Privacy Policy

ShuttleStats operates in the United Kingdom. For anything about your data, contact hello@shuttlestats.app. We run the platform; your club decides who its members are and what gets organised on it.

When you sign in with Google we receive your name, email address, profile picture, and a Google account identifier. We never see or store a password.

Your club creates and maintains your player profile: your name, a profile photo if you or your club set one, playing tier, game history and scores, achievements, session bookings, attendance, and your booking-credit history. Game results recorded on club nights become part of your stats.

Like most services we keep short-lived technical logs (which pages and endpoints were called, when, and from which account) to keep the service working and diagnose problems.

If you turn on notifications we store a push subscription for that browser or device, tied to your account, and use it to send you notifications about your club — see “Messages we send you” below for the kinds we send and how you control each one. Delivery goes through your browser vendor’s push service. You can remove a device at any time from your notification settings, and we also keep your in-app notification feed.

We also email you about your bookings — confirmations, receipts, refunds, changes to a session you have booked, and when a spot opens on a session you are waiting for. Where email is switched on for your club, records of money moving and your one-time welcome when you join a club are always sent so that you have them; you can turn the other emails off in your notification settings. We do not send you marketing email.

If you ask to join our waiting list, you sign in first, and we take your name and email address from your Google account. We keep those together with what you tell us on the form — the club you are with, your role there, what the service would be worth to you, and anything you write — so that we can contact you about ShuttleStats. You can ask us to remove you from the waiting list at any time.

If you message your club’s hosts through the app, we keep the conversation so that they can reply and so there is a record of what was agreed. If you send us feedback, we keep what you wrote along with the page you were on and the browser you were using.

When you first sign in, we record how you arrived — the same first-touch information as the cookie below, plus the kind of browser you used and whether you had installed the app to your home screen — and keep it on your account. We record how you arrived again each time you make a booking, and keep that on the booking. Your club sees all of this only as part of aggregate figures on how members found them.

Our directory also includes some clubs that have not joined ShuttleStats yet. We list these ourselves from information the club has already made public, such as its Meetup or social page, and we link back to that page. Each of these listings is marked as not managed by the club, and any club can ask us to change or remove its own listing.

A listing may show the club’s logo, loaded directly from the club’s own website — we never copy the image onto our servers. This means that when you view such a listing, your browser requests the logo from the club’s server, and that server — a recipient separate from us — receives the standard data that comes with any web request, such as your IP address and browser information. We send no referrer information with these requests, so the club cannot see which page you were on.

If you claim a listing as your club, we collect the name, email address, and any message you give us, and use them only to check the claim and to contact you about it. If you report a listing, we collect the reason and any details you add, and use them only to review and act on the report. We keep these messages while we deal with them and for a reasonable period afterwards for our records. Our lawful basis is our legitimate interest in running an accurate directory and in handing listings over to the clubs that run them. You can ask us about, or to delete, anything you have sent us at hello@shuttlestats.app.

When you report a listing — including a report that a listing affects your rights — you can also give us your name, which is optional, and an email address, which is required only for reports about your rights. We use them solely to acknowledge your report, to check that you are entitled to make it, and to pass on any response from the club or from us. Our lawful basis is our legitimate interest in running a fair notice-and-takedown process. We keep this information until the report is resolved, and for a reasonable period afterwards for our records.

Your ShuttleStats account is yours, and it can belong to more than one club. Each club you join keeps its own separate record of you — your player profile, results, bookings and payments at that club — inside that club’s own space. A club only ever sees your record with them: joining a second club does not show either club anything about the other.

Within your club: admins can see member details needed to run the club — contact info, bookings, payments status, credit. Messages you send to the hosts can be read by your club’s admins and by the organisers of the session you sent them about. Other members see club-night surfaces such as rosters, results, leaderboards, and profiles; if you or your club mark your profile private, other members see a redacted version. Visitors who are not signed in see only the club’s public pages.

Some club surfaces are public by design. A club’s pages, its session listings, and club-night results — including player names, profile photos, and standings on leaderboards — can be seen by anyone with the link, and, where your club is listed in our public club directory, can be found from there without signing in. If you or your club mark your profile private, you appear as a private member on those surfaces instead.

