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Privacy Policy

1. Introduction

This Privacy Policy describes the type of information that we collect from you through your use of our website, playwaze.com, and mobile apps (together called the "Service") and how that information may be used or disclosed by us as well as describing the safeguards we use to protect it.

We respect your right to privacy and will only process personal information you in accordance with the General Data Protection Regulation ((EU) 2016/679) (“GDPR”) and any national laws in the UK including the Data Protection Act 2018 or any successor legislation to GDPR (“Data Protection Legislation”).

If you do not accept and agree with this Privacy Policy, you must stop using our Service immediately.


2. Who We Are

We are PW24 Limited registered in England and Wales with company number 15759476 and registered office at 71 – 75 Shelton Street, London, WC2H 9JQ (“we”, “our”, “us”).

PW24 Limited trades as Playwaze.


3. Your Personal Data

“Personal Data” means any information about you from which you can be personally identified.

We collect basic Personal Data such as your name and email address when you register an account with us and as you use our Service. Personal Date we may collect from you:

  • Basic Personal Data – data required to register an account on the Service i.e. name and email address.
  • Internal Ancillary Personal Data – additional standard Playwaze data collected from you through booking and entry forms. This is only collected if your administrator chooses to collect, and you agree to provide it.
  • External Ancillary Personal Data - additional data specified by community administrators and collected from you through booking and entry forms. This is only collected if your administrator chooses to collect, and you agree to provide it.
  • Financial Data - payment card details when you make a payment through the Service e.g. for making a booking or purchasing a membership.
  • Transaction Data - including details about payments you have made during the course of your Service use.
  • Technical Data - information about your equipment, browsing actions and patterns and includes internet protocol (IP) address, your login data, browser type and version, 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 the Service.
  • Usage Data - includes information about how you use our Service e.g. bookings you make, teams you join, matches you play.
  • Marketing and Communications Data - includes your preferences in receiving marketing from us and our third parties and your communication preferences.
  • Interaction Data - includes any information that you might provide to within news items you post using the Service.
  • Cookies Data - to enhance your experience and gather information about visitors and visits to our Service. See Cookies below for information about cookies and how we use them.
  • Fitness Data - data that you authorize us to read from your selected fitness tracker devices when you join a Challenge.

For the purposes of compliance with the Data Protection Legislation, we are the Data Controller and Data Processor of all the Personal Data collected through the Service, with the exception of External Ancillary Personal Data, for which we are the Data Processor and joint Data Controller with the community choosing to collect the External Ancillary Personal Data.

The Basic Personal Data we collect from you will be shared with administrators of any communities you are a member of. The Internal / External Ancillary Personal Data we collect from you will be shared with administrators of the communities that collected that data.

Fitness Data

If you join a Tracker Challenge you will be asked to connect a fitness tracker device. During the connection process you will be given the option to authorize the collection of fitness data by logging into an authorization page presented by your fitness tracker provider.

We will only read the data that we need for your participation in the Tracker Challenges you enter while the Tracker Challenges are active. Once your participation in a Tracker Challenge ends e.g. when the Tracker Challenge finishes we will no longer automatically read data from your fitness tracker.

Your fitness tracker will remain connected to the Service so that you may enter other challenges without having to re-authorize your connection. You can terminate your fitness tracker connection at any time through Fitness Trackers on your user menu.

We only collect fitness data that is authorized by you and required for your participation in a Tracker Challenge. Your authorized fitness data will not be shared beyond the context of the challenges you have entered.


4. How we collect Personal Data

Personal Data is collected in the following ways;

Personal Data is collected from you when you:

  • register an account on our Service.
  • fill in forms on our Service.
  • correspond with us by post, phone, or email.
  • raise a support ticket.
  • purchase a product upgrade subscription.
  • request marketing to be sent to you

or it may be collected automatically

  • Technical Data is automatically collected using cookies and other similar technologies. See Cookies below.
  • Usage Data is collected as you use the Service. For example when you book a session, join a team, or enter a match result.
  • Fitness data is collected automatically from a fitness device, as authorized by you, when you participate in a Tracker Challenge.

or by combining it with other data

  • We may collect statistical or demographic data (“Aggregated Data”) which is not Personal Data because it does not personally identity you, but if it can be used to identify you when combined with Personal Data we will apply the same level of protection to the Aggregated Data and treat it like Personal Data.

5. Legal basis for processing your Personal Data

We will ensure that your Personal Data is processed lawfully, fairly, and transparently, without adversely affecting your rights

We will only process your Personal Data if at least one of the following applies:

  • You have given consent to the processing (by continuing to use the Service after accepting this Privacy Policy).
  • Processing is necessary for the performance of our contract with you.
  • Processing is necessary for compliance with a legal obligation to which we are subject.
  • Processing is necessary for the purposes of our legitimate interests and your interests and fundamental rights do not override those interests.
  • Processing is necessary for the performance of a task carried out in the public interest.

6. How we use your Personal Data

We use your Personal Data to:

Services

  • provide the Service that you request.
  • manage your account with us.
  • present content to you.
  • personalise your Service use experience.
  • administer a competition, promotion, or survey.
  • import your authorized fitness data into a Tracker Challenge leaderboard.

Marketing

  • send you periodic emails if you opt-in to receive an email newsletter from us. However if you would no longer like to receive promotional email from us you may opt out by changing your profile settings and if you have not opted-in to receive email newsletters, you will not receive these emails.

Research

  • carry out market research, analyse your use of the Service, compile reports on your activity, collect demographic data and analyse performance metrics.

