Privacy Policy
Who we are
Mat Track Ltd ("Mat Track", "we", "us") provides gym management software for martial arts and combat sports gyms. We are the data controller for the personal data described in this policy.
- Registered company name: MAT TRACK LTD
- Company number: 16691859 (registered in England and Wales)
- Registered office: Unit 18 Gateway 1000, Whittle Way, Stevenage, England, SG1 2FP
- Contact: team@mattrack.io
What this policy covers, and what it does not
This policy explains what we do with personal data we decide the purposes for: the gym owners and staff who hold Mat Track accounts, visitors to our website, people who contact us, and the gym listings in our directory.
It does not cover the personal data a gym puts into Mat Track about its own members. For that data the gym is the controller and we act only on its instructions as a processor. How we handle it is set out in our Data Processing Agreement, and questions about it should go to your gym in the first instance.
If you use the Mat Track member app as a gym member, the app's own privacy notice describes what the app collects on your device, and our Member Terms apply to your use of it.
The personal data we collect
Account data. When you create a gym account: your name, email address, phone number if you give one, your gym's name and location, your role, and your login credentials. We use passwordless magic-link sign-in for the member app, so we do not store member passwords.
Billing data. Your plan, billing cycle, invoices and payment status. Card and bank details are collected and stored by our payment providers, Stripe and GoCardless. Mat Track does not store card numbers or bank account details.
Communications. Emails, SMS and support messages you exchange with us, and messages sent through the platform's inbox where we process them to deliver the service.
Technical and usage data. IP address, browser and device type, pages visited, and how you use the console. We use this to keep the service running, secure and improving.
Directory data. Our public gym directory lists gyms as businesses: name, address, contact details, class timetable and website, gathered from information those gyms publish publicly. Where a gym is a sole trader or the listing names an individual, that information can be personal data. Our lawful basis is legitimate interests, specifically helping practitioners find gyms and helping gyms be found. Any gym can claim, correct or ask us to remove its listing at team@mattrack.io or via claim your gym's page.
Why we use it, and our lawful basis
| What we do | Lawful basis |
|---|---|
| Provide the platform under our contract with your gym | Performance of a contract |
| Take payment and manage subscriptions | Performance of a contract |
| Keep the service secure, prevent abuse, fix faults | Legitimate interests |
| Improve the product and understand how it is used | Legitimate interests |
| Publish and maintain the gym directory | Legitimate interests |
| Send marketing emails to business contacts | Legitimate interests, with an unsubscribe link in every message |
| Meet our legal and accounting obligations | Legal obligation |
You can object to processing based on legitimate interests at any time, and you can unsubscribe from marketing in one click.
Who we share it with
We use a small number of service providers. Each is bound by contract to process data only on our instructions.
| Provider | What it does | Where |
|---|---|---|
| Supabase | Database, authentication, file storage, sign-in emails | United Kingdom |
| Stripe | Card payments and subscription billing | UK, EU and US |
| GoCardless | Direct debit collection | UK and EU |
| Vercel | Website and application hosting | Global edge network |
| Google (Gmail) | Sending platform email | UK, EU and US |
| HubSpot | Two-way sync, for gyms on the Pro plan who enable it | UK, EU and US |
We do not sell personal data, and we do not share it with advertisers or data brokers.
We may disclose data if the law requires it, to protect our rights or someone's safety, or to a buyer if the business is sold, in which case we will tell you first.
Where your data is held
Your Mat Track data is stored in the United Kingdom. Some of the providers above operate internationally and may process limited data outside the UK. Where that happens we rely on the UK's adequacy regulations or on standard contractual clauses with the UK International Data Transfer Addendum.
How long we keep it
- Account data: for as long as your gym has an account, then up to 12 months.
- Billing and invoice records: six years, as UK tax law requires.
- Support messages: up to 24 months.
- Technical logs: up to 12 months.
- Directory listings: while the gym is trading, or until it asks to be removed.
Your rights
Under UK data protection law you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or send it to another provider. You can also withdraw consent where we rely on it.
Email team@mattrack.io and we will respond within one month.
If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk, or call 0303 123 1113.
Cookies
We use cookies that are necessary to make the site and app work, such as keeping you signed in and remembering your preferences. We do not use advertising cookies, and we do not track you across other websites. You can block cookies in your browser, though parts of the service may stop working.
Children
Mat Track is sold to gyms, not to individuals, and the member app is not intended for children under 13 to sign up to on their own. Gyms do use Mat Track to manage junior members, including children. Where they do, the gym is the controller of that data and is responsible for collecting it fairly and for obtaining parental consent where it is needed. Our obligations to gyms for that data are in our Data Processing Agreement.
Changes to this policy
We will update this page when our practices change and revise the date at the top. If a change materially affects you we will tell you by email.