Privacy Policy – One Tournament CIC

Last updated: 25 August 2026

1. Introduction

One Tournament CIC respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, enquire about or book a tournament, arrange accommodation or travel-related services, communicate with us, or otherwise interact with One Tournament CIC.

This policy also explains your rights under applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR), as amended from time to time.

2. Who We Are

One Tournament CIC is the organisation responsible for deciding how and why your personal data is used where we act as the data controller.

One Tournament CIC
Company number: 10734600
Registered office: 17 Knott Gardens, Fishbourne, West Sussex, PO19 3FE

You can contact us about privacy or personal data at:

info@onetournament.uk

3. Personal Data We Collect

The personal information we collect depends on how you interact with us. It may include:

• Identity information, such as your name and the name of your club or team.

• Contact information, such as your email address, telephone number and postal address where required.

• Tournament information, including team name, club, age group, event entered, region, team registration information and other details required to administer an event.

• Booking and transaction information, including the products or services you have booked, payment status, invoices and transaction history.

• Accommodation and travel information where required to arrange accommodation, tours or related services.

• Communications, including emails, messages, enquiries, feedback and other correspondence with us.

• Technical information, such as IP address, browser type, device information, website activity and cookie or tracking information where applicable.

• Marketing preferences, including whether you have subscribed to marketing communications or opted out of them.

We only seek to collect personal information that is reasonably necessary for the relevant purpose.

4. How We Collect Your Information

We may collect personal information:

• when you complete a form on our website;

• when you register or book a team for an event;

• when you purchase accommodation, tours or other services;

• when you contact us by email, telephone, social media, messaging service or another communication channel;

• when you subscribe to communications or register your interest in an event;

• when a club, team manager, coach, parent or other authorised person provides information required for tournament administration;

• through our event registration, CRM, payment and booking systems;

• through cookies and similar technologies, where permitted;

• from third-party tournament organisers, accommodation providers or service providers where necessary to manage a booking or event.

5. How We Use Your Personal Data

We may use your information to:

• process tournament registrations and bookings;

• administer teams, age groups and event participation;

• arrange accommodation, tours and related services;

• process payments and maintain transaction records;

• send important information relating to an event or booking;

• respond to enquiries, requests, complaints and support issues;

• manage our relationship with clubs, teams, managers, parents and customers;

• request feedback and improve our tournaments, website and services;

• send marketing communications where we are permitted to do so;

• measure website and marketing performance where applicable;

• prevent fraud, abuse and security incidents;

• comply with our legal, regulatory, accounting and tax obligations.

6. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for using personal data. Depending on the circumstances, we may rely on:

• Contract – where processing is necessary to enter into or perform a contract with you, including processing a tournament, accommodation or tour booking.

• Legal obligation – where we need to process or retain information to comply with applicable laws, accounting requirements or other legal obligations.

• Legitimate interests – where processing is reasonably necessary to operate and improve our business, administer events, respond to customers, maintain security or manage appropriate customer relationships, provided those interests are not overridden by your rights and interests.

• Consent – where you have actively agreed to a particular use of your information, such as certain marketing communications or non-essential website tracking.

Where we rely on consent, you may withdraw that consent at any time.

7. Tournament and Booking Communications

If you make a booking or register a team, we may send you communications that are necessary to administer that booking or event.

These may include booking confirmations, payment information, team registration reminders, event instructions, venue information, timetable changes, accommodation details and other operational updates.

These service communications are different from optional marketing communications because they may be necessary for us to provide the service you have requested.

8. Marketing Communications

We may send information about upcoming tournaments, offers, football experiences and related One Tournament services where permitted by law.

Depending on the circumstances, we may rely on your consent or another lawful basis permitted under applicable data protection and electronic marketing rules.

You can opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us at:

info@onetournament.uk

Opting out of marketing will not prevent us from sending essential service communications relating to an active booking or tournament entry.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies.

Some cookies are strictly necessary for the website to function properly. These may be used without consent where permitted by law.

Other technologies may be used for purposes such as:

• website analytics;

• measuring website performance;

• remembering preferences;

• advertising measurement;

• marketing and audience targeting.

Where consent is legally required for a non-essential cookie or similar technology, it should not be activated until you have given the appropriate consent.

You can manage your choices through the cookie controls provided on our website, where available, and through your browser settings.

10. Analytics and Advertising

Where enabled and where the required consent has been obtained, we may use analytics and advertising technologies such as Google Analytics and Meta technologies, including the Meta Pixel.

These services may help us understand how visitors interact with the Site, measure the performance of campaigns and show advertising that may be more relevant to interested audiences.

Information collected through these technologies may include device information, browser information, pages visited, interactions, approximate location derived from IP address and advertising identifiers.

Non-essential analytics or advertising technologies will be subject to the cookie and consent requirements that apply to them.

11. CRM, Email and Booking Systems

We use third-party technology providers to help operate One Tournament. Depending on the service you use, personal information may be processed through systems used for:

• customer relationship management, forms and automated communications;

• business email and communications;

• tournament registration and ticketing;

• payment processing;

• website hosting, security and analytics.

Our current service providers may include GoHighLevel for CRM, forms and communications, Microsoft 365 for business communications, TicketSpice for event registration and Stripe for payment processing.

We require service providers that process personal information on our behalf to handle that information appropriately and in accordance with applicable data protection requirements.

12. Payments

Payments may be processed by third-party payment providers such as Stripe.

We do not normally store complete payment card details ourselves. Card and payment information is entered into and processed through the payment provider’s secure systems.

We may retain information about the transaction itself, including the amount paid, payment status, invoice details, product or service purchased and transaction reference, where necessary for booking administration, accounting and legal purposes.

13. Sharing Your Personal Data

We may share personal information where reasonably necessary with:

• tournament organisers and Vendors responsible for delivering an event;

• venues, accommodation providers and travel or hospitality suppliers where required for your booking;

• payment processors;

• CRM, email, website, hosting and technology providers;

• professional advisers such as accountants or legal advisers;

• regulators, law enforcement authorities or other organisations where disclosure is required by law.

We do not sell personal information to third parties.

14. International Transfers

Some technology providers we use may process or store personal information outside the United Kingdom.

Where personal data is transferred internationally, we take appropriate steps to ensure that the transfer is made in accordance with applicable UK data protection law, including through recognised adequacy arrangements or appropriate contractual safeguards where required.

15. Information About Children and Young Players

One Tournament provides youth football events and therefore limited personal information about players under the age of 18 may be required for tournament administration.

Our online bookings and team administration processes are generally intended to be completed by an adult, such as a parent, guardian, coach, club official or team manager.

Player information may include details such as:

• player name;

• team and club;

• age group or date-of-birth information where necessary to confirm eligibility;

• other limited information reasonably required to administer an event.

We ask adults submitting player information to ensure that they are authorised to provide it.

We aim to minimise the information collected about children and young people and only use it for appropriate tournament, eligibility, safeguarding and administrative purposes.

16. How Long We Keep Your Information

We do not keep personal information for longer than is reasonably necessary for the purpose for which it was collected.

Retention periods vary depending on the type of information and why we hold it. For example:

• booking and financial records may be retained for the period required for accounting, tax, contractual and legal purposes;

• tournament administration information is retained for as long as reasonably necessary to organise, deliver and resolve matters relating to the event;

• player information that is no longer required for event administration will be deleted or securely disposed of in accordance with our retention practices;

• marketing information may be retained while you remain subscribed or while we have another lawful reason to retain it;

• where someone opts out of marketing, we may retain limited information on a suppression list so that we can respect that preference.

17. How We Protect Your Information

We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people and service providers who require it for legitimate business purposes.

No online or electronic storage system can be guaranteed to be completely secure, but we take reasonable steps to protect the information entrusted to us.

18. Your Data Protection Rights

Depending on the circumstances and the lawful basis on which we process your information, you may have rights including the right to:

• request access to personal information we hold about you;

• request correction of inaccurate or incomplete information;

• request deletion of personal information in certain circumstances;

• request restriction of processing in certain circumstances;

• object to certain uses of your personal information;

• request portability of certain personal information where applicable;

• withdraw consent at any time where processing is based on consent.

You have the right to object at any time to the use of your personal information for direct marketing.

To exercise a data protection right, contact:

info@onetournament.uk

Some rights are not absolute, and we may be required or permitted to retain certain information despite a deletion request, for example where records must be kept to meet legal, accounting or tax obligations.

19. Automated Processing

We may use automated systems and workflows to assist with routine activities such as booking confirmations, reminders, customer communications and marketing segmentation.

We do not intend to make decisions about individuals solely through automated processing where those decisions would produce legal or similarly significant effects without providing the protections required by applicable law.

20. Social Media

We operate accounts on social media platforms and may receive information when you interact with our pages, advertisements, posts or messages.

The relevant social media platform will also process information in accordance with its own privacy policy.

Where advertising or tracking technologies are used in connection with social media, we will apply applicable consent and data protection requirements.

21. Third-Party Websites

Our Site may contain links to websites operated by third parties.

We do not control the privacy practices of those websites. If you follow a third-party link, we recommend reviewing that organisation’s privacy information before providing personal data.

22. Complaints

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and respond.

Email:

info@onetournament.uk

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

More information is available at:

ico.org.uk

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal obligations or the way we process personal information.

When we make material changes, we will update the date shown at the top of this page and take any additional steps required by law.

24. Contact Us

If you have any questions about this Privacy Policy or how One Tournament CIC handles personal information, please contact:

One Tournament CIC
Email:

info@onetournament.uk


Address: 17 Knott Gardens, Fishbourne, West Sussex, PO19 3FE