SportSync Privacy Policy

Welcome to SportSync’s Privacy Policy which explains all about the personal data we collect from you and how we process and protect it.

We also tell you what your rights are and how you can contact us if you have any queries regarding your personal data.

Our contact details

Name: Megan Hall
Address: Address
Phone Number: Phone
Email: team@sportsync-app.com

The type of personal information we collect

We currently collect and process the following information:

• Your name, contact details (including email addresses and telephone numbers), identity verification (such as passport or driving licence and proof of residential address)
• The names and contact details of your employees, contractors, consultants and agents (including email addresses and telephone numbers);
• Your location and your employees, contractors, consultants and agents’ workplaces (including temporary accommodation such as hotel and racetrack location);
• Your travel information (such as transportation and travel routes);
• How you use our services; and
• IP addresses.

How we get the personal information and why we have it

We generally collect data from you directly from you or your employer/Team Manager and when we collect it as part of providing the services.

Most of the personal information we process is provided to us directly by you or your employer/Team Manager for one of the following reasons:

• To provide you with access to the app and the services;)
• To verify your identity (and carry out any legally required checks, such as Anti-Money Laundering provisions);
• To book your travel arrangements such as hotels and flights and transportation;
• To keep a record of your booking history to provide continuity of service for future travel arrangements (and/or to make alternative suggestions);
• We automatically collect your IP address as part of you using our website and being part of our mailing list;
• We collect your (and your employees, contractors, consultants and agents’) email address when you or they opt-in to receive marketing and promotional emails from us;
• We use cookies on our website that [INSERT DETAILS] and we use third party platforms such as [Google] that may use cookies to collect data (e.g. to track your use of the services).

How we use the personal information that you provide to us

We use the information that you have given us in order to:

• facilitate the provision of the services to you or your employees, contractors, consultants and agents;
• To maintain our database of clients and suppliers and partners (including any employees, contractors, consultants and agents);
• To liaise with you or your nominated point of contact regarding the provision of the services (including to your employees, contractors, consultants and agents);
• To store historic usage including details of previous hotels and flights and transportation (to provide continuity and/or to suggest alternatives);
• To notify you in the event that we become aware that your ID documentation may be about to expire;
• To analyse how you are using our services and how we can improve them;
• To keep you up to date and informed of updates, improvements and revisions to our services;
• To send you regular email updates regarding our latest work and developments in the industry;
• To provide you with discounts and special offers.

Ways in which we share your personal data

We may share your personal data with:

• Your employers (including your Team Manager) and if you are a company you employees, contractors, consultants and agents or your employer;
• Our employees, contractors, consultants and agents;
• The relevant hotels, airlines and transportation providers;
• Our facilities management partners;
• Our app and technical developers and support providers;
• Freelancers and consultants, we use (such as admin providers and marketing specialists);
• IT service providers (such as our CRM, email and website hosting providers)
• Payment services providers
• Our lawyers, accountants and other professional advisers
• HMRC and other governmental bodies

We ensure that these third parties have suitable measures in place to protect your personal data and keep it confidential.

How we may transfer your data outside of the UK

We may need to transfer your data outside of the UK in circumstances where we need to e.g. book your flight or hotel and need to send your details to them for such purposes.

Where possible we will ensure that they are located in a country which has an ‘Adequacy Decision (such as a country within the EU/EEA).

If we need to transfer your personal data outside of the EU/EEA we will ensure that another suitable safeguard is in place e.g. carrying out an International Data Transfer Risk Assessment and entering into an International Data Transfer Agreement with them.

If you are an EU citizen and we are therefore ‘importing’ your personal data into the UK such ‘import’ is currently covered by an ‘Adequacy Decision’ by the EU Data Protection Board and we don’t need to take any further action.

The lawful bases we use to collect and process your personal data

The lawful bases we rely on for processing this information are:

Consent: we will ask for your consent to opt-in to receiving emails and marketing messages and we may ask for your consent to take your photo in our marketing and promotional materials.

Contractual obligation: we need certain data (such as your ID documentation, name, email address, telephone number, bank/credit card details and travel destination) in order to provide you with the services.

Legitimate Interest: in order to assess the effectiveness of our services and to grow our business we will analyse your personal data, including your previous booking history (and we have carried out a Legitimate Interests Assessment to ensure we have balanced our need to do grow and develop the community with your right to privacy).

Legal Obligation: we may need to provide your personal data to a public body such as HMRC in order to comply with our legal obligations regarding paying tax or we need to keep a copy of the contract if there is a contractual dispute.

You are able to remove your consent at any time and you can do this by contacting the Data Protection Lead at team@sportsync-app.com.

How we keep your personal data safe and secure

We employ standard cybersecurity measures in relation to our app, CRM and email database.

We ensure that all of the devices we use have secure and good practice password protocols.

We also ensure that our employees, contractors, consultants and agents fully understand their obligations to keep your personal data secure and confidential and that they have signed contracts with suitable confidentiality provisions.

When we create hard copies with your personal data we ensure that such copies are kept within a locked office and locked filing cabinet, with restricted access to the office for staff.

How long we keep your personal data for:

We only keep individuals’ personal data for as long as is necessary for the purpose for which we collected and processed it, or in order to comply with a legal obligation.

We will delete or destroy your personal account and details once you no longer wish to have an account with us, however, we may keep your details on record for six (6) months afterwards should you wish to re-engage our services and continue using our app. After this six (6) month period your account and details will be deleted. [Should you wish to keep a record for your own personal use you may download a copy prior to you notifying us that you no longer wish to use our services and therefore the app.]

Please see our Data Retention Policy for more details.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at team@sportsync-app.com if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at team@sportsync-app.com.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk