Data processing agreement
1. What this covers
Pavilion drafts, stores and, when the club says so, publishes the club's social media posts. To do that it processes personal data on the club's behalf: the names, photographs and match records of the club's players, members and officials, and the names and email addresses of the people the club gives access to. This agreement lasts for as long as the club uses Pavilion.
2. What we promise
- We process the club's data only to provide Pavilion, as the club directs through the product, and for no purpose of our own.
- Everyone at Promptly Made Ltd who can reach it is bound to keep it confidential.
- We keep it secure: connections are encrypted, the club's keys are encrypted at rest, each person reaches only the clubs and screens their role allows, photographs are stripped of location data, and an activity log that cannot be edited records who did what.
- We use the sub-processors listed on the privacy page, and will tell the club before adding another.
- We help the club answer requests from the people whose data it is, and with any assessment it has to make.
- We tell the club without undue delay, and within 72 hours, if its data is lost, disclosed or reached by anyone who should not have it.
- When the club closes its account, we delete its data within 30 days (the security log within 12 months), or return it first if the club asks.
- We give the club the information it needs to check we are keeping these promises.
3. What the club promises
- It has the right to use the data it puts into Pavilion, including consent for photographs, and particularly for photographs of anyone under 18.
- Its Play-Cricket key is its own, issued to the club by the ECB under the club's own agreement, and its Instagram account is its own.
- It gives access only to people it trusts to act for the club, and removes them when they leave.
4. Plans, payment and help
- Every price includes VAT. Self run is paid monthly or yearly by card or Direct Debit. Managed and Managed plus are paid monthly by Direct Debit, or a year up front by Direct Debit or invoice.
- A founding price is for a club that signs up before 1 May 2027. On Self run it lasts for as long as the club stays; on Managed it lasts until 31 March 2028, after which the standard price applies.
- A monthly plan can be changed or cancelled at the end of any month. Nothing more is taken after it ends.
- A year paid up front is not refundable. If the club cancels, the plan runs to the end of the year it paid for. It renews by itself at the price that applies then, and we email the club 30 days before. A club paying yearly can move up a plan at any time, paying the difference for the rest of the year, and down a plan when the year renews.
- On Managed and Managed plus, the posts we write each month (10 and 15) are not carried over to the next month, and a post with several slides counts as one.
- Help with Self run is by email, answered within two working days, and covers faults, billing and getting into the club's account. Help using the product (how to make a post, design questions, posting for the club) comes with the setup for its first thirty days, and after that is charged at £45 for each thirty minutes, or is part of Managed.
5. Contact
Write to pavilion@promptlymade.co.uk.