Privacy Policy

Last updated:  28 Aug 2023

 

Our Privacy Police describes how we collect, process, use, dispose and protect information that relates to an identified or identifiable individual across our Website, App and Service (Personal Information).  If you can’t be identified (for example, when Personal Information is aggregated and anonymised) then the information or data is not Personal Information and this notice doesn’t apply.

Coachmate Limited is a company registered in Wellington, New Zealand.

This Privacy Policy is governed by New Zealand law. For more information about privacy issues in New Zealand and protecting your privacy, visit the New Zealand Privacy Commissioner's website at www.privacy.org.nz.

This Privacy Policy uses the same definitions as those used in our Terms of Use, found at www.coachmate.sport/terms-of-use.

INFORMATION WE COLLECT

We collect Personal Information (including your name, address, location, IP address, email address, phone number, club affiliation, location information, browser information and interactions you have with our Website, App and/or the Service). We collect this information from:

  • you, when you provide that Personal Information to us, through registration and use of our Website, App and/or Service, or through any other contact with us (e.g. telephone call or email, web chat).

  • Authorised Entity: when an entity that you are associated with (for example, a club, school or sporting body) (Authorised Entity) provides us with your Personal Information.

  • third parties, including your Authorised Entity, other third parties where you have authorised this, or where the information is publicly available.

  • your use of the Website, App and/or Service, any action you might take while using our Website, App or Service. We use this information to provide the Service, understand what content and features are effective and improve our Website, App and Service. 

  • In addition to text-based messages, users have the option to upload photos within the Team Chat feature. These photos are end-to-end encrypted and are not accessible by CoachMate or any third parties.

HOW WE USE YOUR PERSONAL INFORMATION

We will not process your Personal Information, other than as outlined in this Privacy Policy, without having a lawful basis to do so.

We have no direct relationship with any person other than you and, if applicable, your Authorised Entity, and for that reason, you are responsible for making sure the appropriate consents for us to process your User Data in the manner anticipated by the Website, App and Service.  

We process Personal Information: 

  • to verify your identity;

  • to create and set up your Account within the Website, App and the Service;

  • to provide you with our Service and otherwise carry out our obligations under the Terms of Use;

  • to communicate with your Authorised Entity in relation to the Service;

  • to respond to communications from you (including complaints) relating to our Service;

  • to identify you when you sign-in to your account and verify that your account is not being used by others;

  • to enforce compliance with our Terms of Use; and

  • to comply with laws, and such processing is necessary for the performance of the contract between you and us.

We process Personal Information: 

  • to comply with our obligations to our third-party service providers and licensors, suppliers and other users of our services and software;

  • to comply with our obligations to you;

  • to understand your use of the Website, the App and/or the Service, to improve our communications with you, and to provide you with recommendations and access to products, services and Content that we think will be most interesting and/or useful to you;

  • to improve our Website, App and Service; 

  • to analyse usage of the Website, App and Service, or carry out research and analysis, so we can improve the Website, App and/or Service; 

  • to protect and/or enforce our legal rights and interests, including defending any claim;

  • to comply with our legal obligations, including any notification and reporting obligations and any access directions imposed on us by a Government agency or regulatory authority, and such processing is necessary for the purposes of a legitimate interest pursued by us, and we have assessed that our interests are not overridden by the interests or fundamental rights and freedoms of the person to whom the Personal Information relates.

  • The photos uploaded in the Team Chat are used solely for the purpose of facilitating communication within the closed group. Due to end-to-end encryption, these photos are not accessible by CoachMate or any third parties.

We may also use Personal Information collected for such other purposes that are compatible with the original purpose described above, or that you otherwise consented to from time to time.

We process Personal Information to communicate with you (electronically) in relation to the Service and any other products or services offered by us that we consider may be of interest to you, from time to time, including to respond to your contact request and any related communication. You can unsubscribe from any communications from us by contacting us as directed in any such communications.

We may also use and disclose de-identified information (non-Personal Information) as set out in this Privacy Policy and as we otherwise determine, provided that there is only a low risk that any person could be re-identified from the information.

