Version 1.0 — 5 October 2026
1. Who is responsible for your personal data?
SoloTeamCup operates as a sole trader. It is the data controller for personal data it processes for its own purposes.
For privacy enquiries, email support@soloteamcup.com. You can find our business address and other company details on our Contact and company details page.
2. Who does this policy cover?
This policy applies to website visitors, customers, account holders, organisers, co-organisers and anyone whose details are included in a tournament.
SoloTeamCup decides why and how personal data is processed for account management, sales, payments, support, security and its own business operations. It acts as the data controller for those activities.
The organiser decides who takes part in a tournament, which names are entered and who receives tournament information. Where an organiser acts on behalf of a club, school, business or another organisation, that organisation will generally be the data controller for the tournament data. SoloTeamCup processes that data on its behalf as a data processor, under SoloTeamCup’s data processing terms. The precise responsibilities depend on the circumstances.
3. What information do we process?
SoloTeamCup may process the following information.
Website visits and usage
- Pages visited.
- Actions that cannot be linked to an identifiable person, such as using a button or a feature.
- Referring website, country-level location, device type, operating system and browser category, where Plausible Analytics measures these anonymously and in aggregate.
- IP addresses and technical request information temporarily processed by the web server or security systems.
Account and access
- Email address.
- Technical account ID and access role.
- Language and account preferences.
- Account creation date and most recent login.
- Hashed tokens for single-use login links, invitations and email address changes.
- Session and security information needed to provide access safely.
SoloTeamCup uses passwordless access through a single-use login link sent by email. A standard login link and an email change link are valid for 15 minutes. An invitation link for a co-organiser is valid for 24 hours.
Purchases and payments
- First name and surname.
- Email address and billing country.
- Organisation or club name and VAT number, if provided.
- Order, product, number of credits, price, currency, VAT, payment status, order number and payment reference.
- Data needed for invoicing, accounting, refunds, fraud prevention and disputes.
SoloTeamCup does not receive all bank or card details. Depending on the payment method you choose, Mollie may process those details directly.
Tournaments
- Tournament name and status.
- Participant names entered by the organiser.
- Teams, rounds, pitches, schedules, scores, results and standings.
- Any club name, club colour and club logo.
- Creation, modification, start and completion dates and times.
- Data needed to identify the owner and co-organisers.
SoloTeamCup does not ask for participants’ ages, addresses or contact details.
Co-organisers
- The email address provided by the organiser.
- Whether the invitation has been sent and accepted.
- Which shared tournament they have access to and their role in that tournament.
The co-organiser automatically receives an invitation email. The email address comes from the organiser and is used for a SoloTeamCup account when the invitation is accepted. The account may continue to exist after the shared tournament has ended or been deleted.
Contact and marketing
- Content and technical details of support correspondence.
- Newsletter preference, date and method of consent, and date of withdrawal.
- A minimal unsubscribe record to prevent unwanted marketing emails being sent again after someone unsubscribes.
4. Why do we process this information?
| Purpose | Data | Legal basis |
|---|---|---|
| Creating and securing accounts and providing access | Account, email and access data | Performance of the contract and legitimate interest in secure access |
| Inviting a co-organiser | Email address, invitation and access role | Providing the service and the legitimate interests of the organiser and SoloTeamCup |
| Handling orders, payments, credits and refunds | Customer, order and payment data | Performance of the contract |
| Accounting, tax and statutory record-keeping | Invoice, order and payment data | Legal obligation |
| Running and storing tournaments | Tournament content and participant names | Processing on the organiser’s instructions; performance of the contract for SoloTeamCup’s own technical activities |
| Handling support requests and disputes | Account, order, tournament and correspondence data | Performance of the contract and legitimate interest in providing support and protecting legal rights |
| Preventing and investigating misuse, fraud and security incidents | Account, payment, token, IP address and log data | Legitimate interest in security and, where applicable, legal obligation |
| Understanding overall website usage | Anonymous and aggregated usage data | Legitimate interest in improving the website and service |
| Sending news and offers | Email address and consent record | Consent |
When we rely on a legitimate interest, we weigh that interest against the impact on the individual and limit the data to what is reasonably necessary.
