Privacy Policy

At BoxMate, we are dedicated to providing a transparent and comprehensive policy outlining how we collect, use, store, and share your data. This policy aims to cover the specific information collected when you use our service, its intended purpose, and also explains how you can request to view, update, or delete your data. Our commitment is to ensure that you have full clarity and control over your personal information.

Protecting your personal data

Our utmost priority is to safeguard your personal information, and in doing so, we fully comply with all relevant data protection laws, including the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), as well as any associated regulations pertaining to the personal data we collect about you.

This privacy policy encompasses all personal data we gather from you. When we refer to personal data or "information" within this policy, we are referring to any data that could be used to directly or indirectly identify you, especially when combined with any other information we may possess about you. This policy outlines the following key aspects:

The personal data we collect from you.
The purposes for which we collect this personal data.
With whom we may share your personal data.
How long we retain your personal data.
The measures we implement to maintain the security of your personal data.
The rights you possess concerning your personal data.
Who has access to your data.

We encourage you to carefully read this privacy policy to gain insight into our practices and approach towards handling your personal data, ensuring you understand how we process and protect it.

Who does this policy involve

BoxMate facilitates the relationship between Customers and Businesses. In doing so we act as a data controller for a Customer’s data jointly with the Business. BoxMate will collect your name, email address, gender, date of birth and the business holders telephone number.

Personal data is only ever collected voluntarily by the User or provided directly by the Business.

We will only ever use personal data in the way that it was originally provided for and we collect and keep only the information we require to provide our functionality.

Usage Data

During normal operations, we collect information about how Users interact with the Service, such as IP address, browser, operating system, referral source, length of visit, and clickstream data. This data contains an identifier that allows us to determine the User who made the request. This data is used to troubleshoot, analyze, optimize, and improve the Service, and is retained indefinitely for compliance and troubleshooting purposes.

How do we collect your personal data

Personal information is either collected directly by the user, or it is provided by the business on behalf of a user.

A business may provide information on behalf of the user if they are switching to BoxMate from an alternate system or if they are setting up a user’s account for them.

Cookies

Like most websites, we utilize Cookies, which are small text files that are saved by your browser when you access our Service. We use cookies to identify when you’ve logged into the Service, to prevent against abuse, and to generally provide the Service. You may choose to not accept some or all of BoxMate’s cookies through your browser’s preferences, but you may not be able to access some or all of the Service.

We may also utilize third party services that use cookies to help analyze usage of the Service, which may also collect personal information and improve customer experience.

How we use your personal data

To facilitate the relationship between a User and a Business

Fitness Providers use BoxMate to track their members' progress and provide content for them to record against. BoxMate allows Businesses to view and manage personal information from Users in order to facilitate the normal operations of a Business.

To provide, troubleshoot, and improve our services

BoxMate uses a User’s personal information to operate by displaying this data to that User as well as to Businesses they are associated with. Additionally, BoxMate may use this information to help troubleshoot issues, such as looking up a User by name or email address. We will also use personal information to help improve the Service, such as by analyzing data to prioritize features relevant to our Users.

To provide announcements about the Service

Occasionally we will notify Users of updates to the Service, changes to policies, and to disclose any issues that may put their personal information at risk.

Children

A parent or guardian may give consent for a child between the age of 13 and 16 to use the Service so long as they are using the Service for its intended purpose. Users under 16 will have no access to public comments and posts plus their profiles and data will be private and not visible by other members. Under 16 If we learn someone under the age of 13 has used the Service without a parent or guardian's consent, we will take appropriate action to remove that User’s personal information and restrict any future access by that User.

Sharing of personal information

A User's personal information, excluding name and email address, is consistently shared within the confines of a Business context. The Business name is prominently displayed during registration and whenever a User provides personal information. The associated Business, acting as a data controller, is bound by the policies delineated in this document.

We may enlist the services of companies and individuals to assist in managing or providing our services, encompassing tasks like payment processing, support, hosting, and administration. These entities will be granted access solely to the data necessary for their designated roles, and they are mandated to adhere to this policy. Under no circumstances are they permitted to utilize any data acquired from BoxMate for purposes other than their assigned responsibilities. Occasionally, to better assist and support our member base, we may collaborate with our integrated partner, 'TeamUp,' for issue diagnosis. This interaction may involve sharing full names, email addresses, and associated system identification numbers.

BoxMate is committed to honoring any lawful requests from governmental bodies, law enforcement agencies, or private entities if such requests are deemed reasonably necessary and appropriate to curtail any activity we perceive as illegal, unethical, unauthorized, harmful, or malicious.

In certain business scenarios, such as mergers, financing, acquisitions, or sales, we might engage in the sale, transfer, or sharing of some or all personal information. In such instances, all personal data will be handled in strict accordance with this privacy policy. Should any changes in ownership transpire that impact the utilization of a User's personal information, notifications will be disseminated via email and prominently displayed within the Service.

GDPR Compliance and Subject Access Request

At BoxMate, we are fully committed to complying with the General Data Protection Regulation (GDPR) and ensuring that your data privacy rights are respected and upheld. Under GDPR, you have the right to make a Subject Access Request (SAR) at any time if you wish to obtain a copy of all your data held by BoxMate, including any notes made against your details in any system that we may use.

To make a Subject Access Request, please contact us using the information provided in this policy. We will respond to your request without undue delay and provide you with the relevant information within the timeframe mandated by GDPR. We may require additional verification to ensure the security and confidentiality of your personal data during the process. Rest assured that we will handle your SAR with the utmost care and transparency to protect your privacy rights.

TeamUp

We integrate with our partner TeamUp and data is transferred and stored between the systems in a secure manner. As an authenticated TeamUp user either as a member or gym owner, your TeamUp data will be stored in BoxMate as well as TeamUp for fast retrieval and provision of features. One feature ‘Public Register’, if enabled by the gym and opted in by members, allows other gym members to see attendance names of those attending and also opted-in on a class they are booked onto.

Member Notes

Coaches can make notes on a member's profile which are stored securely for viewing only by coaches who have permission.

Retention

We use industry standard backup procedures and will retain backups of our database for 14 days, which means that once a piece of data has been deleted from our system, it will take 14 days before it is cleared from our backups.

We do not retain personal data for any longer than necessary and we will only retain personal data provided to us in line with our retention schedule. Once the period has elapsed, we will securely destroy your personal data in accordance with our data handling policies.

Managing Your Data

You can request to view and update most of your user information directly within our service. Upon your request, and in accordance with the extent mandated by relevant laws, BoxMate is dedicated to granting you reasonable access to the personal information we have on record. We will take necessary steps to facilitate corrections, amendments, or deletions of your personal data. Should you wish to initiate such actions, please communicate with us via email at support@boxmateapp.co.uk. Kindly note that for security reasons, we will require verification of your identity prior to disclosing any personal information.

Empowering Your Rights

BoxMate places great importance on your consumer rights concerning your personal data. As a valued user of our service, you retain the right to access, modify, and even erase your personal information held by us. If you wish to exercise these rights or have queries regarding the data we gather and process, please don't hesitate to contact us using the contact details provided in this policy. We are dedicated to promptly addressing your inquiries or requests, upholding the highest standards of protection, and ensuring strict compliance with pertinent data protection laws to safeguard your consumer rights.

Updates to this policy

We reserve the right to change this Privacy Policy from time to time. We encourage you to periodically review this document for the latest information about how we handle personal information and ensure privacy. If we make material changes to this Privacy Policy we will notify Users via email or another method that is reasonably likely to reach the user such as social media.

Continued use of the Service will constitute acknowledgment and acceptance of the Service.

Our details

BoxMate LTD is incorporated in the United Kingdom with our principal place of business being 18 West Road, Buxton, Derbyshire, SK17 6HF. You may contact us via mail at that address, or email at support@boxmateapp.co.uk

Rather than using confusing legal terms and language we wanted to provide a short but thorough overview of our privacy policy and how we treat your data. If you have any further questions please email us using support@boxmateapp.co.uk