TariffMate Privacy Policy

Effective date: 02/07/2026 Last updated: 02/07/2026

TariffMate ("TariffMate", "we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, and protect personal data when you use our website (tariffmate.org) and our TeamGym routine-management platform (together, the "Services").

TariffMate is operated by TariffMate Ltd, registered in England and Wales under company number 17290818. We are the data controller for the personal data described in this policy, and we process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

1.1 Information you provide

  • Name, email address, and phone number
  • Date of birth (where relevant, e.g. for age-eligibility or competition entry purposes)
  • Account and login details
  • Routine, scoring, and competition data you or your club/coach enter
  • Payment details (processed by our third-party payment processor — we do not store full card numbers)
  • Any information you provide when contacting us for support

1.2 Information collected automatically

  • IP address, browser type and version, device information
  • Pages visited, time spent, and general usage data
  • Technical/error logs

1.3 Information about minors Where a coach, club, or parent/guardian enters data relating to a gymnast under 18 (such as a name or date of birth for competition-eligibility purposes), we process this data on the basis that the submitting adult has the appropriate authority and consent to do so, in accordance with Section 2.3 of our Terms and Conditions. We do not knowingly allow minors to create accounts without appropriate adult involvement, and we limit the personal data we collect about minors to what is necessary for the Services to function.

2. Legal Basis for Processing

We process personal data on one or more of the following legal bases under UK GDPR:

  • Contract — to provide the Services you've signed up for (e.g. account creation, routine calculations)
  • Legitimate interests — for security, fraud prevention, and improving the Services, provided this does not override your rights
  • Consent — for optional communications such as marketing emails, which you can withdraw at any time
  • Legal obligation — where we must retain or disclose data to comply with the law

3. How We Use Your Information

We use personal data to:

  • provide, operate, and maintain the Services, including routine calculation and validation features;
  • create and manage your account;
  • communicate with you about your account, support requests, or service updates;
  • process payments;
  • maintain security and prevent fraud or misuse;
  • comply with legal obligations;
  • with your consent, send you optional product updates or marketing communications.

We do not sell personal data, and we do not share personal data with advertisers.

3.1 Marketing communications In line with the Privacy and Electronic Communications Regulations 2003 (PECR), we will only send you marketing emails if you have opted in, or where you are an existing customer and we are marketing similar products/services (the "soft opt-in"). You can unsubscribe at any time using the link in any marketing email or by contacting us.

4. Cookies

We use cookies that are strictly necessary for the Services to function (e.g. keeping you logged in, remembering session preferences). Under the Privacy and Electronic Communications Regulations 2003 (PECR), strictly necessary cookies do not require your consent. We do not currently use cookies for advertising or third-party analytics.

5. Data Retention

We retain personal data only for as long as necessary for the purposes it was collected, including:

  • Account data — for the duration of your account
  • Payment records — as required by HMRC record-keeping rules (typically 6 years)
  • Support communications — for the duration of your account

When data is no longer needed, we securely delete or anonymise it.

6. Disclosure of Personal Information

We may share personal data with:

  • Service providers who help us operate the Services, such as hosting providers and our payment processor, under appropriate data processing agreements;
  • Regulators, courts, or law enforcement, where required by law or to establish/defend legal claims;
  • A buyer or successor, in the event of a merger, acquisition, or sale of business assets, subject to this policy continuing to apply.

We do not share personal data with third parties for their own marketing purposes.

7. International Transfers

Where personal data is transferred outside the UK (for example, to a hosting or service provider based abroad), we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or adequacy regulations, in accordance with UK GDPR.

8. Security

We use commercially reasonable technical and organisational measures to protect personal data against loss, misuse, and unauthorised access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. In the event of a data breach affecting your personal data, we will notify you and the ICO where required by law.

9. Your Rights

Under UK GDPR, you have the right to:

  • access the personal data we hold about you;
  • request correction of inaccurate data;
  • request deletion of your data, where applicable;
  • restrict or object to certain processing;
  • request a copy of your data in a portable format;
  • withdraw consent at any time where processing is based on consent;
  • lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your data properly.

To exercise these rights, contact us using the details below. We may need to verify your identity before actioning a request.

10. Changes to This Policy

We may update this policy to reflect changes in our practices or legal requirements. We will post any changes here and update the "last updated" date. Where required by law, we will seek your consent or give you the opportunity to opt out of new uses of your data.

11. Contact Us

TariffMate Email: [email protected]