5. Participants and children
The organiser is responsible for having a valid legal basis for entering and sharing participant names. The organiser informs participants and, where required by law, their parents or guardians. The organiser must not enter data that is unnecessary for the tournament.
Some participants may be under 16. SoloTeamCup does not ask for participants’ ages or collect their direct contact details. SoloTeamCup does not specifically target children with marketing communications.
A participant, parent or guardian can first contact the organiser to request correction or deletion. Requests may also be sent to support@soloteamcup.com. Where necessary, SoloTeamCup coordinates the response with the responsible organiser.
6. Public tournament links
An organiser can choose to create a public presentation link that makes participant names, schedules, scores, results and standings visible. Anyone with the link can view this information and forward the link.
The link:
- Is valid for no more than seven days.
- Can be revoked or replaced earlier by the organiser.
- Uses the technical directives
noindex, nofollow. - Is served with measures designed to prevent storage in browser and intermediary caches.
- Uses a referrer policy designed to prevent the full link from being sent as a referring URL.
Keeping a page out of search engines does not make it private. The organiser remains responsible for deciding who receives the link.
7. Who do we share information with?
SoloTeamCup does not sell personal data. We use the following service providers:
| Recipient | Role and data |
|---|---|
| Indiv Hosting | Hosting the website, database and email, with associated storage, backups and security; may process account, tournament, email, IP address and log data |
| Mollie | Handling payments, fraud prevention and legal obligations; Mollie acts as an independent data controller for its standard payment services |
| Plausible Analytics | Privacy-friendly measurement of page views and actions that cannot be traced back to a person; Plausible processes website visitor data within the European Union |
Depending on the payment method, Mollie may process payment details, IP addresses, device and browser data, and sometimes names, addresses or email addresses. Mollie’s own privacy policy also applies to its processing.
Plausible does not set analytics cookies or store raw IP addresses. To count a visit, Plausible may briefly process the IP address and browser information into a value that changes daily. The secret value used for this is replaced every 24 hours. SoloTeamCup does not send names, email addresses, order numbers, user or tournament IDs, tournament titles or participant data as analytics events or properties.
We may also share data where required by law, in response to a court order, to protect rights or safety, or with a professional adviser bound by confidentiality.
8. Where is information processed?
SoloTeamCup uses Indiv Hosting to host the service. A hosting company’s business address does not, by itself, establish where all data, backups and support activities are handled.
Plausible processes website visitor data within the European Union. Mollie determines which suppliers and legal safeguards it uses for its own payment services.
If SoloTeamCup arranges for personal data to be processed outside the European Economic Area, there must be a legally permitted basis for the transfer, such as an adequacy decision or approved standard contractual clauses, together with any additional measures required. For such transfers, this policy states which safeguard is used and how you can obtain information about it or a copy. Use of the service by customers outside the European Economic Area does not, in itself, mean that SoloTeamCup has chosen to store data there.
