This document sets our our committment to supporting Data Protection and Privacy to you as a user of Trackchat. It states what we do with the data we collect and process, the reasons why we collect certain data and measures you can follow to self-manage what notifications you receive as part of this service.

Trackchat Limited is a data controller registered with the Information Commissioner's Office (ICO) under registration number ZB902961, in compliance with the UK Data Protection Act 2018 and GDPR.

For the remainder of this document the following terms will be used to mean the following:

• A "Club" refers to an organized group or institution formed to facilitate participation in one or more sports, providing members with opportunities for training, competition, social interaction, and the use of shared facilities, equipment, and coaching.
• An "Individual" refers to a person having an interest in or is already associated to a club. Within the context of Trackchat, an "individual" can have an account with Trackchat and subsequently be linked to zero to many clubs, following club membership guidelines.
• A "School" refers to a school, educational establishment, or academy as an organized institution that provides structured learning experiences, resources, and environments aimed at developing knowledge, skills, values, and social competencies among learners under the guidance of qualified educators and within a formal framework of governance and standards.
• An "Organisation" as an organisation, including a company, is a structured entity composed of people, resources, and systems arranged to pursue defined purposes or activities, operating under an established framework of governance, roles, and procedures to achieve shared objectives.

We want Trackchat to be as flexible and user friendly as possible. However we do acknowledge with that comes the responsibility of protecting data, users, the context in which Trackchat is used, clubs, schools, organisations and individual account details.

Unless enforced by law, we will not disclose your account details to any 3rd party where deemed not part of the service provision, without the permission of you the account holder. At any point, you have the right to know what data the service holds to support your account.

Password data used for your account access, is encrypted at point of transfer to Trackchat and further encrypted at the point of storage. At no point do Trackchat administrators have direct access to unencrypted user passwords. For this reason we do not support password changes, instead we support password resets.

Trackchat supports a veriety of notifications to help keep you informed of updates, club, school and group chats, club and school administration and membership communication, daily news updates etc. Notifications of this nature are emailed to your registered email address.

Where it is relevant, notifications are available within the Trackchat service. Such notifications remain within Trackchat for the purpose of notifying impacted users.

You can opt-in and opt-out of email notifications at any point by visiting the Privacy settings of your Trackchat account. Account level emails pertaining to your usage and access are fixed, you cannot opt out of these.

How others see you on Trackchat is also within your control. You can select your own profile to be public or private. You can also set your whole account and chats to be public or private. To make these changes, visit the Privacy settings of your account.

Where a club or school, through the use of Trackchat, is managing your membership, the club or school will support notifications to you as a subscription member. The frequency and context of such notifications will be managed by the club or school.

To support your Trackchat account, we collect certain items of data as follows:

Email address: used to contact you regarding your account and to send notifications to

Contact number: used as a contact point shold it be necessary and a form of identification for account linking to a club or school. Where supported the contact number will also be used for online notifications within a club or school context.

First name & Surname/Family name: used to identify yourself within your profile. Note, a minor account (younger than 16) will NOT show the surname/family name

Date of birth: we use this for Trackchat advertising campaign selection criteria, club and school identification, data alignment & registration plugins and to determine if the account holder is classed as a minor. No personal identifyable information of an account holder classed as a minor (under 16) is used for advertising.

Gender: we use this for Trackchat advertising campaign selection criteria

Skintone: we use this for the sole purpose of AI assisted profile imagery creation, and is optional

Location data: we collect browser location data and, where not available, network service provider estimations of location based on IP address. This location information is used to support locality of like-accounts when a user filters on their chat selections. It is also used for the Trackchat advertising campaigns to define target audience radius selection and finally is used for club and school registration logging.

Postal address: for individual account, the postal code / zip code is collected and used for approximate location data. For indiviual accounts, no exact postal address location data is collected.

Club association: where applicable, the association to a given club is held.

Club and school registration logging plugin: where applicable, the registration plugin will gather & keep a log of club or school member sign-in and sign-out entries. An entry will consist of the club ID (within contect of a club or school), club or school member ID, name, time in, time out, location (lng/lat) and, where applicable, the associated club training session signed-in for.

Club and school members: club ID (within context of a club or school), club or school member ID, name and associations to any club or school training sessions and their respective lead coach.

Advertising campaigns: where applicable, advertising credits and campaign profiles are held. As these are chargable records, they are kept for invoicing and reconcilliation purposes.

For Club and school level accounts we collect exact postal address, contact number to assist us to verify the physical presence of such a club or school; a pre-requisite to aupport any legal & financial representation and in the support of transactional data.

For Schools the UK Registered URN is collected. This is used to verify physical location & contact points of the school, its legal standing and supporting data

Where clubs or schools are supporting membership subscriptions, relevant data pertaining to the member or prospective member is collected for processing. Membership data may be collected for multiple clubs or schools pertaining to a member however no data is shared across clubs or schools, unless the club or clubs are within the defined school or data is already within the public domain.

Where clubs or schools support emergency contact details, medical data, personal licensing data for individuals or organisations, only the minimal data necessary to undertake such processing is collected and stored safely for later processing. Presentation of such data is limited on a need to know basis. Clubs and schools have a responsibility to manage the governance and protection of said data where it remains in their domain.

For Schools, collective data items pertaining to students will be retrieved through established & certified routes (under prior agreement with the school) for the provision of insights data relating to student participation of a club or clubs within a school. This data will be on a retrieval basis only and under prior agreement with each participating school.

To support Club, School, Individual & Organisation transactions through the use of online purchases, we use the services of Stripe.com to handle payment handling. No payment data; banking, uniquely identifyable card data is stored within Trackchat. All such data is handled by the payment provider. The data does not 'pass through' Trackchat.

