Privacy Policy

1. Who we are

Cyberfreak Software Limited (company number 16445225) operates the booking platform you are using. We are registered in England and Wales and act as the data controller for personal data processed through your branded instance. A link to companies house is available in the footer.

2. Data we collect

We may collect and process the following data:

• Name, email address, phone number (if provided)
• Account role (admin/coach/customer)
• Booking information (dates, times, notes, service type)
• Payment details (handled exclusively by Stripe – we do not store full card numbers)
• Technical data (IP address, browser type, device information, usage logs)
• Any files or images you upload to customise your instance

3. How we use your data

• To provide, maintain and support the booking platform
• To process payments and issue invoices
• To send service announcements, support replies and essential notifications
• To detect, prevent and address technical issues or fraud
• To comply with legal obligations (e.g. financial record-keeping, tax)

4. Data sharing

• Booking data is shared only between the relevant coach/admin and customer within your instance
• Payment data is processed by Stripe (see their privacy policy)
• We use sub-processors for hosting, email delivery and analytics (all under UK GDPR-compliant agreements)
• We do not sell personal data
• Data may be disclosed if required by law or court order

5. International transfers

Some sub-processors (e.g. hosting, email providers) may be based outside the UK/EEA. Where this occurs we use UK International Data Transfer Agreements or equivalent safeguards.

6. Data retention

• Active account data is kept while your subscription remains active
• Financial records are retained for 6 years (UK tax law requirement)
• After termination we retain data for 30 days before deletion (except legally required records)

7. Your rights (UK GDPR)

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request erasure (subject to legal retention obligations)
• Restrict or object to processing
• Data portability
• Lodge a complaint with the Information Commissioner’s Office (ico.org.uk)

Contact us to exercise any of these rights.

8. Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, access controls and regular security updates. However, no internet-based service can be guaranteed 100% secure.

9. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be notified by email or in-platform notice.