Privacy Policy

Effective Date: 19 April 2026 Last Updated: 10 June 2026

Pitch Gurus Digital Ltd ("Pitch Gurus", "we", "us", or "our") operates the Pitch Gurus platform at pitchgurus.co (the "Platform"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use the Platform, and your rights in relation to that information.

By using the Platform, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Who We Are

Pitch Gurus Digital Ltd is the data controller for personal information processed through the Platform. Pitch Gurus operates an online marketplace that connects people and organisations seeking sports coaching, performance, and related services with coaches and sports professionals.

Data controller: Pitch Gurus Digital Ltd, registered in England and Wales under company number 17111188. Contact: support@pitchgurus.co

We have not appointed a statutory Data Protection Officer. General privacy enquiries, data subject requests, and complaints should be sent to the address above and will be handled by our privacy team.

2. Information We Collect

We collect information you provide directly to us, information generated by your use of the Platform, and information from third parties.

2.1 Account Registration

When you create an account, we collect:

Full name
Email address
Password (stored as a salted hash - we never see your plaintext password)
Account type (Explorer, Coach, or Service Provider) and, for Explorers, the type of explorer (such as athlete, club, team, school, university, college, or sports facility)
Profile photograph ("avatar"), if provided
Date of birth (to confirm age eligibility and tailor content)
Gender (optional)
Currency and language preferences
Country and, where relevant, city and location for directory search

2.2 Coach and Service Provider Profiles

Coaches and Service Providers may additionally provide:

Professional summary and biography
Sport profiles, levels, and roles/experience
Qualifications, certifications, licences, and accreditations (including any supporting documents you upload)
Service listings, event listings, and associated pricing and availability
Profile slug and public links
Safeguarding check status
Bank account and payout details, collected and held by our payment processor, Stripe (we do not store full bank account numbers on our servers)

2.3 Explorer Profiles

Explorers may additionally provide:

Sports interests and experience level
Goals and preferences
Location preferences

2.4 Bookings, Services, and Events

When you make or receive a booking for a service or event, we collect:

Session or event type, date, time, duration, and location
Booking status and history
Participant details provided by the booker (for example names of children attending a junior camp booked by a parent or organisation)
Attendance and completion records
Messages exchanged in relation to the booking
Uploads associated with a booking (such as session files or descriptions)
Payment records (processed by Stripe; we do not store card details)
Cancellation and refund records

If you add participants on behalf of others (for example a parent booking for a child, or an organisation booking for its members), you confirm that you have authority to provide that information and to share it with the Coach or Service Provider who will deliver the service.

2.5 Messaging and Conversations

The Platform includes a messaging system. We collect and store messages and their metadata (sender, recipient, time sent, links or references included) to operate the messaging feature, facilitate bookings, and resolve disputes. Messages are retained in line with Section 6.

2.6 Payments and Financial Information

We use Stripe as our payment processor, including Stripe Connect for payouts to Coaches and Service Providers. Stripe collects and processes your payment information directly under its own privacy policy. We retain records of payments, fees, payouts, and refund activity for accounting, compliance, and dispute resolution purposes. We also retain a reference to your Stripe customer and connected account (where applicable), and the last four digits and card brand/type of stored payment methods so we can display them to you.

2.7 Identity Verification

Where you choose to complete identity verification through the Platform, we use Stripe Identity to verify your identity. Stripe Identity collects a government-issued identity document, a selfie, and in some cases biometric template data for the purpose of confirming your identity. This is special category / sensitive personal data, and we process it only with your explicit consent for the purpose of identity verification and fraud prevention. We receive the status and outcome of the check, but do not retain the underlying document images. Stripe processes this data under its own privacy policy and the applicable data protection laws.

2.8 Authentication Tokens and Devices

We issue and store:

Session cookies required for login
A "remember me" token, where you choose to stay signed in
An API authentication token for authenticated requests to our API
A mobile "device token" where you consent to push notifications
A calendar subscription token, where you opt to subscribe to your schedule as an iCal feed

You can revoke these by signing out, disabling push notifications on your device, or regenerating your calendar token from your account settings.

2.9 Social Sign-In

If you register or sign in using Google (or other social providers we may add), we receive a unique provider identifier, your name, email address, and, where you permit, your profile picture. We store the provider identifier so you can sign in in future and so that the account you hold on the Platform is linked to your Google (or other) account.