7. How your Personal Data is shared with Communities

A community is the term for a club, fitness group, competition programme on the Service. It is a private space that you may join so as you can make bookings, enter competitions, purchase memberships, and receive news posts. Each community has one or more community administrators. They are typically the club manager, class instructor, or competition administrator.

By default, your Personal Data can only be viewed by community administrators. The Service provides an option that allows community administrators to make your Personal Data viewable by all community members. If this option is set and you are unhappy with the way your data is being shared in this way you should contact your community administrator.

We share your Personal Data with communities that you join for the following purposes:

  • Manage your community membership.
  • Provide you with community information.
  • Manage your participation in activities and competitions.
  • Send you news item alerts from your community.

A community may choose to collect External Ancillary Personal Data from you. If you wish to find out more about how a particular community uses the additional Personal Data that it collects from you, you will need to view that community’s own privacy policy.

If you join a community that is a member community of an organisation network your Personal Data will be shared with the organisation. An organisation network is a container for a collection of communities and is typically managed by an enterprise, such as a National Governing Body or university. You will be able to see that you are a member of an organisation network in your home page.


8. How your Personal Data is shared with third parties

We may share your Personal Data with third parties that:

  • host our website and provide our IT system.
  • process payments for us.
  • provide research and analytics, marketing, search engine facilities, marketing and data enrichment for us.
  • provide customer support services, technical operations and account management to us.
  • compel us to disclose your Personal Data by law because they are a public or government authority.
  • help us to protect against fraud or credit risks.
  • deliver and administer our services such as employees and contractors working in our company or in companies within our group.
  • provide rewards through Playwaze Rewards.
  • have a legitimate interest in growing participation in sport and physical activity. Typically, these are organisations that govern sport or are publicly funded with a remit to grow participation e.g. National Governing Bodies, Local Authorities, and Active Partnerships.

Reward partners and organisation partners may receive your Personal Data and use that data to send you information about products, services, and opportunities pertaining to sport and activity that you may be interested in. You will always have the opportunity to unsubscribe from emails sent to you from our partners.

All third parties will only process your Personal Data on our instructions, and they are subject to a duty of confidentiality.

We will take all reasonable steps to ensure that your Personal Data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of these third parties under the Data Protection Legislation.


9. Where we store your Personal Data

We are committed to the secure storage of all Personal Data.

We store your data in Amazon Web Services (AWS) data centres located in the European Economic Area (EEA). AWS maintains the highest standards of security compliance and certification. AWS Cloud Security information

We may, under certain circumstances e.g. a security breach in our EEA data centres, transfer your data to AWS data centres outside the EEA. Where data is moved or stored outside of the EEA, it will be treated as safely and securely as it would be within the EEA and under the Data Protection Legislation.


10. Cookies

Information may be sent to your computer in the form of a "cookie" to allow us to improve your experience on our Service. The cookie is stored on your computer. We may request that your computer return a cookie to it. These return cookies do not contain any information supplied by you or any personally identifiable information about you.

Your browser software should however enable you to view, block, and remove cookies if you wish to. For more information about cookies, please visit www.allaboutcookies.org.


11. Security

To protect your Personal Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your Personal Data.

We limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know.

We have put in place procedures to deal with any suspected data breaches and will notify you and any applicable regulator of a breach where we are legally required to do so.

Any payments made by you will be encrypted.

We have implemented security measures such as Secure Sockets Layers to protect Personal Data and maintain a high level of security.

We maintain Cyber Essentials certification.

Warnings

  • Please remember that the transmission of Personal Data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting Personal Data to us via the internet.
  • You take the risk that sending Personal Data by internet turns out not to be secure despite our efforts.
  • Please don't share your password. Once you set a password, you must keep it confidential.
  • Please note that this Privacy Policy does not apply to other websites or apps that you redirect to via a link from our Service. We have no control over how your data is collected, stored or used by other websites and apps, and we therefore advise you to check the privacy policies of any such websites before providing any data to them.

12. Retention

We will keep your Personal Data for as long as is necessary which is usually the life of our relationship. We may however be required to retain personal data for a longer period of time to ensure we comply with our legislative and regulatory requirements. We review our data retention obligations to ensure we are not retaining data for longer than we are legally permitted.



13. Your rights

We aim to give you strong controls on our use of your Personal Data including the ability to opt-out of receiving emails from us.

It is important that the Personal Data we hold about you is accurate and current. Please ensure that the information in your account profile is up-to-date.

Under Data Protection Legislation, you have the right to:

  • ask us for details of your Personal Data and for a copy of it.
  • withdraw your consent to the processing of your Personal Data where this has been provided.
  • request access to, deletion of, or correction of your Personal Data at no cost to you.
  • request that your Personal Data be transferred to another person (data portability).
  • be informed of what data processing is taking place.
  • object to our processing of your Personal Data

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We are registered with the ICO under reference ZB740048.

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

To enforce any of the foregoing rights or if you have any other questions about our Service or this Privacy Policy, please contact us at support@playwaze.com


14. Changes

We reserve the right to update this Privacy Policy at any time. We will post the updated Privacy Policy on this page. We may also notify you in other ways from time to time about updates to the processing of your Personal Data.

This Privacy Policy was last updated on 20th February 2025.


15. Contact

To contact us about anything to do with your Personal Data and data protection, for example if you wish to ask us a question or to enforce your rights such as withdrawing your consent to our use of your Personal Data, please use the following details:

Attention: Playwaze Data Protection Compliance Manager

Email address: support@playwaze.com

Postal Address: 71 – 75 Shelton Street, London, WC2H 9JQ