1. Who we are
CoolSmash runs this platform and is the controller for your account, security and error monitoring, usage statistics, support and our own emails. Contact us at support@coolsmash.co.uk.
2. When your club is responsible
The club or organiser you join is the controller for its membership, application, session and attendance records and the messages it sends you. We process that information on its behalf. Ask the club about decisions it makes.
3. What we use and why
| Purpose | Lawful basis |
|---|---|
| Provide accounts, clubs, sessions and bookings | Contract |
| Process payments and refunds, and keep financial records | Contract; legal obligation |
| Keep the service secure and working: fraud prevention, error monitoring (personal details are removed from error reports) and usage statistics. Authorised CoolSmash staff can see individual booking and payment history for support, payments to clubs and fraud checks; every view is logged. | Legitimate interests in a secure, reliable service |
| Answer support requests | Contract or legitimate interests |
| Send optional product news | Consent, which you can withdraw at any time |
You must give account details to use the service; without them we cannot provide it.
4. Who receives it
The clubs whose sessions you join; our service providers for hosting, storage, email, error monitoring and payments; professional advisers or a buyer of the business, under confidentiality; and authorities where the law requires it.
5. International transfers
Our data is stored in the EU. Where a provider accesses it from outside the UK and EU, we use a lawful safeguard such as adequacy regulations, the UK–US data bridge or standard contractual clauses. Ask us for details.
6. How long we keep it
| Information | Kept for |
|---|---|
| Account and profile | While the account is active; deleted or anonymised within 30 days of closure. Backups expire within 90 days. |
| Racket profile | While the account is active; identifying links deleted within 30 days of closure. |
| Session and attendance history | Up to 3 years after the session, unless part of a financial record. |
| Bookings and payment records | Up to 6 years after the financial year, or longer where the law or a legal claim requires. |
| Support messages | Up to 12 months after the request is resolved. |
| Security, audit and error logs | Normally up to 12 months; longer only to investigate security, fraud or misuse. |
7. Your rights
You can ask to access, correct, erase or restrict your information, to object to its use (you can always object to direct marketing), and to receive a portable copy. Where we rely on consent, you can withdraw it. Email support@coolsmash.co.uk.
You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
8. Cookies and automated decisions
We store your sign-in in your browser so you stay logged in; this is necessary for the service. If you use Google sign-in or maps, Google may set its own cookies. We make no decisions about you based solely on automated processing.