2.10 Usage Data and Analytics

We automatically collect limited information about your use of the Platform, including:

IP address and approximate geographic location (see Section 2.12)
Device and browser type, operating system, language, and timezone
Pages viewed and features used
Referral URLs
Date and time of access

We use Fathom Analytics, a privacy-friendly analytics tool, to measure aggregate Platform usage. Fathom is designed to be cookieless and does not track individuals across sites.

We also use Laravel Nightwatch for application performance monitoring and error logs, which collect technical telemetry (such as request paths, timings, and error details). These logs may incidentally contain identifiers such as user IDs.

2.11 Profile Visits

To help you understand how your profile is performing, we record when a registered user visits another user's public profile page. This includes the visitor's user type and country (not their precise location or IP), and the time of the visit. Raw visit records are pruned after seven days; aggregated weekly, monthly, and yearly counts and percentile rankings are retained so we can show meaningful trends.

2.12 Location Information

We determine your approximate country from your IP address, using a third-party IP geolocation service (currently IP-API with a fallback to MaxMind), so we can comply with country-by-country launch rules and currency/language defaults. If you supply a city or region in your profile, we use that information to support directory search, including through the Google Maps API for geocoding and autocomplete.

2.13 Cookies and Similar Technologies

We use strictly necessary cookies, which do not require consent under UK law (the Privacy and Electronic Communications Regulations). These include:

Laravel session cookies required to keep you signed in;
CSRF tokens used to protect against cross-site request forgery;
a cookie that remembers your cookie preferences.

Fathom Analytics is configured to operate without cookies.

With your consent, we also place optional advertising cookies. Specifically, we use the Meta (Facebook) Pixel, which sets cookies (such as _fbp) and shares limited event data with Meta to help us measure and improve our advertising. These cookies are only placed after you opt in through our cookie banner, and are never set if you decline.

You can accept or reject optional cookies when you first visit, and you can change your choice at any time using the Cookie settings link in our website footer. If you reject, or later withdraw consent, we do not load the Meta Pixel and we clear its cookies where we can.

2.14 Reports and Safety Data

Where you report another user, content, or conduct on the Platform, we collect the report details, your identity as the reporter, the identity of the reported party, and the actions we take. We retain this information to protect Platform users and to comply with our legal obligations, including under the Online Safety Act 2023.

2.15 Communications

If you contact us via email, support forms, or our in-platform messaging, we retain records of those communications.

2.16 Mailing and Waiting List

If you joined our pre-launch waiting list or our mailing list, we collected and retain your email address for the purpose of notifying you about launch milestones, product updates, and marketing where you consented. You may unsubscribe from marketing at any time using the link in those emails or by contacting support@pitchgurus.co.

3. How We Use Your Information

We use the information we collect to:

Provide and operate the Platform - create and manage your account, facilitate listings, bookings, events, messaging, and payments;
Match users - display Coach and Service Provider profiles, services, and events in directory results so Explorers can discover and book them;
Power discovery and ranking - calculate relevance, popularity, and performance signals that influence how profiles and listings are ranked (see Section 10);
Process payments and payouts - charge Explorers, remit payouts to Coaches and Service Providers via Stripe, and apply the platform fee;
Handle subscriptions and credits - manage subscription plans, trials, renewals, and the Credits balance used for AI content generation;
Send transactional notifications - booking confirmations, reminders, cancellations, payment receipts, payout alerts, credit balance changes, review and message notifications, and subscription events;
Send push notifications - where you have consented and provided a device token;
Enable AI-assisted features - power features such as AI-drafted summaries, bios, articles, and cover images (see Section 5.3 for how AI providers are used);
Provide customer support and resolve disputes - respond to enquiries, investigate issues, and remediate;
Improve the Platform - analyse aggregate usage to enhance features, performance, and user experience;
Marketing - where you have consented, send newsletters, promotional offers, and Platform updates (you may opt out at any time);
Safety, safeguarding, and fraud prevention - detect, investigate, and prevent fraudulent, abusive, or unsafe activity; investigate reports; uphold safeguarding obligations where minors are involved; and enforce our Terms of Service; and
Legal compliance - meet our obligations under applicable law, including tax, accounting, platform-reporting, and record-keeping requirements.