If you are based in the European Union (including Switzerland and the United Kingdom) at the time we are processing your Personal Information, you have the right to object to the way we process your Personal Information where the processing is based on legitimate interests. 

DISCLOSING YOUR PERSONAL INFORMATION

We may disclose your Personal Information to:

  • service providers and suppliers who provide necessary goods, content and/or services to us, and any other strategic partners who help us provide, market and sell the Website, the App and/or the Service - for instance to manage customer relations, provide content, send out newsletters and/or to process payments;

  • Your Authorised Entity;

  • and any additional Authorised Entities you connect with through the use of the Service,

  • any regional or national body, authority or group with which your Authorised Entity is affiliated;

  • any business that supports our Service, including hosting or maintaining any underlying IT system or data centre that we use to provide our Website, App and/or Service;

  • other third parties for anonymised statistical information;

  • a person who can require us to supply your Personal Information (e.g. a regulatory authority or law enforcement agency); and

  • any other person or entity authorised by you.

    Authorised Entities: We may provide your Personal Information to your Authorised Entity. We may also provide your Personal Information to an additional Authorised Entity connected to the Service you have requested. For example, when you sign up to an additional team, you may be contacted by the relevant Authorised Entity regarding your sign up. You acknowledge and agree that any use of your Personal Information by an Authorised Entity will be undertaken by such entity in accordance with its own privacy policy. We suggest you review the privacy policy of each such Authorised Entity before you provide access to your Personal Information. 

    Minors: We may collect and use Personal Information of minors only with the consent of their legal guardian and in accordance with this privacy policy and applicable laws. Any photos involving minors can only be uploaded with the explicit consent of their legal guardians.

Uploaded photos are only visible to members within the closed Team Chat group and are not disclosed to any other parties.

OVERSEAS TRANSFERS

Coachmate Limited is located in New Zealand, so Personal Information may be transferred and/or stored there. In respect of our responsibilities under the General Data Protection Regulation 2016/679 (GDPR), the appropriate safeguard in place for such a transfer is the existence of an adequacy decision under Article 45 of the GDPR.

We utilise the services of entities in various countries (including, New Zealand and United States of America).  Consequently, we may transfer Personal Information to parties located in these countries.  Although we will endeavour to ensure that your Personal Information is treated securely and in accordance with this Privacy Policy as well as applicable data privacy laws, you acknowledge that some of these countries may not have an equivalent level of data protection laws as those in New Zealand. You consent to the rights of access, processing and disclose on the basis specified above

AUTHORISED ENTITIES

We may provide your Personal Information to your Authorised Entity.  You acknowledge and agree that any use of your Personal Information by an Authorised Entity will be undertaken by such entity in accordance with its own privacy policy.  We suggest you review the privacy policy of each such Authorised Entity before you provide access to your Personal Information. 

OTHER THIRD PARTY SERVICES

We use third party services for providing the Website, App and Service, to ensure a better experience for Users and for improving the Website, App and Service. In the process of doing so, the third party service provider may have access to Personal Information. However, these third parties do not have the right to use the Personal Information for their own use.

INTERNET USE

While we take reasonable steps to maintain secure internet connections, if you provide us with Personal Information over the internet, the provision of that information is at your own risk.

If you follow a link on our Website to another website, the owner of that website will have its own privacy policy relating to your Personal Information. We suggest you review that website’s privacy policy before you provide access to your Personal Information.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We will keep your Personal Information:

  • until we no longer have a valid reason for keeping it;

  • until you request us to stop using it; or

  • for as long as required by law e.g., we keep invoice information for 7 years to fulfil our tax obligations.

You should be aware that we do keep backups and logs for up to six months before they are automatically deleted.

COOKIES AND TRACKING 

We may use various technologies to collect and store information when you use the Website and the Service, and this may include using cookies and similar tracking technologies, such as pixels and web beacons. 

Cookies

A cookie is a piece of information that our web server may send to your machine when you visit our Website. The cookie is stored on your device, but does not identify you or give us any information about your device. 

The types of cookies we use may include:

  • Strictly necessary cookies: These cookies are essential for the full functionality of our Website. They enable you to navigate around our Website and use its features. Without these cookies, you may not be able to access all the functions of our Website.

  • Performance cookies: These cookies collect information about how you use our Website. All information these cookies collect is anonymous and only used to improve how our Website.

  • Functionality cookies: These cookies allow our Website to remember the choices you make (for example, your user name, language or your region). Although these cookies are used to enhance the performance of our Website, they are non-essential to their use.  However, without these cookies, certain functionality may become unavailable.

The length of time a cookie will stay on your browsing device depends on whether it is
a persistent or session cookie. Session cookies will only stay on your device until you stop browsing. Persistent cookies will stay on your browsing device until they expire or are deleted.

With most internet browsers, you can erase cookies from your computer hard drive, block all cookies, or receive a warning before a cookie is stored. If you want to do this, refer to your browser instructions or help screen to learn more. If you reject the use of cookies, you will still be able to access our Website but please note that some of its functions may not work as well as if cookies were enabled.  To learn more about how to enable, edit, or disable cookies on your computer, please visit the aboutcookies.org website.

Web analytics

We use Google Analytics to collect information about use of our Website, with the goal of improving our Website. Google Analytics collects information such as how often Users visit the Website, what pages they visit when they do so, and what other sites they used prior to coming to the site.

Web beacons

Web beacons are tiny graphics with a unique identifier that may be included on the Website for several purposes. For example, we may use web beacons to deliver or communicate with cookies, to track and measure the performance of the Website, to monitor how many visitors view our Website, and to monitor the effectiveness of our advertising. Unlike cookies, which are stored on your hard drive, Web Beacons are typically embedded invisibly on web pages (or in an email). We use these web beacons to customise content and advertising and to analyse traffic to our Website.

MARKETING COMMUNICATIONS

We may contact you using the email address you provide to us to verify your registration or Account (as applicable) and for administration purposes, such as account management, customer service or system maintenance.

You consent to us sending you information connected with the above collection and use purposes via email when you provide us with your email address. We may also send you updates or push notifications related to our services, such as service updates or to identify promotions, if you give us your permission. We may send you other information we think you may be interested in and which may market and promote our services, or the products and services of our third party service providers. The messages you receive from us will have instructions for how you can remove yourself from our mailing list.

You may unsubscribe to any email marketing message at any time by following the unsubscribe instructions contained in the message.

PROTECTING YOUR PERSONAL INFORMATION

We take the protection of your Personal Information seriously and we will take reasonable steps to keep your Personal Information safe from loss, unauthorised activity, or other misuse.

YOUR RIGHTS

You have the right to access your readily retrievable Personal Information that we hold about you, and to ask for it to be corrected if you think it is wrong, or to be deleted. 

If you are based in the European Union (including Switzerland) or the United Kingdom, you also have the right, under the GDPR, to:

  • in certain circumstances, have your Personal Information erased;

  • restrict the processing of your Personal Information;

  • move, copy or transfer your Personal Information easily for your own purposes across different services in a safe and secure way; and

  • object to processing where we rely on our legitimate interests as the lawful basis for processing. 

Please note that in certain circumstances we may refuse to respond to a rights request where it we have the right to do so under the GDPR, for example, where a request is manifestly unfounded or excessive.

If you wish to exercise your rights under this Privacy Policy or any applicable data privacy laws, you can do this by emailing our Privacy Officer at privacy@coachmate.sport. Your email should provide evidence of who you are and set out the details of your request (e.g. the Personal Information, or the correction, that you are requesting).

There may still be residual information such as errors logs, emails, calendar invites, data backups, etc that record some Personal Information about you (primarily email address, name, and any content sent via email). If you also require this information to be deleted, please contact our Privacy Officer, at privacy@coachmate.sport.

CHANGES TO THIS PRIVACY POLICY

From time to time we may make changes to this notice (for example, to reflect any changes in our Service or any data protection laws).  Where a change is significant, we’ll make sure we let you know – usually by displaying a notice on our Website or by sending you an email.