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Privacy Policy

Last Updated: 18th July 2025

RallyShare UK Ltd ("RallyShare", "we", "us", "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose and protect information about you when you visit our website, use our services or otherwise interact with us.

1. Who we are

  • Company name: RallyShare UK Ltd

  • Registered office: 125 Wimbledon Hill Rd, London SW19 7QU

  • Company number: 153 38 421

  • Data Protection Officer (DPO): privacy@rallyshare.co.uk
     

RallyShare is the data controller for the purposes of the UK GDPR and Data Protection Act 2018.

2. Personal data we collect

CategoryExamplesLawful basis*

Identity & Contact Dataname, role at club, postal address, telephone, emailContract, Legitimate Interest

Booking Datacourt location, session time, duration, payment amountContract

Financial Databank details for stipend payments, transaction historyContract, Legal Obligation

Technical DataIP address, browser type, device identifiers, cookiesLegitimate Interest, Consent (cookies)

Usage Datapages visited, referral source, click‑stream, machine‑use statisticsLegitimate Interest

Marketing Prefsopt‑in / opt‑out recordsConsent

*Legal bases under Art. 6 UK GDPR.

3. How we use your information

  • Provide services: process bookings, deliver machines, pay stipends.

  • Customer support: handle enquiries and maintenance requests.

  • Payments & accounting: issue invoices, manage direct debits, comply with HMRC rules.

  • Analytics & improvement: monitor website traffic and machine utilisation to improve our offer.

  • Marketing: send club updates or promotions where you have opted in.

  • Security & fraud prevention: protect our equipment, investigate misuse.
     

We do not sell or rent your personal data to third parties.

4. Sharing your data

  • We share information only when necessary:

  • Payment processors (Stripe, GoCardless) for secure transactions.

  • Courtside software providers (ClubSpark) to integrate booking calendars.

  • Service engineers & insurers when a repair or claim is required.

  • Professional advisers (accountants, lawyers, auditors).

  • Authorities if required by law. All vendors are subject to data‑processing agreements that meet UK GDPR standards.

5. International transfers

  • Our core servers are in the UK & EEA. If we use US‑based cloud tools (e.g. AWS, Google Workspace) we rely on the UK Extension to the EU Standard Contractual Clauses.

6. Data retention

  • Club/contract data: 6 years after the end of the contract (statutory limitation).

  • Booking data: 3 years from the session date.

  • Marketing data: until you withdraw consent or after 2 years of inactivity.
    We anonymise or securely delete data once retention periods expire.

7. Your rights

  • Under UK GDPR you have the right to:

  • Access the personal data we hold about you.

  • Rectify inaccuracies.

  • Erase data (“right to be forgotten”) in certain cases.

  • Restrict processing.

  • Data portability (receive a copy in machine‑readable form).

  • Object to processing based on legitimate interests or direct marketing.

  • Withdraw consent at any time where processing is based on consent.

  • To exercise any right email privacy@rallyshare.co.uk. We respond within 30 days.

8. Cookies

  • Our website uses necessary cookies and optional analytics cookies (Google Analytics 4). We display a cookie banner; non‑essential cookies load only after consent. For details see our Cookie Policy.

9. Data security

  • We employ:

  • TLS 1.3 encryption on all web traffic.

  • Encrypted storage for customer databases (AES‑256).

  • Role‑based access controls & 2‑factor authentication for staff.

  • Daily off‑site backups.

10. Automated decision‑making

  • RallyShare does not use automated decision‑making or profiling that produces legal or similarly significant effects.

11. Children

  • Our service targets clubs, not individuals under 18. If a junior books a session, this occurs under the club’s supervision. We do not knowingly capture children’s personal data.

12. Complaints

  • If you are unhappy with our handling of your data, contact our DPO first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

13. Changes to this policy

  • We may update this notice from time to time. The latest version is always available at rallyshare.co.uk/privacy. 

© 2025 RallyShare UK Ltd – All rights reserved.

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