4. Legal Basis for Processing (UK GDPR / EU GDPR)

If you are located in the United Kingdom or European Economic Area (EEA), we process your personal data under the following legal bases:

Purpose	Legal Basis
Account registration and operation, bookings, messaging, payments, subscriptions, credits	Performance of a contract with you
Responding to your enquiries	Performance of a contract / legitimate interests
Marketing communications and push notifications	Consent (withdrawable at any time)
Analytics, platform improvement, fraud prevention, security, ranking	Our legitimate interests in operating, securing, and improving the Platform
Identity verification (including special category data via Stripe Identity)	Explicit consent
Safeguarding and child-protection concerns	Legitimate interests / vital interests / legal obligation
Legal, tax, and platform-reporting compliance	Legal obligation

5. Sharing Your Information

We share your information only as described below. We do not sell your personal information to third parties, and we do not use your content to train third-party AI models for purposes other than delivering the features you request.

5.1 Between Users on the Platform

To facilitate discovery and bookings, certain profile information (name, photograph, summary, bio, sport profiles, qualifications, location at the level you have chosen, pricing, availability, reviews, and verified status) is visible to other Platform users or the public as part of your listing. You control what appears on your public profile from your profile settings.

When a booking is made, the Coach or Service Provider receives the relevant information about the Explorer and any participants, and the Explorer receives information about the Coach or Service Provider.

5.2 Service Providers and Sub-Processors

We share information with trusted third-party service providers who assist us in operating the Platform. The main processors we currently use include:

Stripe, Inc. and Stripe Payments UK Ltd - payments, subscriptions, Connect payouts, and Stripe Identity verification;
Amazon Web Services (AWS) - cloud hosting and object storage for uploads (profile pictures, article/service/event images, and booking uploads);
Resend - transactional and marketing email delivery;
Fathom Analytics - cookieless website analytics;
Laravel Nightwatch - application performance monitoring and error logging;
Typesense - search indexing and query serving for the directory;
Laravel Reverb - real-time WebSocket broadcasting for messaging and live updates (hosted by us or a hosting partner);
OpenAI, Anthropic, and Google (Gemini) - AI providers used to power AI-assisted content generation (see Section 5.3);
Google LLC - Google Sign-In (OAuth) and Google Maps Platform (geocoding and autocomplete);
IP-API and MaxMind - IP-based geolocation used to determine country for launch gating and defaults.

These providers are contractually required to handle your data securely, only for the purposes we specify, and in accordance with applicable data protection laws.

5.3 AI Providers and AI-Generated Content

When you use AI-assisted features on the Platform, the content you submit (for example the prompt, profile fields, or draft text) is sent to the relevant AI provider (OpenAI, Anthropic, or Google), which processes it to generate a response. We use these providers under their enterprise or commercial terms, which provide that your submitted content is not used to train their foundation models. Providers may retain inputs and outputs for a limited period (typically up to 30 days) for abuse monitoring and safety purposes before deleting them. We do not sell or share your AI inputs with any other party.

You are responsible for the content you choose to publish that is generated with AI assistance, as set out in our Terms of Service.

5.4 Sub-Processor Register

We maintain a Sub-Processor Register detailing the third-party processors that process personal data on our behalf, including each provider's role, categories of data processed, and geographic location. You may request the current register at any time by contacting support@pitchgurus.co.

5.5 Legal Requirements and Safety

We may disclose your information if required to do so by law, in response to valid requests by public authorities (such as a court order or regulator), or where we reasonably believe disclosure is necessary to protect the rights, property, or safety of Pitch Gurus, Platform users, or others - including to comply with the Online Safety Act 2023 and applicable safeguarding laws.

5.6 Business Transfers

If Pitch Gurus is involved in a merger, acquisition, insolvency, or sale of all or part of its assets, your information may be transferred as part of that transaction. We will notify you by email or a prominent Platform notice before your information becomes subject to a different privacy policy.

5.7 With Your Consent

We may share your information with other third parties when you have given us explicit consent to do so.

6. Data Retention

We retain your personal information for as long as your account is active or as necessary to provide you with services, and as required by applicable legal, accounting, or reporting obligations.

Specific retention periods by data category:

Data Category	Retention Period	Purpose
Account information	Active account + up to 2 years after closure	Account management and legal obligations
Billing and payment records	7 years from the end of the financial year	UK tax and accounting requirements
Identity verification outcomes	Active account + up to 6 years	Regulatory compliance, fraud prevention
Messaging data	Active account + 1 year	Platform operation and dispute resolution
Bookings, services, events	Active account + up to 7 years	Financial records and dispute resolution
Raw profile visit records	7 days	Short-term analytics
Aggregated profile visits and percentiles	Retained while account is active	Analytics and discovery ranking
Usage analytics (aggregate, via Fathom)	Retained by Fathom per its retention policy	Service improvement
Application logs (via Nightwatch)	Up to 30 days (rolling)	Diagnostics and monitoring
Marketing list (email)	Until you unsubscribe	Marketing with your consent
Safety reports	Active account + 2 years	User protection and legal compliance

When you close your account, we keep your personal information for a 90-day cooling-off period so you can reactivate without losing anything. If you do not reactivate, we delete or anonymise your personal information after this period, subject to our legal retention obligations listed above.

