Privacy notice

Who is responsible

The Hurricanes alumni archive, a volunteer history project about the Hertfordshire Hurricanes American football club, is responsible for your data. It is not the official site of the current team or of the University of Hertfordshire.

To ask about your data, send a “Something else” contribution or email archive@hertshurricanes.org.uk.

What we collect

• Your email address, to send sign-in links and to tell you about your contributions. It is never shown on the site.
• The name you choose to be credited as, shown next to your contributions once they are approved.
• What you send: roster details, results, corrections, memories, who is in archive photos, photos (with who took them and whether you may share them) and any evidence you attach, with the date you sent it.
• Photos: location (GPS), camera and other hidden details are removed as soon as a photo arrives. The original file is deleted and only the cleaned copy is kept. Photos stay private until they are approved.
• Sign-in and abuse-prevention records: a cookie that keeps you signed in, and counters that limit how often sign-in links and contributions can be requested. The counters store only keyed one-way codes made from email and network addresses, never the addresses themselves.

Why, and our lawful basis

• Legitimate interests: running the archive. That means signing you in, keeping it secure and free of abuse, and reviewing and publishing a sourced history of the club with the people who were there.
• Consent: anything optional you choose to share, such as claiming your profile, memories and photos. You can withdraw anything still waiting for review, hide a claimed profile, or delete your account at any time.

Every contribution is reviewed before anything appears on the site, and published facts are credited to the name you chose.

How long we keep it

• Sign-in links expire after 15 minutes and are deleted once they are a day past use or expiry.
• Sign-in sessions last 30 days.
• Abuse-prevention counters are deleted after a day.
• Photos you upload but never send are deleted after a day.
• Submissions are kept while they wait for review. Withdrawn submissions are deleted at once, and rejected ones 12 months after review. Approved submissions are kept as the record of where a published fact came from.
• Your account is kept until you delete it.

An automatic clean-up runs every day to enforce these periods.

Cookies

One essential cookie keeps you signed in. Your light or dark theme choice is remembered in your browser. There are no advertising or tracking cookies.

Who processes it for us

The site and its private photo storage are hosted by Vercel, the database by Neon, and sign-in emails are sent by Resend. They act only on our instructions. Your data may be processed outside the UK by these providers, under their standard data-protection terms.

Your rights

• See everything you have sent, and withdraw anything still waiting for review, on your account page.
• If your profile has been linked to your account, you can hide it from the whole site there too.
• Delete your account at any time. This deletes your email address, your sign-in records, your submissions and your photos. Contributions already approved stay in the archive under the name you were credited as. To have that credit removed as well, ask before you delete your account.
• You can also ask for a copy of your data, or for it to be corrected.
• If you are unhappy with how your data is handled, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk.