PRIVACY POLICY

Introduction

This Privacy Policy details how we Quarter Pro Limited a company incorporated in England and Wales with company number 11097379 and registered office at Kemp House, 160 City Road, London, United Kingdom, EC1V 2NX collect, use and process personal data provided to us. If you have any questions on this Privacy Policy or otherwise relating to how we process your personal data, you can contact us at info@quarterpro.co.uk.

This Privacy Policy affects your legal rights and obligations so please read it carefully. If you do not agree to be bound by this Privacy Policy, please do not provide your personal data to us.

We may update this Privacy Policy from time to time at our discretion and in particular to reflect any changes in applicable laws. If we do so, and the changes substantially affect your rights or obligations, we shall notify you if you have a registered account. Otherwise, you are responsible for regularly reviewing this Privacy Policy so that you are aware of any changes to it.

We are the controller of the personal data provided to us for the purposes of applicable data protection legislation.

Whose personal data do we collect?

By personal data we mean identifiable information about you. The sorts of data we collect fall into the following categories:

  • Contact Data includes data such as your name, email address, mobile and home telephone number;
  • Identity Data includes data such as first name, last name, date of birth, gender age;
  • Health Data includes data such as your height, weight , injuries and any other health data you choose to provide to us;
  • Financial Data includes details you provide to us so that we can process your payments;
  • Transaction Data includes details of your booking, consultations and any cancellations;
  • Technical Data includes data such as internet protocol (IP) address, your login data, browser type and version, cookies, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website and any communications we may send to you.
  • Usage Data includes information about how you use our website such as information about your visit to our website, including the full Uniform Resource Locators (URL) clickstream to and through, pages you viewed or searches you made, page response times, download errors, length of visit, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
  • Marketing Data includes your preferences in receiving marketing from us.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as it does not directly or indirectly identity you. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we will treat the combined data as personal data which will be used in accordance with this Privacy Policy.

Information you or your employer provides to us

From time to time you may provide personal data to us. This may be because you wish to:

  • use our website;
  • create an account with us on our website as a member of a team or otherwise;
  • provide services to us;
  • enter a promotion or competition that we run;
  • provide feedback to us; or
  • otherwise contact us including with queries, comments or complaints.

You may provide personal data to us directly, or to us through our social media platforms. If your employer has enrolled you to one of our away days or tournaments, then they will also have provided us with your personal data to enable you to take part. If you do not wish to take part, please notify your employer.

We shall process all such personal data in accordance with this Privacy Policy. Certain personal data is mandatory to be provided to us in order that we can fulfil your request, for example to create an account with us, and we shall make this clear to you at the point of collection of the personal data.

All personal data that you provide to us must be true, complete and accurate. If you provide us with inaccurate or false data, and we suspect identity fraud, we will record this and we may also report this to the appropriate authorities.

At our request, you shall promptly provide evidence of your identity.

When you contact us by email or post, we may keep a record of the correspondence and we may also record any telephone call we have with you.

Information we automatically collect about you

When you use our website, we may automatically collect and store information about your Technical Data and Usage Data for the purposes of research and analysis.

Some of this information is collected using cookies and similar tracking technologies. If you want to find out more about the types of cookies we use, why, and how you can control them, please see our Cookies Policy.

If you participate in our player analysis service and for marketing purposes, we will also record, video and photograph you during a match.

Information we receive from others

Given the nature of the services we provide on our website, we may receive information about you from other users. For example, your team members or manager may provide personal data about you to us.

We may also receive personal data about you from our subcontractors and agents such as companies we work with to host our matches/events, and companies we engage to provide IT services or payment services to us.

If we reasonably believe that any of the personal data you have provided to us is inaccurate, we may receive further personal data from third parties, confirming or otherwise, your identity.

Legal basis for processing your personal data

We will use your personal data only where we have a lawful basis to do so. The lawful purposes that we rely on under this Privacy Policy are:

  • consent (where you choose to provide it);
  • performance of our contract with you;
  • compliance with legal requirements; and
  • legitimate interests. When we refer to legitimate interests we mean our legitimate business interests in the normal running of our business which do not materially impact your rights, freedom or interests.
PURPOSE/ACTIVITY TYPE OF DATA LAWFUL BASIS FOR PROCESSING
To register you as a client and to provide the services to you as requested and respond to any queries Contact
Identity
Health		 Performance of a contract with you
To manage your account including managing payments and for audit purposes Contact
Identity
Financial
Transaction		 (a) Performance of a contract with you
(b) Legitimate interests (fraud-checking)
To manage our relationship with you such as notifying you about changes to our terms or this Privacy Policy Contact
Identity		 (a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests
To administer and protect our business and this website (including improving and fixing our service, analysis, testing, system maintenance, support, reporting and hosting of data) Technical a) Necessary for our legitimate interests (for running our business security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure and understand the effectiveness of the advertising we serve to you Contact
Identity
Usage
Marketing
Technical		 Necessary for our legitimate interests (to analyse how customers use our website and manage our business accordingly)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences Technical
Usage		 Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To comply with any legal obligations, demands or requirements, for example, as part of anti-money laundering processes or to protect a third party's rights, property, or safety, including a venue owner Contact
Identity
Health		 Necessary for our legitimate interests
In connection with, or during negotiations of, any merger, sale of assets, consolidation or restructuring, financing, or acquisition of all or a portion of our business by or into another company; Contact
Identity
health Usage
Marketing
Technical		 Necessary for our legitimate interests

If you wish to access and use our website, we shall use your personal data to allow you to do so all in accordance with our Terms of Use. If you have registered an account on our website, we shall use your personal data to provide our player analysis services we shall do so in accordance with our Subscription Terms. If your employer has enrolled you to one of our away days or tournaments, we shall use your personal data to provide the services agreed with your employer.

