Privacy Policy

This Privacy Policy explains how Waggsy Ltd("we", "us"), trading as Waggsy, processes personal data when you visit waggsy.net, create an account, subscribe to Waggsy, or use our club management software (the "Service").

Waggsy Ltd is a private limited company registered in England and Wales (company number 17401734). Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.

For platform account and billing data, Waggsy Ltd is the data controller.

We act as a data controller for account and billing data relating to club owners and platform users. When club owners add member details to a Club, they are generally controllers of that member data; we process it on their instructions as a data processor to provide the Service.

Account and profile: name, email address, password (stored in hashed form by our auth provider), role (e.g. club owner, admin), and, where you provide it, your phone number.

Emergency contact: when you join a Club, we may collect an emergency contact name, phone number, and relationship, and your phone number if you provide it. These are stored on your Waggsy profile so Clubs you belong to can reach you or your nominated contact if needed during training. Emergency contact details are personal data about another person: only provide details for someone who knows you may share them for this safety purpose.

Club information: club name, description, settings, estimated member counts, session types, timetable data, and booking records you enter.

Member and booking data (processor): names, email addresses, phone numbers, emergency contact details, and booking activity your Club invites or records in Waggsy.

Billing: subscription plan, status, Stripe customer and subscription identifiers; payment card details are collected and stored by Stripe, not on our servers.

Communications: messages you send us (e.g. support email) and, where enabled, marketing interest sign-ups.

Technical: IP address, browser type, device information, and cookies or similar technologies needed to keep you signed in and secure the Service.

Product usage: when you are signed in we may record first-party events on our servers (for example finishing onboarding, opening the timetable, or adding a session). These logs help us operate and improve Waggsy and support club owners. They are not advertising profiles, and they are not Google Analytics. We do not store session titles or member lists in those events.

We use personal data to:

• provide, maintain, and secure the Service;
• authenticate users and manage clubs, sessions, and bookings;
• make emergency contact and member contact details available to club owners for training safety;
• process Waggsy subscriptions and trials;
• facilitate Stripe Connect payments configured by your Club;
• send service emails (e.g. password reset, booking confirmations);
• improve the Service and fix errors;
• comply with law and enforce our Terms.

Where UK GDPR applies, we rely on:

• Contract - to provide the Service you sign up for;
• Legitimate interests - to operate, secure, and improve Waggsy, prevent abuse, and support training safety (including making emergency contact details available to Clubs you join), balanced against your rights;
• Legal obligation - where we must retain or disclose data; and
• Consent - where required (e.g. optional marketing emails), which you may withdraw at any time.

Club owners must identify their own lawful basis for member data they control.

We share data with trusted providers only as needed to run Waggsy:

• Supabase - authentication, database, and storage;
• Stripe - Waggsy subscriptions and Connect payments;
• Resend (or similar) - transactional email we send from the app;
• Vercel - hosting and delivery of the website;
• Supabase Auth email - signup, magic link, and password reset messages when configured.
• Google Analytics - when enabled, aggregated site traffic statistics (pages viewed, approximate location, device) to understand how people find and use Waggsy. IP addresses are anonymised where the product supports it.

When you join a Club, the club owner (and administrators of that Club) can see your member profile details we hold for that Club, including your name, email, phone number (if provided), and emergency contact details. Other members of the same Club do not see your emergency contact or phone number through Waggsy.

We do not sell personal data. We may disclose data if required by law, court order, or to protect rights, safety, and security.

Some providers may process data outside the UK. Where they do, we rely on appropriate safeguards (such as UK adequacy regulations, standard contractual clauses, or equivalent mechanisms offered by those providers).

We keep account and club data while your account is active and for a reasonable period afterward to resolve disputes, meet legal obligations, and maintain backups. Billing records may be kept longer for tax and accounting purposes.

You may request deletion subject to legal and operational limits (e.g. active subscriptions, outstanding bookings, or fraud prevention).

If UK GDPR applies, you may have the right to access, rectify, erase, restrict processing, object, and data portability, and to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

For account data we control, contact hello@waggsy.net. For data your Club holds about you as a member, contact your club first; we will assist club owners with processor requests where appropriate.

The Service is not directed at children under 13. Clubs must not upload children's personal data without appropriate parental authority and safeguards required by law.

We implement technical and organisational measures appropriate to the risk, including encryption in transit, access controls, and secure hosting. No online service can guarantee absolute security.

We may update this policy. The "last updated" date will change when we do. Significant changes may be communicated by email or in-app notice.

Data protection enquiries: hello@waggsy.net. You can also write to Waggsy Ltd at the registered office above.