For clubs
Data processing agreement
Last updated 20 October 2026 · Version 2026-10-27
This agreement is between your club (the club) and LION DIGITAL MEDIA LTD, a company registered in England (company number 09421361), whose registered office is in Bromley, BR1 4HN, which runs Senatus (Senatus, we). It sets out how Senatus handles personal data on the club's behalf, as Article 28 of the UK General Data Protection Regulation (UK GDPR) requires.
A member of the club's committee accepts it for the club on the club's Settings page in Senatus. We record who accepted it and when. It applies alongside our terms of service and our privacy notice.
1. Who is responsible for what
The club is the controller of the personal data it keeps about its members and others in Senatus: it decides who its members are and what it records about them. Senatus is the club's processor for that data, and handles it only to provide the service the club has asked for.
Senatus is a controller in its own right for a small amount of data it needs to run the service itself: people's sign-in accounts, keeping the service secure, and billing the club. That is covered by our privacy notice, not by this agreement.
2. Subject matter and duration
The subject matter is the club's use of Senatus to run its membership, events, documents, competitions and public website. This agreement lasts for as long as the club uses Senatus, and then until we have deleted or returned the club's data as section 10 describes.
3. Nature and purpose of the processing
We store, organise, display and send the club's data so that the club can:
- keep its list of members, their membership types, renewal dates and the payments it records;
- publish its programme, take replies to events and keep an attendance register;
- share documents and news with its members;
- run competitions: take entries, check pictures, have them judged, and publish results and league tables;
- invite people, take requests to join, and email members on the club's behalf;
- show a public website, with only what the club chooses to publish.
4. Types of personal data and data subjects
Whose data
- The club's members, including its committee.
- People who ask to join, or whom the club invites.
- Judges, speakers and other visitors the club arranges.
- Guests the club records at an event.
What data
- Names, email addresses and, if given, phone numbers.
- Membership details: role, title, membership type, joining and renewal dates, payments recorded.
- Replies to events and attendance.
- Competition entries: photographs and their titles, statements, marks, judges' comments and awards.
- Documents the club uploads, and messages sent with a request to join.
Senatus is not designed for special category data (such as health information). The club should not record it in Senatus. If the club has members under 18, the club is responsible for having permission from a parent or guardian.
5. What Senatus agrees to do
- Process the club's personal data only on the club's documented instructions. Using Senatus and its settings, and this agreement, are those instructions. If we think an instruction breaks data protection law, we will tell the club.
- Make sure everyone at Senatus who can see the club's data is bound to keep it confidential.
- Keep the data secure, with the measures in section 8.
- Use other companies (sub-processors) only as section 6 allows.
- Help the club answer people who use their data protection rights, such as asking for a copy of their data or for it to be deleted. Members can already download their own data and delete their own account in Senatus.
- Help the club meet its obligations on security, breach notification, data protection impact assessments and consulting the Information Commissioner's Office, taking into account what Senatus does and the information available to us.
- Delete or return the data at the end, as section 10 describes.
- Give the club the information it reasonably needs to show that both of us meet Article 28, and allow for audits as section 11 describes.
6. Sub-processors
The club gives its general permission for Senatus to use the following companies to provide their part of the service. Each is bound by a written contract that protects the data at least as well as this agreement does.
| Company | What it does | Where |
|---|---|---|
| Vercel Inc. | Runs the website and the app's server. | London, United Kingdom (company in the United States) |
| Neon Inc. | The database that holds the club's records. | London, United Kingdom (company in the United States) |
| Cloudflare, Inc. | Stores photographs and club documents (R2 storage), privately unless the club publishes a picture. | Cloudflare's network, which may include the United States and the EU |
| Clerk, Inc. | Signing in: names, email addresses and sign-in sessions. | United States |
| SMTP2GO Ltd | Sends email on the club's behalf, such as invitations and renewal reminders. Links in emails are not tracked or rewritten. | New Zealand, with sending servers in several countries |
| Anthropic, PBC | Suggests titles for a photograph, only when a member asks. Receives a small copy of the picture and the competition's name, nothing that identifies the member. Not used to train models. | United States |
| Stripe | Takes the club's own payment for Senatus. Receives the club's billing details, not members' data. | United Kingdom, Ireland and the United States |
Before we add or replace a sub-processor, we will update this page and tell clubs by email at least 30 days ahead. A club that objects on reasonable data protection grounds may tell us, and if we cannot resolve it, may stop using Senatus and have its data returned or deleted. We remain responsible to the club for what our sub-processors do.
7. International transfers
The club's database and the service run in London. Some sub-processors are companies based in the United States or elsewhere, so some data may be handled outside the United Kingdom. Where that happens, we rely on a transfer mechanism recognised under UK GDPR: UK adequacy regulations (including the UK Extension to the EU to US Data Privacy Framework, where the company is certified), or the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
8. Security
In short, how we keep the club's information safe:
- Encrypted everywhere. All traffic uses HTTPS. The database and file storage are encrypted at rest by their providers.
- Private by default. Photographs and documents are kept in private storage and opened only through short-lived links, after Senatus checks the person may see them. Nothing appears on a club's public website unless the club publishes it, and a competition picture only if its author agreed.
- Anonymous judging. Judges see pictures and titles, not who took them, unless the club chooses otherwise.
- Roles. What each person can see and do comes from their role in the club (committee, treasurer, organiser, member), checked on the server for every page and every request from the app.
- Sign-in. Signing in is handled by Clerk. Senatus never sees or stores passwords. A club can require its committee to use two-step sign-in.
- Clubs kept apart. Every record belongs to one club, and every request is checked against the club it is for.
- Secrets. Keys and passwords for our services are kept in a password manager and given to the service at run time, never written into the code.
- Nothing deleted by accident. Removing a member or an event puts it away rather than deleting it at once, so a mistake can be undone.
- No advertising or tracking. We do not use advertising, analytics or tracking cookies, and we do not sell or share data for marketing.
9. Personal data breaches
If we become aware of a breach affecting the club's personal data, we will tell the club without undue delay, and in any case within 48 hours, so the club can meet its own duty to report within 72 hours where required. We will say what happened, what data and how many people are affected, what we have done and what we recommend, and keep the club updated as we learn more.
10. At the end
When the club stops using Senatus, it can export its member list and other records first. Within 90 days of the end, we delete the club's personal data from Senatus, unless the law requires us to keep some of it. Copies in our providers' backups are overwritten in the normal course of their backup cycle. At the club's request, we will confirm in writing when deletion is done.
11. Audits and information
We will answer the club's reasonable questions about how we protect its data, and provide the information it needs to show compliance. If that is not enough, the club, or an auditor it appoints who is bound to confidentiality, may carry out an audit, with at least 30 days' notice, at a reasonable time, at the club's cost, and no more than once a year unless a breach or the regulator requires it. Where possible we will rely on our sub-processors' own certifications and reports.
12. General
If this agreement and our terms of service disagree about personal data, this agreement wins. We may update it to reflect changes in the law or in Senatus; when we do in a way that matters, we will change the version above and ask clubs to accept the new version. This agreement is governed by the law of England and Wales.
Questions about this agreement: info@senatus.app.