Privacy Policy

1. About This Policy

This Privacy Policy explains how Rugby Fixture Finder Ltd. ("we", "our", "us", "the Company") collects, uses, stores, and protects your personal information when you use our website (rugbyfixturefinder.com), mobile applications, and related services (collectively, "Services").

We are committed to protecting your privacy and handling your data in an open and transparent manner in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation.

2. Data Controller Information

The data controller responsible for your personal data is:

Rugby Fixture Finder Ltd.
Company Registration Number: 16405990
Registered in England and Wales
Registered Office: 51 South Street, Torquay, United Kingdom, TQ2 5AJ
Email: privacy@rugbyfixturefinder.com
Website: rugbyfixturefinder.com

3. Information We Collect

3.1 Information You Provide Directly

We collect information you voluntarily provide when using our Services, including:

• Account Information: Name, email address, phone number, password, and role/position within your rugby club
• Club Information: Club name, address, league/division, team details, and fixture preferences
• Communication Data: Messages sent through our platform, enquiries, feedback, and support requests
• Transaction Data: Payment information, billing address, and purchase history (payment card details are processed securely by our payment providers and not stored by us)
• Profile Information: Any additional information you choose to add to your profile

3.2 Information Collected Automatically

When you use our Services, we automatically collect:

• Device Information: Device type, operating system, unique device identifiers, browser type and version
• Usage Data: Pages visited, features used, time spent on pages, click patterns, and navigation paths
• Location Data: General location based on IP address (we do not collect precise GPS location without explicit consent)
• Log Data: IP address, access times, referring URLs, and system activity
• Cookies and Similar Technologies: Information collected through cookies, pixels, and similar tracking technologies (see Section 10)

3.3 Information from Third Parties

We may receive information about you from:

• Other rugby clubs using our fixture matching service
• Rugby Football Union (RFU) or other governing bodies (where applicable)
• Payment service providers
• Analytics providers

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 To Provide Our Services

• Create and manage your account
• Facilitate fixture matching between rugby clubs
• Enable communication between clubs regarding fixtures
• Process tour planning requests
• Send service-related notifications and updates

4.2 To Process Transactions

• Process payments for subscription services
• Send invoices and payment confirmations
• Manage refunds where applicable

4.3 To Improve Our Services

• Analyse usage patterns to improve functionality
• Develop new features and services
• Conduct research and analytics
• Fix bugs and troubleshoot issues

4.4 To Communicate With You

• Respond to your enquiries and support requests
• Send important service announcements
• Send marketing communications (where you have consented)
• Request feedback on our Services

4.5 To Ensure Security and Compliance

• Protect against fraud and unauthorised access
• Enforce our Terms and Conditions
• Comply with legal obligations
• Respond to legal requests and prevent harm

5. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to fulfil our contract with you, including providing our fixture matching services and managing your account
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our Services, preventing fraud, and marketing (where this does not override your rights)
• Consent: Where you have given explicit consent for specific processing activities, such as receiving marketing emails or enabling optional features
• Legal Obligation: Processing necessary to comply with our legal obligations, such as tax reporting or responding to lawful requests from authorities

6. Data Sharing and Disclosure

We may share your personal information with:

6.1 Other Rugby Clubs

When you use our fixture matching service, relevant contact information (such as fixture secretary name, email, and phone number) will be shared with clubs you are matched with. This is essential for the operation of our core service.

6.2 Service Providers

We engage trusted third-party companies to perform functions on our behalf, including:

• Cloud hosting and data storage providers
• Payment processors
• Email service providers
• Analytics providers
• Customer support tools

These providers are contractually bound to protect your data and may only use it for the specific services they provide to us.

6.3 Legal and Regulatory Authorities

We may disclose your information where required by law, court order, or regulatory requirement, or to protect our rights, property, or safety, or that of others.

6.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity. We will notify you of any such change.

We do not sell your personal information to third parties.

7. International Data Transfers

Your data is primarily stored and processed within the United Kingdom and European Economic Area (EEA). Where we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, including:

• Transfers to countries with adequate data protection laws as recognised by the UK Government
• Standard Contractual Clauses approved by the UK Information Commissioner's Office
• Other lawful transfer mechanisms under UK GDPR

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• Account Data: Retained for the duration of your account and for 2 years after account closure
• Transaction Records: Retained for 7 years to comply with UK tax and accounting requirements
• Communication Records: Retained for 3 years after the last interaction
• Analytics Data: Aggregated and anonymised data may be retained indefinitely

When data is no longer required, it is securely deleted or anonymised.

9. Your Rights

Under UK data protection law, you have the following rights:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Request transfer of your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
• Rights Related to Automated Decision-Making: Not be subject to decisions based solely on automated processing that significantly affect you

To exercise any of these rights, please contact us at privacy@rugbyfixturefinder.com. We will respond to your request within one month.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. These include:

• Essential Cookies: Required for the website to function properly (e.g., session management, security)
• Analytics Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Used to deliver relevant advertisements (only with your consent)

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our Services.

11. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Secure access controls and authentication
• Regular security assessments and updates
• Staff training on data protection
• Incident response procedures

While we take all reasonable precautions, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security of your data.

12. Children's Privacy

Our Services are not directed at children under 16 years of age. We do not knowingly collect personal data from children under 16. If you believe we have collected data from a child under 16, please contact us immediately at privacy@rugbyfixturefinder.com.

13. Third-Party Links

Our Services may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to read the privacy policies of any third-party sites you visit.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the updated policy on our website with a new "Last updated" date
• Sending an email notification to registered users
• Displaying a notice within our application

We encourage you to review this policy periodically.

15. Complaints

If you have concerns about how we handle your personal data, please contact us first at privacy@rugbyfixturefinder.com. We will endeavour to resolve your complaint promptly.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

16. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Rugby Fixture Finder Ltd.
51 South Street
Torquay
United Kingdom
TQ2 5AJ

Email: privacy@rugbyfixturefinder.com
General Enquiries: info@rugbyfixturefinder.com

Rugby Fixture Finder Ltd. is registered in England and Wales. Company Number: 16405990.