Privacy Policy

Last updated: 12 October 2026

This policy explains how we handle your personal information when you use the Parklangley Club app ("the App"). We've kept it short and plain.

1. Who we are

The App is provided by Appified Ltd (Company No. 09405749, registered in England & Wales), 3 Bushey Way, Beckenham, BR3 6TA, for members of The Parklangley Club.

Appified Ltd is the data controller for the personal information processed through the App. That means we decide how it is used and we're responsible for looking after it. We are registered with the Information Commissioner's Office (ICO) under registration reference ZB225697.

2. The App and your club's membership system

The App is an independent way to use your club membership account. Your membership information (such as your bookings, wallet, membership details and the member directory) is held by The Parklangley Club on its own membership system, which is run for the club by a third-party software supplier. Appified Ltd is not affiliated with that supplier.

When you use the App, it connects to the club's membership system on your behalf, using your own account, to show you your information and to carry out the things you ask it to, such as booking or cancelling a court.

• How the club and its supplier handle your membership information is covered by the club's own privacy policy.
• If any of your membership details are wrong, please contact the club, as they manage that information.
• The App never handles card payments. Wallet balances and transactions are read from and carried out on the club's system.

3. What we collect

We keep the minimum information needed to run the App well and to improve it over time. This covers:

• Your sign-in details. The username and password for your club account are stored securely on your phone. They're sent to our servers only to sign you in to the club's system and are never stored on our servers.
• Your club account information. Such as your name, email address and member ID, and the bookings, wallet and activity information the App shows you.
• Notification settings. If you allow notifications, we keep the details needed to send you booking reminders and updates.
• Box chatroom messages. If you play in a box league, the messages, replies and reactions you post in your box's chatroom, when you read them, and your name and box as they appear in the league.
• Your age. The App reads your age from the date of birth on your club account, only to check you are 18 or over before letting you into the box chatrooms. It doesn't store your date of birth.
• Ask Evie requests. If you use Ask Evie to book by voice, what you say to it (as text) and its replies, along with the courts, times and members involved in the booking.
• Usage and technical information. How the App is used and how it's performing, including the type of device and operating system, so we can fix problems and make the App better.

We don't collect your location, your contacts, or your photos. If you add a booking to your calendar, the App asks for permission first and adds only that booking. The App uses your microphone only while you hold the Ask Evie button, and only after you've given permission.

4. Other members

Some features involve other members of the club:

• Member search shows other members' details only as they appear in the club's member directory, in line with each member's own directory settings.
• Playing partners. If you add another member to a booking, they may receive a notification from the App letting them know.
• Junior activities. If you book junior coaching for a child, the child's name is shown as held on the club's system.
• Box chatrooms. Each box in a box league has its own chatroom, open only to the players in that box who are 18 or over. Every player is added to their box's chatroom under their name as it appears in the league, even if they haven't used the App yet. The other players in your box, including anyone who joins it later in the same round, can see your name, what you post and when you've read messages. When a result is submitted in the App, the players' names, the score and their new positions in the box are posted to the chatroom. When a new round starts, every message in every box's chatroom is permanently deleted, and each chatroom starts again empty.

We don't routinely read chatroom messages. We may look at messages that are reported to us, or where we need to investigate misuse, and we may remove messages or stop someone using the chatrooms. Our Reporting and Complaints page explains how to report a message and how to appeal.

5. Why we use your information (legal basis)

• To provide the App (contract). Signing you in, showing courts and activities, and making, changing and cancelling bookings for you.
• To run and improve the App (legitimate interests). Usage analytics, fixing bugs, keeping the App secure, preventing misuse, and letting a member know when you add them to a booking.
• To run the box chatrooms (legitimate interests). Adding each box league player to their box's chatroom and posting submitted results there, so players can arrange their games, checking players are 18 or over, filtering offensive language, and dealing with reported messages.
• To answer Ask Evie requests (contract). Turning what you ask for into a booking for you to confirm. Ask Evie never books anything until you tap to confirm.
• To send notifications (consent). Booking reminders and updates, only if you allow notifications. You can turn them off at any time in the App or in your phone's settings.
• To meet legal obligations. Where the law requires us to keep or disclose information.

6. Who we share it with

• The Parklangley Club's membership system, to carry out what you ask the App to do.
• Other players in your box league, who see what you post in your box's chatroom (see section 4).
• Our service providers, who host the App's servers, run the box chatrooms, provide analytics, deliver notifications, and power Ask Evie (an AI service that understands your request, and a voice service that turns its replies into speech). They act only on our instructions, must keep your information secure, and may not use it to train their own AI models.
• Where required by law, or to protect the rights and safety of our users or others.

We do not sell, rent or trade your personal information.

7. Where it's stored and how we keep it safe

Your data is stored securely and encrypted. Our servers and box chatroom messages are in London (UK), and our analytics providers store data in the EU. Notifications are delivered to your phone through Apple's and Google's notification services.

Ask Evie. Your voice is turned into text by your phone's own speech recognition, on the phone itself wherever it can be. If your phone can't do that offline, it uses Apple's or Google's speech service, under their privacy policies. Your voice recording never reaches our servers. The text of your request is understood by an AI service in the EU. Evie's replies (which can include names, times and courts) are turned into speech by a voice service in the United States; where your information goes outside the UK, we make sure it is protected by safeguards that UK law accepts.

No system is completely secure, but we take care to protect your information and to limit access to it.

8. How long we keep it

• On your phone: until you log out or uninstall the App.
• On our servers: only as long as needed to provide the App. Technical logs are deleted automatically after a short period.
• Box chatroom messages: until the end of the round. When the boxes are redrawn for a new round, every message is permanently deleted. You can delete your own messages sooner at any time, or ask us to delete them.
• Ask Evie: your conversation with Evie is kept on your phone only while you use it, and isn't stored on our servers. What you said and Evie's replies are kept in our analytics, to help us improve it, for up to 24 months.
• Analytics: up to 24 months.

9. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct or delete it;
• ask us to restrict or stop using it, or object to how we use it;
• receive your information in a portable format;
• withdraw your consent at any time, where we rely on consent.

To use any of these rights, email admin@appifieduk.com. You can also complain to the Information Commissioner's Office at ico.org.uk.

10. Children

The App is intended for members aged 16 and over. Parents and guardians may use it to manage bookings for their children. We don't knowingly collect information directly from children under 16. If you think a child has used the App without a parent's involvement, please contact us and we'll delete the information.

The box chatrooms are for members aged 18 and over only. The App checks your age from your club account and doesn't let younger members in. A younger player's name can still appear in their box's chatroom, for example when a result they played in is posted.

11. Links and club content

The App may show pages from the club's website (such as club news) and links to other sites. Those sites have their own privacy policies, which we're not responsible for.

12. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed, and we'll let you know in the App about any significant changes.

13. Your agreement

By downloading or using the App, you agree to this privacy policy and to your information being handled as described here. If you don't agree, please don't use the App. You can stop all collection by the App at any time by logging out and uninstalling it.

14. Contact us

Questions about this policy or your data? Email Appified Ltd at admin@appifieduk.com.