Introduction

This Privacy Policy describes the type of information that we collect from you through your use of our website (playwaze.com) and our apps (together called the "Service") and how that information may be processed.

We respect your right to privacy and will only process your personal information in accordance with the General Data Protection Regulation ((EU) 2016/679) (“GDPR”) and any national laws in the UK including the Data Protection Act 2018 or any successor legislation to GDPR (“Data Protection Legislation”).

Who we are

We are PW24 Ltd trading as Playwaze, and our registered company number is 15759476 (“we”, “our”, “us”)

Registered address: PW24 Ltd, 71-75 Shelton St, London, WC2H 9JQ

Information we collect

We need to collect information from you so that you can use the Service e.g. make bookings, enter events, and participate in sports competitions. The type of information we collect includes:

Basic account information

When you register an account on the Service you will be required to provide basic information to identify you on the Service. This includes your name and email address. You may also provide optional information to enhance your experience on the Service e.g. your location.

Financial transaction information

If you make purchases through the Service e.g. for bookings and entries, we will collect transaction information, such as payment card information, the date / time of purchase and amount paid.

Activity information

We will collect information about your activity on the Service, and assign this information to your profile. Such activity includes making bookings, purchasing memberships, entering events and competitions, submitting competition results, and joining teams.

Technical and behavioral information

We will collect information about how you are using the Service. This includes which browser you are using, the type of your device, your IP address, the date/time of your visit, the pages you visit, and the duration of your visit.

Custom information

You may be asked to provide personal information through a form when booking or entering activities. Forms are managed by administrators e.g. your club manager. They are therefore responsible for collecting this information in accordance with their own privacy practices.

Third party sourced information

Information about you may be collected when provided by an administrator. For example, your club manager will need to provide your name and email address to invite you to an activity on the Service.

Administrators may also add or modify your profile information.

If you are a child, your personal information may be provided by a parent or guardian.

When you participate in activities and competitions your administrator may provide additional information recording your participation e.g. your attendance at a session or your performance in a match.

Who controls and processes your information

According to the GDPR definition we are the Data Controller and the Data Processor for all the information we collect on you and your use of the Service, with the exception of custom information (as defined above). Custom information is defined and collected by your administrator – typically through booking and entry forms. They are therefore the Data Controller for this custom information, and we are the Data Processor.

In our role as Data Controller we determine how your information is collected, processed, and used, ensuring full compliance with all the relevant data protection laws, including the GDPR.

In our role as Data Processor we ensure that your data is processed securely, in compliance with all relevant data protection laws, including the GDPR.

Where we are acting as Data Processor on behalf of a third party Data Controller (in the instance of custom information) you should refer to the Data Controller’s own privacy policy for further compliance assurance relating to the way your personal information is used. Your custom information will be processed according to the policies herein.

The purpose of processing your personal information

We collect and process your information for the following legitimate purposes:

To provide you with the Service in accordance with our Terms of Service.
To personalize and improve your experience of using the Service.
To develop and improve the Service using technical and behavioral information generated from your use of the Service.
To share insight data with sports and activity organisations to support sector policy, strategy, and funding.
To send you important information pertaining to your use of the Service, including any changes to this Privacy Policy.

We may also process your data for the purpose of sending you marketing communications (from us or our partners). For this we will always ask you for your explicit consent, which you will be able to withdraw at any time.

How your personal information is shared

The Service is provided through a community framework. A community represents a provider (e.g. a class instructor or a sports club), and each community has one or more administrators (e.g. a club manager, class instructor, or league administrator). Your personal information is protected within the communities you join. People outside of your community have no access to the information within your community. Communities can be protected with passkeys and application processes functions to prevent unauthorized people from joining.

Your personal information may be shared in the following ways:

Administrators

When you join a community on the Service some of your personal information (e.g. name, email address) will be shared with the community administrator. Technical, behavioral, and payment card information will not be shared with administrators. Personal information that is shared with administrators may be exported out of the Service (e.g. to an Excel file) by those administrators. Exported personal information falls outside the scope of this Privacy Policy, and becomes a data protection matter for the administrator that exported the information.

Members

When you join a community on the Service some of your personal information (e.g. name) may be shared with other members of the community. The administrator is able to set their own privacy settings in this respect. For example, when you make a booking on the Service the administrator may elect to display your name to other people who have booked (typical for a private club session) or they may elect to hide your name from other people who have booked (typical for a public exercise class).

When you participate in a sports competition your name may be displayed in relation to that competition to other people who are members of the community in which the competition is hosted e.g. your name will appear in a tournament draw, on a scorecard, or on a match team sheet. The administrator can elect to show or hide competitions within their community. When competing you accept that your name becomes a matter of record in the competitions you compete in. It will therefore remain associated to the competition until the competition has been deleted or you have been de-registered from the competition.