9. How long do we keep information?
| Data | Retention period |
|---|---|
| Completed tournament | Warning after 23 days; scheduled deletion from 30 days after completion, and never earlier than seven full days after WordPress has accepted the warning for sending |
| Tournament draft that has not been started | Warning after 83 days; scheduled deletion from 90 days after the last substantive change, and never earlier than seven full days after WordPress has accepted the warning for sending; simply opening it does not extend this period |
| Tournament that has started but is not complete | Warning after 83 days; scheduled deletion from 90 days after the last substantive activity, and never earlier than seven full days after WordPress has accepted the warning for sending |
| Free test tournament | Deletion 90 days after the last substantive activity, without a prior warning |
| Public presentation link | Access expires no later than seven days after creation, or immediately upon revocation; technical token data is deleted no later than when the tournament is deleted |
| Account with no credits and no stored tournaments | Deletion or anonymisation after two years without a login; warning 30 days in advance |
| Account with unused paid tournament credits | No automatic deletion while credits remain; paid tournament credits do not expire |
| Order, payment, invoice and credit records | Generally seven years under tax record-keeping obligations; ten years for transactions to which the Union scheme or Import scheme later applies |
| Support correspondence | No more than two years after final resolution, unless longer retention is necessary for a dispute or legal obligation |
| Newsletter consent | While consent remains valid; minimal evidence records for no more than five years after withdrawal, subject to final legal review |
| Single-use access tokens | Unusable after 15 minutes for login and email changes, and after 24 hours for invitations; the retention period for the associated technical records will be set before final publication |
| Server, access and security logs | Retained to identify and investigate technical faults, misuse and security incidents; deleted or anonymised once no longer needed for those purposes; data for a specific incident or dispute is retained separately for as long as its resolution or a legal obligation requires |
| Backups | No more than 90 days under the intended retention policy |
Data deleted from the active environment may remain in a secure backup for up to 90 days. Backups are used only to recover from an incident. If a backup is restored, data that should already have been deleted under the retention policy is deleted again.
You can request account deletion by emailing support@soloteamcup.com. SoloTeamCup deletes or anonymises data that is no longer needed. Financial data and other data that must be retained by law or for a specific dispute is kept separately with restricted access. If, after the cooling-off period, a user chooses permanent account deletion while paid tournament credits remain, those credits are forfeited only after separate, explicit confirmation.
10. Cookies and similar technologies
SoloTeamCup uses only technologies necessary for the website to function and remain secure, such as WordPress login cookies, an account session and WooCommerce cookies for the basket and order. Plausible Analytics does not use cookies, browser storage or persistent identifiers to measure visits.
SoloTeamCup therefore does not request consent through a cookie banner. If non-essential cookies, embedded media or other tracking systems are added later, we first update the consent options and this policy.
11. Newsletters and offers
Where needed to provide the service, SoloTeamCup sends essential messages about accounts, access, purchases, tournaments, deletion, security and support without requiring newsletter consent.
We send newsletters and offers only where we have a valid legal basis. Where we rely on consent, we ask for it separately through an option that is not preselected.
You can withdraw consent at any time using the unsubscribe link in an email or through your account. Withdrawing consent does not affect processing carried out before you withdrew it.
12. Security
SoloTeamCup uses appropriate technical and organisational measures to protect personal data. These include encrypted connections, restricted access, single-use login links, hashed token values, time-limited links, backups and keeping personal data out of analytics events.
No system can guarantee complete security.
13. Your privacy rights
Depending on the circumstances, you have the right to:
- Access your personal data.
- Correct inaccurate data.
- Have data deleted.
- Restrict processing.
- Object to processing based on a legitimate interest or to direct marketing.
- Receive data in a commonly used, machine-readable format where the right to data portability applies.
- Withdraw consent.
- Complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Send requests to support@soloteamcup.com. SoloTeamCup may ask for reasonable information to verify your identity, but does not ask for passwords. Requests are generally answered within one month. Requests for a portable copy of your data are currently handled manually; a printout of the standings is not a complete export of your data.
You can also complain to the Dutch Data Protection Authority through autoriteitpersoonsgegevens.nl.
14. Personal data breaches
SoloTeamCup investigates security incidents and keeps a record of personal data breaches. Where required by law, we report a breach to the Dutch Data Protection Authority and notify the people affected.
Where SoloTeamCup acts as a data processor, we notify the organiser responsible for the data in accordance with our data processing terms.
15. Changes to this policy
SoloTeamCup may update this policy when the service, its providers or the law changes. The latest version is available on the website. We will notify account holders appropriately of significant changes.
