrite other people's matches and other people's league positions.
So: email humbersquash@googlemail.com and say what you want removed. Contact details, your login and the newsletter list are the straightforward part. For results, the league will tell you what it can do and explain what it cannot, and why. Requests are handled by a person, not by a button on this site. Requests go to Mark Birtles, and we aim to answer within five working days. The law allows us up to one month; five working days is what we hold ourselves to.
Under-18s
A junior who plays in the league is recorded the same way as any other player: name, club, team, fixtures, results and rating. That information is published on this site and sent to SquashLevels, because a league table and a national rating cannot work otherwise.
We ask that a parent or guardian registers a junior player and gives their own contact details rather than the child’s, and we do not knowingly hold a phone number or email address for anyone under 16. A member-area login is not created for a player under 16.
We do not publish a junior player’s age, date of birth, photograph or contact details. If you are a parent or guardian and would rather your child’s name did not appear on the site, tell us — we will discuss what is possible, and be honest that a player cannot be recorded in a published league table anonymously.
Safeguarding at a fixture is covered in our terms of use: a junior must be accompanied and supervised by a suitable adult, and concerns are raised with the directors of the club whose courts are being used.
Complaints
If you are unhappy with how we have handled your data, tell us first so we can put it right. If you are in the UK you can also complain to the Information Commissioner's Office at ico.org.uk.
Contact
Email humbersquash@googlemail.com or use the contact form.
By post: The Hull & District Squash Association Limited, Gatehouse, Riplingham Court, Riplingham Road, West Ella, Hull HU10 7TS.
This notice was prepared in September 2026.