Public

Administrators may choose to make some personal information public through the Service. This includes:

If you are assigned as an Organiser of an activity and the administrator has elected to publicly display the activity your name will be displayed on public displays of that activity.
If you participate in a competition and the administrator has elected to publicly display the competition your name will be displayed on public displays of that competition.
If you participate in competitions where player stats are recorded and the administrator has elected to publicly display those player stats your name will be displayed on public displays of the player stats.
If you participate in a competition that your administrator has enabled for Global Leaderboards, your name will appear publicly in the relevant Global Leaderboards.

Content may be publicly displayed through website embedding, link sharing, and publishing (to our Search interface). All public sharing can be controlled by your administrator. Therefore, if you do not consent to your name being displayed publicly, you should contact your administrator.

Insight

We collect activity information, as defined in “Information we collect”. We sometimes share that information with organisations that have an interest in harvesting insight on sports and activity participation. These include National Governing Bodies, Local Authorities, and Government Agencies. By default this information is aggregated and anonymized.

We may also share basic account information activity information alongside activity information with organisations that have an interest in identifying high performing participants i.e. scouting. These organisations include National Governing Bodies and other sports bodies running performance programmes.

Third party service providers

We use third party service providers e.g. cloud services for the provision of our technology infrastructure. Your data will be processed by these third party service providers on our behalf, and we ensure that this third party processing is executed in compliance with the GDPR or other data protection laws that ensure an equivalent or higher level of data protection.

Statutory obligations

We will share your personal information in response to requests from government or law enforcement authorities.

Where your personal information is stored

We store your data in Amazon Web Services (AWS) data centres located in the European Economic Area (EEA). AWS maintains the highest standards of security compliance and certification.

We may transfer your data for processing or storage outside the EEA under certain circumstances. These circumstances may include:

Temporary data storage in alternative non-EEA data centres e.g. in the event of a cyber-attack on EEA data centres.
The provision of data/solution services by a third party supplier where the supplier is required to process personal data outside of the EEA.

Data will only be stored or processed outside of the EEA, where the destination country is approved by the EU Commission as having adequate levels of data protection legislation, commensurate with the principles of GDPR. Transfers to the US will only be to processors certified to the US/EU Privacy Shield.

How long we retain your personal information

We will not process your personal information beyond what is necessary to fulfil the purpose of the processing and out statutory duties.

When you delete your account your account will be deactivated from the Service. Your personal and activity information (e.g. bookings, entries, and results) will be retained. We may continue to process this information, after you have deleted your account on the Service. This processing may include:

Retaining a record of the bookings and payments you have made.
Displaying your standing and results in a competition.
Displaying historical player stats.
Allowing an administrator to update / cancel your bookings, update / enter competition results in competitions you have participated in.
Aggregating your historical activity information for contribution to our insight and technical / behavioral analytics.

After you have deleted your account you will no longer receive any communications from us or the Service e.g. notifications from the communities you were participating in.

Information may be sent to your computer in the form of a "cookie" to allow us to improve your experience of using the Service. The cookie is stored on your device. We may request that your device return a cookie to it. These return cookies do not contain any information supplied by you or any personally identifiable information about you.

Your browser software should enable you to view, block, and remove cookies if you wish to.

Information security

We implement suitable physical, electronic and managerial procedures to safeguard and secure your personal information.

We operate robust procedures to deal with any suspected breaches of personal information and will notify you and any applicable regulator of a breach where we are legally required to do so.

We implement robust security measures to protect your personal information while in transit (being sent over the internet), including fully certified data encryption.

Warnings

Please remember that the transmission of information over the internet may not be completely secure and that you are advised to take suitable precautions when transmitting your information to us over the internet. For example, you should always transmit over a secured wi-fi network.
Please don't share your password. Once you set a password, you must keep it confidential.
Please note that this Privacy Policy does not apply to other websites that you may link to from our Service. We have no control over how your information is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing any information to them.

Your rights

You have certain rights in respect of the way your personal information is processed. Those rights include the right to view, modify, delete, obtain, and reuse across different services (“data portability”). You also have the right to restrict or object to certain processing (or withdraw your consent to processing if the legal basis for the processing is consent).

You can request to exercise these rights by contacting us at privacy@playwaze.com. These rights may be limited, for example if fulfilling your request would reveal personal information about another person, where it would infringe the rights of a third party (including our rights) or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping. Relevant exemptions are included in applicable data protection law. We will inform you of relevant exemptions we rely upon when responding to any request you make.

The personal information you have provided us with is always visible to you through your profile in the Service. If any of the information we have registered about you is incorrect, we encourage you to make changes to your profile.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk ). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

To exercise any of the foregoing rights or if you have any other questions about our Service or this Privacy Policy, please contact us at privacy@playwaze.com.

Changes to this Privacy Policy

We will occasionally update this Privacy Policy to reflect any changes to the way we process your personal information in connection with the Service. In such cases, a changed Privacy Policy will be published on our Service. In case of major changes, we will notify you directly in the appropriate manner, either via the Service or by email.

Contact

You can contact our data protection officer at any time with questions about data protection and your rights as a data subject. You can reach the DPO at privacy@playwaze.com.