7. International Transfers

Some of our processors are based outside the UK or EEA, including in the United States. Where we transfer personal data from the UK or EEA to countries without an equivalent level of data protection, we rely on appropriate safeguards, including the UK International Data Transfer Agreement, EU Standard Contractual Clauses, and the UK Addendum (as applicable), together with additional technical and organisational measures. You may request details of the transfers and safeguards in place by contacting support@pitchgurus.co.

8. Data Security

Pitch Gurus implements technical and organisational measures to protect your personal information, including:

TLS 1.2+ for data in transit
Encryption at rest for our hosted databases and object storage
Salted password hashing - we never store plaintext passwords
Role-based access controls limiting data access to authorised personnel
Regular security patching and dependency management
Logging and monitoring of privileged access

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify affected users and the Information Commissioner's Office (ICO) (and any other competent supervisory authority) within 72 hours of becoming aware of the breach, in accordance with UK GDPR requirements.

No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Depending on your location, you may have the following rights in relation to your personal information:

Access - request a copy of the personal information we hold about you;
Correction - request that we correct inaccurate or incomplete information;
Deletion - request that we delete your personal information, subject to legal retention requirements;
Restriction - request that we restrict processing of your information in certain circumstances;
Portability - receive your personal data in a structured, commonly-used, machine-readable format;
Objection - object to processing based on our legitimate interests, including for direct marketing;
Withdraw consent - where processing is based on consent, withdraw that consent at any time without affecting the lawfulness of processing before withdrawal;
Not be subject to solely automated decisions with legal or similarly significant effects - see Section 10;
Complaint - lodge a complaint with a supervisory authority.

To exercise any of these rights, contact us at support@pitchgurus.co. We will respond within the timeframes required by law (usually within one month).

If you are in the UK, you may lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk. If you are in the EEA, you may complain to your local data protection authority.

10. Automated Decision-Making and Ranking

We use automated processing - but not solely automated decision-making with legal or similarly significant effects - to rank Coach, Service Provider, service, and event listings in our directory. The main inputs to these signals include relevance to the search query and filters, completeness and recency of profile information, reviews and ratings, response time, verification status, proximity and availability, and compliance history. We also use signals such as reporting volume for safety and fraud prevention. Humans remain responsible for decisions that have legal or similarly significant effects, such as suspension or termination of an account.

11. Data Processing Agreement

For business customers (such as clubs, schools, or organisations using the Platform to procure services), Pitch Gurus offers a Data Processing Agreement (DPA) setting out our obligations where we act as a processor on your behalf, including sub-processor management, security standards, audit rights, and procedures for data deletion or return on termination. Request a copy at support@pitchgurus.co.

12. Children and Young People

The Platform is not directed to children under the age of 16, and we do not knowingly allow children under 16 to register their own accounts. Where bookings are made for, or participation is by, a person under 18, the booking must be placed by a parent, legal guardian, or authorised organisation (such as a club, school, or university). The parent, guardian, or organisation is responsible for ensuring that appropriate safeguarding checks and arrangements are in place with the relevant Coach or Service Provider. If we become aware that we have inadvertently collected personal information directly from a child under 16 without appropriate authority, we will delete that information.

13. Marketing Preferences

With your consent, we may send you marketing communications about the Platform, including new features, coach or event highlights, and promotional offers. You can withdraw consent at any time by:

Clicking the unsubscribe link in any marketing email we send;
Managing your notification preferences in your account settings; or
Emailing support@pitchgurus.co.

Opting out of marketing does not stop transactional messages necessary to operate your account (for example booking confirmations, payment receipts, and security alerts).

14. Third-Party Links

The Platform may contain links to third-party websites or services, including where content is embedded from an external source. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice on the Platform before the change becomes effective. The "Last Updated" date at the top of this page indicates when the Policy was most recently revised.

Your continued use of the Platform after changes become effective constitutes your acceptance of the revised Privacy Policy.

16. Contact Us

For questions, requests, or complaints regarding this Privacy Policy, please contact us:

Pitch Gurus Digital Ltd Company Number: 17111188 VAT Number: GB518295080 Email: support@pitchgurus.co Website: pitchgurus.co