Privacy Policy

This policy explains what personal information PrepRoom collects, how we use it and the choices you have. PrepRoom (preproom.uk and the PrepRoom app) is operated by Lee Scott, trading as PrepRoom, 10 Holmswood, Canvey Island, SS8 8HY, United Kingdom ("we", "us"). We are the controller of your personal data under UK data protection law. Contact us any time at info@preproom.uk.

Information we collect

• Account details: your name, email address, profile picture and sign-in details. If you sign in with Google, Apple or Microsoft, we receive your name and email from that provider.
• Content you add: club details and logos, squad and staff information (names, shirt numbers, positions, photos), opposition analysis, training sessions, tactics boards, notes, video clips and links, and files you upload.
• Subscription and payment information: your plan, trial dates and subscription status. Payments are handled by Stripe; we do not see or store your full card details.
• Messages: support messages and feature requests you send us.
• Usage and device information: pages and features used, device and browser type, and diagnostic logs, used to keep the app working and improve it.

Information about players

Coaches can add details about their players, who may include children. If you add player information you are responsible for having the right to do so (for example, with consent from players or parents and in line with your club's policies), and should only add what you need. PrepRoom accounts are for coaches aged 18 or over. We do not knowingly create accounts for children.

How we use your information

• To provide PrepRoom: your account, saving and showing your content, club sharing and share links (contract).
• To take payments and manage trials and subscriptions (contract).
• To send service emails, such as sign-in codes, club invites, trial reminders and important changes (contract and legitimate interests).
• To run AI features you choose to use (such as AI summaries, game plans and session plans): the relevant text you have entered is sent to an AI model provider to generate the result (contract).
• To keep PrepRoom secure, prevent misuse and fix problems (legitimate interests).
• To understand how features are used so we can improve them (legitimate interests).
• To meet legal obligations, such as keeping payment records (legal obligation).

We do not sell your personal information and we do not use it for third-party advertising.

Who we share it with

• Base44, which hosts the app, its database, sign-in and email delivery.
• Stripe, which processes payments.
• AI model providers used through our hosting platform, only when you use an AI feature.
• Google, Apple or Microsoft, only if you choose to sign in with them.
• YouTube, Vimeo and other video sites, when you add their links and a video is played inside PrepRoom.
• Your club: if you join a club, its members can see the club's shared content.
• Anyone with a share link: if you create a share link for an opposition profile, session or animation, anyone with that link can view it until you turn sharing off.

These providers may process data outside the UK. Where they do, appropriate safeguards (such as the UK International Data Transfer Agreement or adequacy regulations) are used.

How long we keep it

We keep your information while your account is open. When you delete your account, your account and the content you created are deleted, normally straight away and at the latest within 30 days, except where we must keep limited records (for example, payment records for tax purposes, usually 6 years).

Your rights

You can ask to access, correct, delete or receive a copy of your personal information, or object to or restrict how we use it. Email info@preproom.uk. You can also complain to the Information Commissioner's Office (ico.org.uk).

Deleting your account

You can delete your account at any time in Settings in the app, or request deletion on our account deletion page.

Cookies and local storage

PrepRoom uses essential browser storage to keep you signed in and remember settings such as light or dark mode, and basic analytics to understand how the app is used.

Security

Data is sent over encrypted connections (HTTPS) and access to your content is limited to you, your club where you choose to share it, and our team where needed to support you.

Changes to this policy

If we make important changes we will update the date above and let you know in the app or by email.