Privacy notice

CoolSmash is a UK badminton club and session-management platform. For account administration, platform security, product analytics, direct support and our own communications, CoolSmash is the data controller.

Contact us about privacy at support@coolsmash.co.uk.

A club or session organiser is normally the controller for club membership records, applications, organiser-created questions, attendance decisions and communications it sends through CoolSmash. CoolSmash processes that information on the club’s instructions and our Data Processing Agreement applies.

Ask the relevant club about decisions it makes using your information. We will help the club respond where the information is held in CoolSmash.

• Identity and contact: name, email address, date of birth, title, gender, member number and account credentials.
• Profile and media: profile image, biography, skill or competitive category, uploaded video and visibility preferences.
• Club information: memberships, applications, roles, permissions, tags and answers to club joining questions.
• Session information: registrations, attendance, guests, ticket tier, waiting-list position, cancellations and court-time records.
• Racket information: manufacturer, model, personal notes and other equipment details you choose to save.
• Payment information: booking reference, amount, currency, payment state and refund history. Card details are entered into the payment provider’s checkout and are not stored by CoolSmash.
• Technical and security: IP address, device and browser details, sign-in activity, authentication tokens, audit events and error logs.
• Communications: support requests, enquiry emails and feedback.

Please do not enter health, disability or other sensitive information in free-text fields unless the organiser has clearly explained why it is needed and how it will be protected.

Our legitimate interests include operating a reliable sports platform, understanding which features help clubs, preventing fraud and improving session planning. We balance those interests against your rights and avoid using identifiable information where aggregated information is enough.

CoolSmash may analyse session participation, attendance, court time and racket preferences to understand badminton participation and improve the platform.

While information can identify you, it remains personal data and is subject to this notice and your legal rights. Where longer-term analysis does not require identity, we remove direct identifiers and take reasonable steps to prevent re-identification. Truly anonymised aggregate statistics may be retained indefinitely because they are no longer personal data.

We will not sell identifiable player profiles, racket lists or attendance histories to advertisers or data brokers.

We use the following retention schedule. A shorter or longer period may apply where required by law, an active dispute, safeguarding or a documented club instruction.

We share information only where necessary with:

• the clubs and authorised organisers whose sessions you join;
• hosting, database, email, monitoring and customer-support providers acting under contract;
• payment providers used to process paid bookings and refunds;
• professional advisers, insurers, auditors or a buyer of the business under confidentiality duties; and
• law enforcement, regulators or courts where disclosure is legally required.

We require providers acting on our behalf to protect personal information and use it only for the services they provide. You can request current information about our sub-processors by emailing support@coolsmash.co.uk.

Some service providers may process personal information outside the UK. Where this happens, we use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another applicable safeguard. You may request information about the relevant safeguard.

We use role-based access, authentication controls, encryption in transit, audit logging, restricted operational access, backups and security monitoring proportionate to the risk. No online system can promise absolute security. Please use a unique password and report suspected account misuse promptly.

Depending on the purpose and lawful basis, you may have rights to access, correct, erase or restrict your information; receive portable information; object to processing; and withdraw consent. You have an absolute right to object to direct marketing.

Email support@coolsmash.co.uk. We may ask for information needed to verify your identity and normally respond within one month. If a club controls the information, we will route the request to that club and assist it.

You can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would appreciate the opportunity to address the issue first.

CoolSmash is not intended for children under 13 to create accounts independently. Users aged 13 to 17 should involve a parent or guardian and may be subject to additional club safeguarding rules. Clubs running junior sessions remain responsible for appropriate notices, permissions and safeguarding practices.

CoolSmash does not currently make decisions based solely on automated processing that produce legal or similarly significant effects. Waiting-list movement follows session capacity and organiser rules, and can be reviewed by an organiser.

We may update this notice when the product, providers or law changes. Material changes will be highlighted in the service or by email where appropriate.