Privacy notice

Last updated 22 September 2026

Who we are

Guildford Baseball & Softball Club decides how the personal information described here is used, which makes us its "controller" under UK data protection law. To contact us about your information, email michael.burdett1@outlook.com.

Joining through our chat assistant

The assistant on our Join page asks for:

• Players: your full name, email address, phone number, date of birth, and any baseball or softball you've played before. If you're 16 or under, it also asks for a parent or guardian's name, email address and phone number.
• Juniors: your child's full name, date of birth and experience, plus your name, email address and phone number as their parent or guardian.
• Coaching sessions: your name, email address, phone number, the organisation you represent, and the days you're looking for.

We use this to reply to you, send you a confirmation email, work out which team or junior group fits, and get you started with the club. The law allows this because you've asked to join, or asked us about joining. Please only give a child's details if you're their parent or guardian.

The assistant is AI. It answers from the club's own information, and anything you type into the chat, including questions, is processed to write its replies.

Who handles it for us

Jack Burdett (JMBurdett Systems) runs this website and the assistant for the club, acting on our instructions. These services are used to provide them:

• Anthropic: the AI that powers the assistant (US)
• Modal: runs the assistant (US)
• Supabase: stores enquiries and chat conversations (Ireland)
• Google (Gmail): sends the confirmation emails
• Vercel: hosts this website and the club's enquiry dashboard

Your enquiry is also emailed to the club's mailbox. Some of this information is processed outside the UK: Anthropic, Modal and Vercel are based in the US, and the emails are sent through Google's Gmail service. We never sell your information or use it for anyone else's marketing.

How long we keep it

• Chat conversations are deleted automatically 30 days after the last message.
• Enquiries in the club's system are deleted automatically 24 months after they're made.

Photos and names on this site

We publish team and event photos, and players' names on our roster. If you'd like a photo of you or your child taken down, email us and we'll remove it.

This website

• No advertising or tracking cookies, which is why there's no cookie banner.
• Visitor statistics. Vercel Web Analytics counts visits so we can see which pages are used. It sets no cookies and doesn't identify you or follow you to other sites.
• Hosting. Vercel keeps standard server logs, including your IP address, to keep the site secure and working.
• Page features. The fonts come from Google Fonts, the maps from Google Maps, a small animation library from Cloudflare, the news noticeboard from our database provider, the photos on the Juniors page from Wix, and some photos in older news posts from the club's previous website. Your browser connects to each of these, so each receives your IP address. Google's use is covered by Google's privacy policy.

Your rights

You can ask for a copy of the information we hold about you, ask us to correct or delete it, or object to how we use it. Email us at the address above. It's free, and we'll reply within one month.

Complaints

If you're unhappy with how we've handled your information, please tell us first and we'll try to put it right. You can also complain to the Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, on 0303 123 1113, or at ico.org.uk/make-a-complaint.

Changes

If this notice changes, we'll update the date at the top of the page.