Privacy Policy

1. Introduction

NEX49 ("we", "us", "our") is a sports club management platform designed to help clubs manage their members, teams, training, games, fitness tracking, communications, and finances. We are committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and share your information when you use the NEX49 platform. By using NEX49, you agree to the practices described in this policy. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

NEX49 acts as the data controller for personal data processed through the platform. Individual sports clubs using NEX49 may also act as data controllers in respect of their members' data.

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us at: privacy@nex49.com

3. Information We Collect

3.1 Account & Profile Data

• Full name and email address
• Profile photo / avatar
• Date of birth
• Phone number and emergency contact details
• Medical information (where voluntarily provided)
• Role within a club (e.g., player, coach, admin)
• Jersey number and playing position
• Membership and subscription status

3.2 Fitness & Activity Data

• Session date, type (training, game, general activity)
• Activity type (e.g., Running, Cycling, Soccer)
• Duration, distance, calories burned
• Average and maximum heart rate
• Step count and active minutes
• Data source (e.g., imported device export, manual entry)
• Raw fitness data files uploaded by the user
• Notes added by the user about a session
• Timestamps of when terms were agreed to for data uploads

3.3 Game & Training Data

• Game schedules, scores, locations, and cancellation details
• Player availability responses
• Roster selections and roster publication status
• Training session details including plans, notes, and media
• Training attendance and availability records
• Performance ratings and coach feedback

3.4 Communications Data

• Chat messages (text, announcements, polls, location shares, voice notes)
• Uploaded files and media shared in chat
• Direct messages between members
• Sender name and email associated with messages

3.5 Financial Data

• Club financial entries (income and expense records)
• Member subscription rates and payment status
• Invoice records
• Payment processing data handled via Stripe (we do not store full card details)

3.6 Junior Member Data

For junior members (under 18), we collect the same categories of data as above. Junior accounts may be managed by a parent or guardian, who may view and update their child's information. We require explicit consent from a parent or guardian before processing data relating to juniors.

4. How We Use Your Information

We use your personal data to:

• Provide, operate, and improve the NEX49 platform
• Manage your account and club memberships
• Facilitate club communications, team management, and scheduling
• Track and display fitness, training, and game performance data
• Process subscription and membership payments
• Send notifications about club activities, games, and training sessions
• Generate club analytics and performance reports for coaches and administrators
• Enable parent/guardian oversight of junior member accounts
• Comply with our legal obligations
• Prevent fraud and ensure platform security

5. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Contract: Processing necessary to provide the NEX49 service you have signed up for.
• Consent: Where you have given explicit consent (e.g., uploading fitness data, sharing data with your club).
• Legitimate Interests: For platform security, fraud prevention, and service improvement, where these do not override your fundamental rights.
• Legal Obligation: Where we are required by law to process your data.

6. How We Share Your Information

6.1 Within Your Club

Club administrators, managers, and coaches may be able to view member profile data, fitness data, availability, game statistics, and performance ratings as part of legitimate club management activities.

6.2 Service Providers

We work with trusted third-party providers who process data on our behalf, including:

• Stripe – Payment processing
• Merchandise fulfilment partner – Production and shipping of physical goods
• Cloud hosting providers – Data storage and infrastructure
• Push notification services – Delivering app notifications

All third-party processors are contractually required to protect your data and use it only for the purposes we specify.

6.3 Legal Requirements

We may disclose your data if required to do so by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of NEX49, our users, or the public.

6.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your data may be transferred to a successor entity. We will notify you before your data is transferred and becomes subject to a different privacy policy.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encryption in transit and at rest, access controls, and regular security reviews.

While we take data security seriously, no system is completely secure. You are responsible for maintaining the confidentiality of your login credentials and for any activity under your account.

8. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you with our services. Specific retention periods include:

• Account data: Retained for the duration of your membership and for up to 2 years after account deletion, unless a shorter period is required by law.
• Fitness data: Retained for the duration of your membership. Deleted upon account deletion request.
• Financial records: Retained for up to 7 years to comply with UK tax and accounting obligations.
• Chat messages: Retained for the duration of club membership. Club administrators may delete messages at any time.

9. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your data in certain circumstances ("right to be forgotten").
• Right to Restrict Processing: Request that we limit how we use your data.
• Right to Data Portability: Receive your data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.

To exercise any of these rights, please contact us at privacy@nex49.com. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Cookies & Tracking

NEX49 may use cookies and similar tracking technologies to maintain session state, remember user preferences, and analyse platform usage. You can control cookie settings through your browser. Disabling certain cookies may affect the functionality of the platform.

11. Children's Privacy

NEX49 supports junior member accounts for individuals under the age of 18. Junior accounts must be set up and managed by a parent or guardian, who is responsible for providing consent on their behalf. We do not knowingly allow children under 13 to create independent accounts without parental consent. Clubs are responsible for ensuring appropriate consents are obtained from parents and guardians before adding junior members to the platform.

12. International Data Transfers

Your data may be processed outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, to protect your data to the same standard as required under UK GDPR.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify you via email or a prominent notice within the platform. The "Last updated" date at the top of this page will always reflect the most recent version.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us: