ATHLETE PRIVATE

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Privacy

Last updated [date]

Athlete Private is a private relocation and concierge service for athletes moving to the UK and Europe, and their families. Discretion is the service, so we collect only what we need to look after you, share it only when a request requires it, and never sell it. This notice explains how [Company legal name] Ltd (“we”) handles your personal data.

Who we are

[Company legal name] Ltd, company number [company number], [registered address], is the controller of your personal data. Our registration number with the Information Commissioner’s Office is [ICO registration number]. Contact us at [privacy@yourdomain.com].

What we hold

  • Account details: your name, email address, sport, club or team and home city.
  • Your Passport: the preferences you choose to give us (travel, dining, lifestyle, privacy, sizes).
  • Requests, the options we propose, your choices, and our messages to each other.
  • Your itinerary, as arranged by your concierge.
  • Your arrival plan: your arrival date and city, who is moving with you, and where each step of the move is up to.
  • Details about your family that you choose to share for the move — for example your children’s ages and school years, so we can find school places. We only ask for what a step needs.
  • Your Inner Circle: names, relationships and contact details of people you add, and what they may do. Please only add people who are happy for us to hold their details.
  • Your arrival flight (flight number and date), who is travelling, and your airport pickup — so we can track the flight and meet you.
  • If you turn on notifications, a technical address for each device you turn them on for (and a name such as “iPhone”), so we can send them. Turning notifications off or closing your account deletes it.
  • Basic technical data needed to keep you signed in and the service secure.

Feedback and invoices

When you rate a request, we keep your rating and comment to improve the service and to recognise the team. We keep invoices and payment records for as long as the law requires, even after an account is closed.

Your membership card and points

Your card has a member number and a QR code. When a partner venue scans it, they see only that your membership is valid, your card level, your membership tier, the year you joined and your member number — never your name or anything else. We keep a record of the points you earn and the rewards you choose, and delete it if you close your account.

Live rides

When we arrange a driver for you, the driver can share their location from their phone while the ride is under way, so you can follow them on a map. We hold the ride details (pickup, drop-off, time, the driver’s first name and vehicle) and, only during the ride, the driver’s position and route. The position and route are deleted as soon as the ride ends. Drivers choose when to start sharing and can stop at any time by closing the page. Maps are provided by OpenStreetMap, whose servers receive your device’s address when the map loads; they don’t receive your name or ride details.

If you apply for membership or contact us

If you send us a message through our contact form, we hold your name, email address, the topic and your message, and use them to reply to you. When you apply for membership we hold your name, email address, who you are (for example an athlete or their representative), sport, club or team and any note you add, along with a one-way scrambled version of your IP address used only to prevent spam. We use these details to reply to you (our legitimate interests). If you don’t become a member we delete your enquiry within 12 months, or sooner if you ask.

If you register an upcoming move, we hold your name or agency, email address, who you are, sport and club (if known), the month you expect to arrive and how many people are moving. We use these details to prepare for the move and to contact you before it (our legitimate interests). Registering doesn’t commit you to membership. We delete the registration 3 months after the expected arrival month or 12 months after you register, whichever is later, or sooner if you ask.

We don’t ask for copies of passport, visa or bank documents through the app. Where a step needs them, they go directly to the bank, school, adviser or authority concerned. If you add a passport, visa or permit to your documents, we keep only its type, issuing country, the last 4 characters of its number and its dates, so we can remind you before it expires — never the full number or a copy. You can edit or remove them at any time.

If your club, team or agent refers you

Clubs, teams and agents can refer you to us. They give us your name, contact details, sport, club or team and when you are likely to arrive. We use this only to contact you about the service (our legitimate interests). If you don’t go ahead, we delete it within 12 months, or sooner if you ask. Your club, team or agent is responsible for the information it holds about you.

If your agent, club or team arranges your membership

Your agent, club or team can arrange and pay for your membership on your behalf. We then hold their name and email address as the billing contact, and share with them only what billing needs: your plan, its price and our invoices.

Your club, team and agent

We do not share your requests, your arrival plan or anything else about you with your club, team or agent unless you agree — including when they arrange or pay for your membership. If you agree, we share only what you have agreed to, and you can change your mind at any time by telling your concierge.

Why we use it

  • To provide the concierge service you have asked for (performance of our contract with you).
  • To keep accounts secure and prevent misuse (our legitimate interests).
  • To respond to referrals from clubs, teams and agents (our legitimate interests), and to share progress with them where you have agreed (your consent).
  • To meet legal obligations, such as tax and record-keeping.

We do not use your data for advertising, and we do not build marketing profiles.

Who we share it with

  • Suppliers (hotels, restaurants, drivers and others) receive only what a specific request needs. If your Passport asks for it, we book under an alias.
  • Service providers who run the platform for us under contract: Supabase (database and sign-in, hosted in the EU/UK), Vercel (hosting) and Resend (email notifications).
  • Notifications travel through your device’s own push service (Apple, Google or Mozilla). They never describe your requests.
  • To track an arrival flight we send only its flight number and date to a flight-data provider (AeroDataBox) — never your name or any other details.
  • Professionals we introduce you to — for example registered immigration or tax advisers, letting agents and schools — only with your agreement, and only what they need.
  • Your club, team or agent, only with your agreement (see above).
  • Authorities, only where the law requires it.

How long we keep it

For as long as you are a member. When you close your account we delete your data, except records we must keep by law (for example invoices), which we keep for the period required and then delete.

Your rights

You can access, correct, export or delete your data, object to how we use it, or ask us to restrict it. You can download your data and close your account yourself from your Passport. For anything else, write to [privacy@yourdomain.com]. You can also complain to the Information Commissioner’s Office (ico.org.uk).

Security

Data is encrypted in transit and at rest. Members can only ever see their own information; concierge staff use two-factor authentication; and internal notes are never visible to members or their Inner Circle.

Cookies

We use only the cookies needed to keep you signed in. There are no analytics or advertising cookies, so we don’t ask for cookie consent.

Changes

If we change this notice in a way that matters, we’ll tell you in the app before it takes effect.