Privacy Policy

1. Introduction

This Privacy Policy explains how Benchily ("we", "us") collects, uses, shares and protects your personal data when you use our website at benchily-game-on.base44.app and related services (the "Services").

Benchily Ltd is the controller of your personal data. We are committed to protecting your privacy and complying with the UK GDPR and the Data Protection Act 2018.

This policy applies to all users — players, organisers, pals, coaches, coaching clients and sports centers. Our Terms & Conditions are available separately.

2. Data we collect

Account data: your name, email address, password (stored securely), role and account type (player, coach or sports center).

Profile data: home town and region, preferred sports, skill level, bio, gender (optional, for Find a Pal), age range, willingness to travel, and — for sports center accounts — center name, website, booking link, opening hours and facilities information.

Spot and activity data: the Spots you post or join, requests, messages, reviews and reliability scores.

Coaching data: for Benchily Coaching and Find a Coach, this may include starting and current weight, height, goal weight and target date, activity level, weigh-ins, body fat percentage, goals, training and nutrition plans, and media (images and videos) shared in coaching messages.

Location data: town and postcode you enter for distance filtering, and approximate location derived from these for sorting Spots and centers.

Usage and device data: how you use the Services, IP address, browser and device type, and cookies or similar technologies.

Content: any text, images and videos you upload, including profile and coaching media.

3. How we use your data

To create and manage your account and authenticate you.

To show Spots, pals, coaches and sports centers relevant to you, including by distance, sport, level and urgency.

To enable messaging, requests, reviews and reliability scoring between users.

To run Find a Coach and Benchily Coaching, including plans, weigh-ins, goals and media.

To send notifications, alerts and (where you have opted in) marketing emails and broadcasts about Spots and features.

To moderate Content, including using automated tools and AI to detect and flag inappropriate or harmful material.

To operate, secure, monitor and improve the Services, and to comply with legal obligations.

4. Legal basis

We process your data on the following bases: performance of a contract (to provide the Services you signed up for); compliance with our legal obligations; our legitimate interests in running and protecting the Services; and, for any voluntary or optional data (such as coaching health data and marketing), your consent.

You can withdraw consent at any time, for example by updating your profile or notification preferences. Withdrawing consent does not affect processing that has already taken place.

5. Sharing your data

Other users: information you choose to share (such as your name on a Spot, your profile and Find a Pal details, your coach profile, reviews you write, and messages) is visible to other users as part of the Services.

Coaches and clients: when you take part in coaching, relevant coaching data is shared between the coach and client involved.

Service providers: trusted providers that help us operate, such as hosting, email, analytics and our payment provider (Stripe), who process data under contract and appropriate safeguards.

Authorities: where required by law, regulation or legal process, or to protect the rights, property or safety of Benchily, our users or others.

We never sell your personal data.

6. International transfers

Benchily operates across the UK, Indonesia and Dubai. Your data may be processed and stored in these regions and by providers in other countries. Where data is transferred outside the UK, we use appropriate safeguards such as standard contractual clauses to ensure a level of protection consistent with UK GDPR.

7. Cookies and analytics

We use cookies and similar technologies to keep you logged in, remember your preferences and understand how the Services are used. You can control cookies through your browser settings, although some features may not work without them.

We may use analytics to measure usage and improve the Services. This data is generally aggregated and does not identify you personally.

8. Retention

We keep your data for as long as your account is active and for a reasonable period afterwards to resolve disputes, comply with legal obligations and for record-keeping. Coaching data is kept while the coaching relationship is active and you can request deletion of weigh-ins, goals and plans.

You can ask us to delete your account and personal data, subject to legal retention requirements.

9. Security

We use appropriate technical and organisational measures to protect your data, including secure password storage and access controls. No system is completely secure, but we work to protect your information and to respond to any security incident promptly.

10. Your rights

Under UK GDPR you have the right to: access your personal data; correct inaccurate or incomplete data; erase your data ("right to be forgotten"); restrict or object to processing; receive a copy of your data in a portable format; and withdraw consent at any time.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe we have not handled your data properly. We encourage you to contact us first so we can help.

To exercise any of these rights, contact Benchily support through the Site.

11. Children's data

The Services are not intended for anyone under 18, and we do not knowingly collect data from children. If you believe a child has provided us with personal data, please contact us so we can delete it.

12. Special category and health data

Coaching may involve health-related data such as weight, body composition and goals. This is provided voluntarily and used only to deliver coaching. Where consent is the legal basis, you can withdraw it and ask us to stop processing or delete this data.

13. Marketing

Where you opt in, we may send you emails and broadcasts about Spots, features and offers. You can unsubscribe at any time using the link in any marketing email or by updating your notification preferences.

14. Changes to this policy

We may update this Privacy Policy from time to time and will show the last-updated date above. We will notify you of significant changes where appropriate. Continued use of the Services after a change means you accept the updated policy.

15. Contact

If you have questions about this Privacy Policy or your data, contact Benchily support through the Site. For data protection concerns, you can also contact the ICO at ico.org.uk.