As the operator of the platform we can access club data where we need to in order to run the service — keeping it working, diagnosing faults, preventing abuse, and helping a club that has asked us for support. We keep that access to the people who need it.

Two things sit outside any single club by design: your account itself, which spans the clubs you join, and feedback you send us — feedback goes to ShuttleStats rather than to your club, and carries your name and which club you sent it from so we can follow it up.

Card payments are processed by Stripe, and the merchant is your club through its own Stripe account. Your card details never pass through ShuttleStats servers. What we store are payment outcomes — amounts, what they were for, and your resulting credit balance — because your club needs them to run bookings, and you need them in your payment history. Stripe’s own privacy policy applies to the card processing itself.

We set three cookies. Two of them keep you signed in: one secure cookie that scripts cannot read, and one small marker so the app knows you are signed in without a round-trip. The third records how you first arrived — a search engine, a link on another site, or a campaign link — along with the page you landed on, and is kept for 90 days. (Our demo club uses its own separate pair of sign-in cookies.)

We use that third cookie for our own reporting, and your club sees it as part of aggregate figures on how people find them. We set no third-party advertising cookies, and we use no third-party analytics trackers — the only third-party monitoring we use is the error and performance monitoring described in section 9.

Actions that change club data — bookings, score edits, payments, admin changes — are recorded in an append-only activity log so your club can see what happened and when. Club admins can browse it; other members cannot.

The data we store is hosted on Amazon Web Services in Ireland (eu-west-1). Google handles sign-in, your browser vendor delivers push notifications, and Stripe processes payments — each under its own safeguards.

To diagnose problems we use Sentry (operated by Functional Software, Inc.) as our sub-processor, to capture application errors, performance traces, and masked session-replay recordings. Our Sentry data is hosted in Sentry’s European Union region, alongside the rest of our data.

Session replay masks all text and form inputs, so the content you type — including names and contact details — is not recorded. Images already shown publicly in the app, such as profile photos, may appear in a recording. We send Sentry a user identifier and your club identifier so we can group related issues; we do not send your name or email address to Sentry.

We send you a few different kinds of message, and you control them separately in your notification settings.

Service messages — booking confirmations and receipts, refunds, cancellations, changes to a session you have booked, and reminders for sessions you are attending. These are part of running your bookings, so we send them while you are a member; receipts and refund records are always emailed for your records.

Alerts you ask for — for example telling you when a spot opens on a session, when booking opens for a session you follow, or when one of your usual club nights is short of players. You turn these on yourself, and you can turn them off at any time.

Session suggestions from your club — messages inviting you to book a club session that still has spaces. These are promotional. They appear in your in-app notification feed by default because they are part of seeing what is on at your club (our legitimate interest, and the club’s, in a well-attended night). We will not email you or send a push notification about them unless you have specifically asked us to — that is a separate opt-in, off until you turn it on. Your club, not ShuttleStats, decides whether to send these and is the sender.

To keep email working for everyone, we process delivery outcomes — whether a message was delivered, bounced, or reported as spam — and use them to stop sending to dead or complaining addresses and to protect sending reputation. This uses your email address and delivery events only; it is not used to build a profile of you.

Your right to object. You can object to promotional messages at any time and we will stop — use the unsubscribe link in any promotional email, the controls in your notification settings, or email hello@shuttlestats.app. Objecting to promotional messages never stops your receipts, refunds, or booking confirmations.

We keep your data while your account or your club membership is active, because the club’s records (results, bookings, payments) depend on it. There is no self-service deletion yet: to ask for your data to be deleted or your account closed, email hello@shuttlestats.app and we will handle it with your club. Some records may be retained where the club has a legitimate need (for example payment records).

Under UK data protection law you can ask for a copy of your data, ask us to correct it, ask for it to be deleted, object to or restrict processing, and ask for your data in a portable format. Email us and we will respond within a month. You can also complain to the Information Commissioner’s Office (ico.org.uk).

Material changes update the “Last updated” date above, and the note beneath it says what changed. Where a change materially affects how your personal data is used or who it is shared with, we will tell affected members in the app rather than relying on you to re-read this page. We will not quietly expand what we collect or who can see it.