Summary transaction records are kept within Trackchat. This is to support transaction history to facilitate linking back to individual users or club and school membership subscriptions.

For a club or school to succesfully support online payments and collect due revenues from membership, Trackchat does create a club or school account with Stripe.com. This is for the sole benefit of accepting online payments using a connected mechanism. All payments are handled through Stripe.com. At no point does Trackchat act as a funds collector. Online payment funds are collected by Stripe.com with resulting funds being transferred by Stripe.com to the receicving club or school within Trackchat. Stripe.com will also transfer a small transaction handling fee to Trackchat.

So that we can maximise Trackchat features and usability, cookies are used for the recording of browser session references, sign-in session timings, club and school membership shopping cart and subscription handling. The cookies allow the user to remain signed in to Trackchat during the closure of specific browser sessions. It also allows Trackchat to time how long a user as been signed in, for the purposes of indicating when a Trackchat session may have expired.

A Use of Cookies notification is presented on screen on a user's first use of the Trackchat service. Acceptance of the notification is requested.

Whilst it is our desire that you should enjoy the delights of Trackchat, we appreciate that some users may choose to leave the service and have their data removed - the right to be forgotten. If you wish to exercise this right, we suggest you first modify your privacy settings to make your account private, then follow-up with our support team. For clubs and schools, it is the responsibility of the club or school administrator to remove a member from a club or school (for the purpose of not being part of the club or school anymore or moving to another club or school for example).

Collected data pertaining to active accounts (individual, club, school, club & school memberships, organisations) will remain within the Trackchat domain for the duration of the account. Where an account is closed, the data pertaining to the account will be removed. Minimal club and school membership data may be retained for the purpose of data analysis, club and school performance and club and school achievement records.

Trackchat reserves the right to remove historical posts after a period of time for the purpose of service optimisation.

For the purpose of compliance with regional tax laws, minimal account & transactional data will be retained for the duration as stated within the region. For the UK, all financial and tax related data will be retained for the duration of the account being active and a further minimum of 6 years thereafter.

Club and school membership and subscription data, collected from the user and derived from Trackchat services, will remain within the Trackchat Domain for the duration of the membership being active.

Where a prospective member has applied for club or school membership and there is no response from the club or school after a period of 90 days, the membership request is deemed to be void. All data pertaining to the club or school membership request will once void will be deleted automatically from the Trackchat domain. Where a Trackchat membership account had been created from the prospective member request, the Trackchat account will remain active (in line with Trackchat account policies) and prospective member data retained within the Trackchat domain. No notification will be issued to the club or impacted member. Club memberships within the context of a school may be subject to alternative membership creations as appropriate through the use of pre-existing or the provision of student data within the school.

Where a club or school membership subscription fails to pay any due fees (initial or renewal) where applicable, the membership will be disabled automatically after a period of 90 days from the subscription expiry date. No notification will be issued to the club, school or impacted member.

A club or school membership subscription that has been disabled for more than 180 days will have non-essential data erased. This includes Emergency Contact Data, Medical data and any associated Guest membership that are no longer linked to an active club or school member. No notification will be issued to the club, school or impacted member.

Where a subscription based club fails to pay any due fees, the club will be disabled after 14 days from subscription expiry. All data pertaining to the club subscription, operational use, all associated memberships, website and Trackchat contact posted by or on behalf of the club will be disabled immediately at this point.

All club and associated data will be deleted after 60 days from point of subscription expiry if no resolution is in place to renew a club subscription or pay due fees.

Where a subscription based school fails to pay any due fees, the school and any linked clubs will be disabled after 14 days from subscription expiry. All data pertaining to the school subscription and linked clubs, operational use, all associated memberships, website and Trackchat contact posted by or on behalf of the school will be disabled immediately at this point.

All school and linked clubs and associated data will be deleted after 60 days from point of subscription expiry if no resolution is in place to renew a school subscription or pay due fees.

Stripe.com is the Trackchat service provider for for online payments, interfacing through secure APIs. Stripe.com service is based and operated from multiple regions. Service provision and Data pertaining to the service is located and operated from Europe and principally the UK

Google is the Trackchat service provider for location data & postal location verification services, interfacing through secure APIs and publically available open APIs. Only publically available postal address data is provided. Google location services operate within USA & Europe

AWS (Amazon) is the Trackchat service provider for service email communication through the use of secure AWS Web Services APIs. AWS mail services uses eu-west-2 email service location based in the UK

AWS (Amazon) is the Trackchat service provider for content storage through the use of secure AWS Web Services APIs. AWS storage uses eu-west-2 storage location based in the UK

Publically available IP Location data is used for the estimated location data for user browsers, providing country-centric data.

Wonde.com is the Trackchat service provider establishing a gateway to UK based schools student and infrastructure data, through the use of secure APIs. Wonde.com gateway services operate from the UK

Where AI is used within Trackchat (currently only to create initial user profiles), the service is provided through OpenAI.com through secure APIs. Currently these AI services are operated out of the USA

All Trackchat web hosting is provided through a UK based Service Provider, located & hosted within the UK

Trackchat domains are registered with UK based domain providers

Bertiesoft.com is the Trackchat software development and engineering services provider, based and operated from the UK

It is the ambition for Trackchat to become a UK Sovereign service provider, that is to use service providers, service teams and all engineering resources to be based within the UK.

Trackchat Limited is a data controller registered with the Information Commissioner's Office (ICO) under registration number ZB902961, in compliance with the UK Data Protection Act 2018 and GDPR.

Trackchat is a product owned & operated by Trackchat Limited. You can contact us by email; info@trackchat.io

Version 1.4, December 2025