Privacy Policy

1. Purpose and scope

This Privacy Policy describes how we collect, use, store, and share personal data when you use Padea — including our marketing website (including the waitlist), our WhatsApp-based assistant in your groups and direct messages, our web app for coaches and administrators, and related features such as event and RSVP management, reminders, match suggestions, court availability assistance, and conversational AI.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Nothing in this policy is intended to override rights you have under applicable law.

2. Personal data we collect

Depending on how you interact with Padea, we may process:

• Waitlist and marketing: email address and any details you submit via our website forms.
• WhatsApp use: WhatsApp identifier, phone number as exposed by WhatsApp, display name, message content (including replies such as "in"/"out"), technical delivery metadata, and information about groups where Padea is present.
• Events and play: RSVPs, attendance history, event details you or your club provide, preferences (for example regular slots or skill level where collected), and related scheduling data.
• Coach / admin web app: account and authentication data from our login provider (for example email address and identifiers), tenant or club configuration you save, and usage needed to operate the dashboard.
• Matchmaking and match rooms: data needed to suggest or coordinate games and to operate secure links you open in the browser (for example tokens, player identifiers linked to WhatsApp profiles).
• Service improvement and safety: logs, diagnostics, and security records where necessary to run and protect the platform.

3. How we use personal data and lawful bases

We use personal data to:

• Provide the service: operate WhatsApp messaging, events, RSVPs, reminders, coach tools, and match-related features you request (contract with clubs/coaches where applicable; otherwise legitimate interests in delivering a reliable group assistant, balanced against your rights).
• Run AI-assisted responses and automation: interpret messages and context to answer questions, propose actions, and maintain helpful conversation memory (legitimate interests; where required, consent obtained in-product).
• Send waitlist or product updates when you have asked to hear from us (consent).
• Meet legal obligations, respond to lawful requests, and enforce our terms (legal obligation / legitimate interests).
• Protect users and systems: detect abuse, fraud, and technical faults (legitimate interests).

4. Automated decision-making and AI

Parts of Padea use machine learning and language models to interpret text and generate suggestions or replies. These processes are designed to assist with scheduling and group coordination; they do not produce legal or similarly significant effects solely by automated means within the meaning of UK GDPR Article 22 in typical use. If we introduce higher-impact automated decisions, we will update this policy and, where required, provide a meaningful explanation and human review option.

5. Recipients and processors

We share personal data with trusted service providers where needed to run Padea, including:

• Meta / WhatsApp: messaging infrastructure — see WhatsApp's privacy policy.
• Authentication (coaches): for example Privy or comparable providers, to sign you into the web app.
• AI providers: for example OpenAI — see OpenAI's privacy policy.
• Cloud infrastructure: for example Microsoft Azure (hosting, databases, networking).

We do not sell your personal data. We may disclose information if required by law or to protect rights and safety.

6. International transfers

Some providers may process data outside the UK. Where we transfer personal data to countries not subject to a UK adequacy decision, we use appropriate safeguards such as the UK International Data Transfer Agreement / Addendum or Standard Contractual Clauses, as applicable, unless another permitted derogation applies.

7. Retention

We keep personal data only as long as needed for the purposes above, including legal, accounting, and dispute resolution needs. Message and conversation data may be retained to provide context and improve reliability until you ask us to delete it or we delete it under our retention schedule. When you exercise deletion rights, we remove or anonymise data as described in our Terms and in-product notices, subject to limited legal exceptions.

8. Security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, or alteration. No online service can be guaranteed 100% secure; please use strong credentials for coach accounts and report suspected issues to us promptly.

9. Your rights

Under UK data protection law you may have the right to:

• Request access to your personal data.
• Request rectification of inaccurate data.
• Request erasure ("right to be forgotten") in certain cases.
• Request restriction of processing or object to processing based on legitimate interests.
• Request data portability, where processing is based on consent or contract and carried out by automated means.
• Withdraw consent at any time, where we rely on consent (without affecting prior lawful processing).
• Lodge a complaint with the UK Information Commissioner's Office (ICO): ico.org.uk.

For WhatsApp users, in-product instructions (for example STOP or "delete my data") may be used to exercise deletion as described in our Terms. You can also contact privacy@padea.ai for other requests; we may need to verify your identity.

10. Children

Padea is not directed at children under 16. We do not knowingly collect personal data from anyone under 16. If you believe we have done so, contact us and we will take steps to delete the information.

11. Cookies and similar technologies (this website)

Our marketing site may use essential cookies required for basic operation and, where we add them, analytics or preference cookies in line with applicable rules. You can control non-essential cookies through your browser settings and any cookie banner we provide.

12. Changes

We may update this Privacy Policy from time to time. We will post the new version on this page and adjust the effective date. Where changes are material, we will provide additional notice where appropriate (for example via WhatsApp or email).

13. Contact

Data protection enquiries: privacy@padea.ai
Postal correspondence: [Registered office address, as above]