Privacy policy
1. Who we are
MatManager is provided by MatManager ("we", "us"). You can contact us about privacy at info@matmanager.co.uk.
2. What this policy covers
This policy explains how we handle personal data when you visit our website, sign up for MatManager, or use it as an academy owner, coach or member of staff. In these cases we are the data controller.
Academies also use MatManager to keep records about their own members and students. For those records, the academy is the controller and we only process the data on its behalf. If you are a member of an academy, see section 11.
3. Information we collect
- Account details: your name, email address and phone number, your academy's name and web address, and the details of team members you give a login to.
- Billing details: your plan, payment history and billing address. Card payments are handled by Stripe. We never see or store your full card number.
- Usage and technical information: sign-in times, the actions you take in the admin area (kept in an activity log), your IP address, browser and device type, and error logs.
- Messages: emails and other messages you send us, for example when asking for support.
- Website visits: our web server keeps standard logs of visits (IP address, pages visited, browser). We don't use advertising or analytics trackers.
4. How we use it and why
| What we do | Lawful basis |
|---|---|
| Set up and run your account, provide the service, and send you emails you need, such as password resets, trial and billing notices | To perform our contract with you |
| Take payment and keep financial records | To perform our contract, and to meet legal obligations (for example tax records) |
| Provide support and answer your questions | To perform our contract, or our legitimate interest in helping people who contact us |
| Keep the service secure, prevent misuse and fix problems | Our legitimate interest in running a safe, reliable service |
| Tell you about new features or offers related to MatManager | Our legitimate interest in keeping customers informed. You can opt out at any time using the link in the email or by contacting us |
We don't sell personal data, and we don't use it for automated decisions that have legal or similarly significant effects on you.
5. Who we share it with
We only share personal data with companies that help us run the service, under contracts that protect it:
- Hostinger: website hosting, databases and email sending.
- Stripe: subscription payments and invoices. Stripe is also responsible for some data as a separate controller, under its own privacy policy.
- Google: our website's font (Quicksand) is loaded from Google Fonts, which means your browser sends your IP address to Google when you view our pages. Some public forms also use Google reCAPTCHA to stop spam.
We may also share information with professional advisers, if we sell or reorganise the business (in which case the buyer would have to protect it in the same way), or where the law requires it.
6. International transfers
Some of these providers may process data outside the UK, for example in the United States. Where they do, we make sure the data is protected as UK law requires, for example through UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or the International Data Transfer Agreement.
7. How long we keep it
- Account details: while you have an account, then for 30 days in case you come back. Backups are overwritten within a further 30 days.
- Billing and financial records: six years after the end of the financial year they relate to, as UK tax law requires.
- Support messages: up to two years after the conversation ends.
- Web server and error logs: up to 90 days.
8. Keeping it secure
We use encrypted connections (HTTPS), a separate database for each academy, encrypted database credentials, hashed passwords, role-based access and regular backups. Only people who need access to provide or support the service have it. No system is perfectly secure, so if you think your account has been compromised, please tell us straight away.
9. Cookies
We only use cookies that are needed for the service to work: to keep you signed in, to remember choices such as which member you're viewing in the member app, and to protect forms against misuse. These don't need your consent. We don't use advertising, tracking or analytics cookies. Your browser may also store small settings on your own device, such as which tab you last viewed in the member app.
10. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is wrong or incomplete;
- ask us to delete your data, or to restrict how we use it, in some circumstances;
- object to us using your data based on our legitimate interests, including for marketing;
- ask for data you gave us to be sent to you or another organisation in a common format.
To use any of these rights, contact us at info@matmanager.co.uk. We will reply within one month. There is usually no charge.
11. If you are a member of an academy
If you train at an academy that uses MatManager, the academy decides what information it keeps about you and how it uses it, such as your contact details, memberships, payments, attendance, belts and waivers. The academy is responsible for that data, and its own privacy notice explains how it is used. We store and process it on the academy's behalf and don't use it for anything else.
If you want to see, correct or delete your information, please contact your academy first. If you contact us, we will pass your request to them and help them deal with it.
12. Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. If we make a significant change, we will tell account owners by email.
13. Contact and complaints
If you have a question or concern about privacy, please contact us at info@matmanager.co.uk.
How we handle data protection complaints. You can complain to us by email, in writing, or by telling anyone at MatManager. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome and what we have done.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. We'd appreciate the chance to deal with your concern first.