Privacy Notice

Who we are

AIO Digital Ltd, trading as Bowlio - Bowls Management System ("Bowlio", "we", "us"), provides club-management software used by bowls clubs across the UK to manage fixtures, membership, rink bookings and payments. This notice explains how we collect and use personal data, in line with the UK GDPR and the Data Protection Act 2018.

Bowlio is a trading name of AIO Digital Ltd. We are the data controller for the account, trial-signup and security data described in this notice, and a data processor for member data that clubs add (see "Clubs as data controllers" below).

• Company: AIO Digital Ltd, registered in England and Wales
• Company number: 17498689
• Registered office: Y Gorlan, 87 Roger Street, Swansea, SA5 9AR
• ICO registration number: TBC

The Bowlio software is owned by Nicky Thomas and licensed to AIO Digital Ltd (see Licensing). That licence gives the owner no separate right to use your personal data.

Who this notice covers

It applies to club administrators and staff who register a club, prospective clubs who start a free trial, and club members whose details are added to the system by their club.

What we collect

• Account details: name, email address, and a username or password/passkey credential.
• Club details: club name and the fixtures, leagues, rink bookings and team selections a club records.
• Member details, added by a club: name, email, phone number, membership and access level, and payment records relating to club fees.
• Technical data needed to keep accounts secure: IP address and timestamps on sign-in, password-reset and trial-signup requests.

We do not knowingly collect any special category data (such as health information) through the standard fields in Bowlio, and clubs should not enter it into free-text fields either.

How we use it, and our lawful basis

• Providing the service (contract) — creating your account, running fixtures/bookings/payments features, and sending service emails such as sign-in links and password resets.
• Free trial signup (contract, taken at the point you request a trial) — provisioning your trial club and emailing your temporary access details.
• Keeping the service secure (legitimate interest) — rate-limiting and logging sign-in, password-reset and trial-signup requests to prevent abuse.
• Legal and compliance (legal obligation) — where we're required to keep or disclose records.

Clubs as data controllers for their own members

Where a club uses Bowlio to manage its own members, the club is the data controller for that member data and decides what's collected and why; AIO Digital Ltd acts as a data processor on the club's behalf, providing the platform the data is stored and processed on. A club member should also refer to their own club's privacy information about how the club itself uses their data.

Who we share data with

We share data only where needed to run the service: our email-delivery provider (to send sign-in links, password resets and notifications) and our hosting provider (to store data). We do not sell personal data, and we do not share it with third parties for their own marketing purposes.

How long we keep it

We keep account and club data for as long as the account is active, and for a limited period afterwards to meet legal, accounting and dispute-resolution needs. Security logs (such as sign-in and password-reset attempts) are kept only as long as needed for the fraud/abuse prevention purpose they're collected for.

Cookies

We use only strictly necessary cookies: one to keep you signed in (your session), and one that remembers a "remember me" choice for up to 30 days. Neither is used for advertising or analytics, and neither requires separate consent under UK cookie rules because they're essential to providing the service you've asked for.

Your rights

Under UK GDPR, you can ask us (or your club, where they're the controller) to: give you a copy of your data, correct it, delete it, restrict how it's used, or provide it to you in a portable format. You can also object to certain processing. To ask about your own account's data, contact us using the details below; a club member should usually start with their club, who can export or remove their record directly from Bowlio.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) (opens in a new tab).

Automated decision-making

We do not use your data to make any automated decision that has a legal or similarly significant effect on you, and we do not build profiles from it for that purpose.

Keeping your data secure

We use industry-standard measures including encrypted password/passkey storage, rate limiting on sign-in and account-recovery requests, and role-based access controls that restrict who can see a club's data. We keep this under ongoing review and improve it as the service grows.

Changes to this notice

We'll update the date at the top of this page if we make material changes, and will let club administrators know of any significant change by email.

Contact us

Questions about this notice or your data: support@bowlio.co.uk, or write to AIO Digital Ltd, Y Gorlan, 87 Roger Street, Swansea, SA5 9AR.