If you have agreed to our subscription terms and/or participate in a match or activity that we are recording, you acknowledge and agree that we shall be entitled to use any recording, video and/or photograph of you at a match together with all of your player statistics on our website, social media and all other marketing and promotional materials in any media worldwide without further reference to you. If you link your player account to your player statistics, then your personal data, including your name, will also be visible on our website.

Who do we share your data with?

If you have an account on our website, and you link your account to a match in which you played, your full name will be visible on our website to reference the statistical content we have generated relating to your performance in a match.

We shall be entitled to record and photograph any participant during the a match we host, and we can use all recorded material including material that identifies you on our website, social media and all other marketing and promotional materials in any media worldwide in perpetuity without further reference to you.

For our legitimate interests, we may share your personal data with our partners, sub-contractors and agents that we may appoint to perform functions on our behalf and in accordance with our instructions, including venue owners, other teams participating in our player analysis services, IT service providers, payment providers, accountants, auditors and lawyers.

We shall provide our partners, sub-contractors and agents only with such of your personal data as they need to provide the service for us and if we stop using their services, we shall request that they delete your personal data or make it anonymous within their systems.

If we need to use your personal data to comply with any legal obligations, demands or requirements, for example, as part of anti-money laundering processes or to protect a third party’s rights, property, or safety then in doing so, we may share your personal data with third party authorities and regulatory organisations and agencies.

If we choose to merge, sell assets, consolidate or restructure, finance, or sell of all or a portion of our business by or into another company then the new owners may use your personal data in the new company.

Where we hold and process your personal data

Some or all of your personal data may be stored or transferred outside of the United Kingdom if for example, our email server is located in a country outside the United Kingdom or if any of our sub-contractors are based outside of the United Kingdom.

Where your personal data is transferred outside the United Kingdom it will only be transferred to countries that have been identified as providing adequate protection for personal data or to a third party where we have approved transfer mechanisms in place to protect your personal data.

Security

We shall process your personal data in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage. In particular, access is restricted to employees who need to know your personal data, and we use appropriate password protection and appropriate strong encryption electronic measures within our electronic data management systems.

However, unfortunately, because of the nature of electronic storage, we cannot promise that your personal data or any other data you provide to us or we collect will always remain secure. If there is a security breach, we will do all that we can as soon as we can to stop the breach and minimise the loss of any data.

Marketing

You may consent to receive marketing email messages from us about our website, services and business. You can choose to no longer receive marketing emails from us by contacting us or clicking unsubscribe from a marketing email. Please note that it may take us a few days to update our records to reflect your request.

If you ask us to remove you from our marketing list, we shall keep a record of your name and email address to ensure that we do not send to you marketing information. We will still contact you as necessary about your account.

Third party websites

Our website may contain links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

Your rights

You have a number of rights under applicable data protection legislation. Some of these rights are complex, and not all of the details have been included below. Further information can be found here

  • Right of access: You have the right to obtain from us a copy of the personal data that we hold for you.
  • Right to rectification: You can require us to correct errors in the personal data that we process for you if it is inaccurate, incomplete or out of date.
  • Right to portability: You can request that we transfer your personal data to another organisation if you initially provided consent for us to use the personal data or where we used the personal data to perform a contract with you.
  • Right to restriction of processing: In certain circumstances, you have the right to require that we restrict the processing of your personal data if you believe our processing impacts on your fundamental rights and freedoms. However, we may demonstrate that we have legitimate grounds to process your personal data not withstanding your rights and freedoms.
  • Right to be forgotten: You also have the right at any time to require that we delete the personal data that we hold for you, where it is no longer necessary for us to hold it. However, whilst we respect your right to be forgotten, we may still retain your personal data in accordance with applicable laws and when we respond to your request we shall notify you of any specific legal reasons that we have to retain your personal data.
  • Right to stop receiving marketing information: You can ask us to stop sending you information about our business, but please note we shall continue to contact you in relation to any matters relating to your account, if you have one.

You may be able to exercise some of these rights within your account on the website.

We reserve the right to charge an administrative fee if your request in relation to your rights is manifestly unfounded or excessive.

If you have any complaints in relation to this Privacy Policy or otherwise in relation to our processing of your personal data, please tell us. We shall review and investigate your complaint and try to get back to you within a reasonable time. You can also contact the Information Commissioner, see www.ico.org.uk or if you are based outside of the United Kingdom, please contact your local regulatory authority.

Retention of personal data

Subject to the provisions of this Privacy Policy, we will retain personal data in accordance with applicable laws.

In particular, we shall retain your personal data for as long as you have an account on our website. However, we may also be required to retain personal data for a particular period of time to comply with legal, auditory or statutory requirements, including requirements of HMRC in respect of financial documents.

To determine the appropriate retention period for personal data, we consider the type of the personal data, the potential risk of harm from unauthorised use or disclosure of the personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means.

Where we have no legal basis for continuing to process your personal data, we shall either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

For the avoidance of doubt, we may use anonymous data, such as usage data for research or statistical purposes indefinitely without further notice to you.

General

Our website may contain links to third party websites, plug-ins and applications. We are not responsible for the content of such third party content, or their privacy statement. If you provide any information to the third party, then you should check the third party website to find the applicable privacy policy.

If any provision of this Privacy Policy is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision shall be construed, as nearly as possible, to reflect the intentions of the parties and all other provisions shall remain in full force and effect.

This Privacy Policy shall be governed by and construed in accordance with English law and you agree to submit to the exclusive jurisdiction of the English Courts.


Last updated: July 2024