Privacy Policy

How we collect, use, share and protect personal data — including the data of children — on the Summit Badminton platform.

Last updated: June 2026 · Version 1.0 · ICO registration: pending

1. Who we are

Summit Badminton ("the Platform", "we", "us") at summitbadminton.com is operated by Deepdyve AI Technologies Ltd, a company registered in England and Wales under company number 16789770, with its registered office at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ.

We are in the process of registering with the Information Commissioner’s Office (ICO) as a data controller. This policy will be updated with our ICO registration number once registration is complete. Our contact for privacy matters is info@summitbadminton.com.

Where a club uses the Platform to manage its members, the club and Deepdyve AI Technologies Ltd may act as joint or independent controllers depending on the activity. The allocation of controller and processor responsibilities is set out in the Club Data Processing Agreement, which clubs will be asked to accept on onboarding.

2. The data we collect

We collect and process the following categories of personal data:

Account data — Name, email address, password (stored as a one-way hash and never readable by us), role, and club association. For parent accounts, a contact phone number is also collected.
Player profile data — Date of birth, gender, country or region, and federation membership numbers where provided by the coach or the player.
Coaching data — Training plans, session attendance, session notes, development goals, and assessment scores on the Summit Player Assessment Framework — including coach assessments, player self-assessments, perception-gap analysis, and AI-generated overviews (see section 5 for how AI is used).
Communications data — Messages and announcements sent through the Platform, read receipts, and moderation or report records generated through the Platform’s safeguarding tools.
Technical data — Session and authentication cookies, device and browser information, and — if you opt in — web-push subscription details. See our Cookie Policy for further detail on cookies.

3. Children’s data

The Platform is designed for clubs that coach children and young people, including those under 16 and under 18. We process children’s data to deliver coaching, scheduling, assessment and safeguarding functions.

Where a player is under 16, a parent or guardian registers on their behalf, provides consent, and supervises the child’s use of the Platform. Direct communications between coaches and under-16 players are routed through the parent or guardian account. Parents control communication consent on a per-child basis.

We apply data-minimisation and safeguarding-by-design principles throughout. Children’s data is subject to stricter access controls, and the Platform’s under-16 communications firewall is a core technical safeguard rather than an optional setting.

4. Why we use it and our legal basis

We process personal data for the following purposes:

To provide the Platform — accounts, training plans, calendars, assessments, sessions, and communications: performance of a contract with coaches and clubs, or legitimate interests in delivering the service to players and parents.
To send transactional and notification emails, and — where opted in — web-push notifications: consent and/or legitimate interests.
To maintain safeguarding, moderation, and escalation functions: legitimate interests and, where applicable, legal obligation.
To secure, maintain, and improve the Platform: legitimate interests.
Children’s data and any special-category data: processed on the basis of explicit parental consent and, where applicable, the substantial public interest condition for safeguarding purposes under Schedule 1 of the Data Protection Act 2018.

5. Who we share it with

We use trusted third-party service providers to operate the Platform. Each processes data on our instructions under data-processing agreements. We do not sell personal data.

Render — application hosting and database infrastructure. Data is hosted in the EU-West (Frankfurt) region. No data is transferred to or stored in the United States.
Resend — transactional and notification email delivery.
Cloudinary — image storage and delivery.
Browser and operating system push providers — used to deliver web-push notifications to users who have opted in.
OpenAI — used to generate AI training-plan and assessment overviews. Before any data is sent to OpenAI, it is anonymised: only age band, gender, and general training background are included. No name, email, or other identifier is transmitted. OpenAI processes this data on our instructions and is not permitted to use it to train its models.

All data is hosted and processed within the European Economic Area (Frankfurt). Where a sub-processor is based outside the EEA, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (UK IDTA) or Standard Contractual Clauses.

6. How long we keep it

We retain personal data only for as long as it is needed for the purposes described in this policy and to meet our legal obligations. Our approach:

Active accounts and coaching records: retained for the duration of the coaching relationship and for a reasonable period afterwards to allow for queries, disputes, or regulatory requests.
Communications and moderation records: retained for as long as reasonably necessary to administer the Platform and respond to complaints or safeguarding concerns.
Safeguarding records: retained for as long as required by applicable law and relevant sport sector guidance, which may extend beyond the end of a coaching relationship.
Technical and session data: retained for a short rolling period for security and diagnostic purposes.

When data is no longer needed, it is securely deleted or irreversibly anonymised. You may request deletion of your data at any time — see section 7.

7. Your rights

Under UK GDPR, you — or, for a child, their parent or guardian — have the following rights:

Access: to request a copy of the personal data we hold about you.
Rectification: to ask us to correct inaccurate or incomplete data.
Erasure: to ask us to delete your data in certain circumstances.
Restriction: to ask us to limit how we use your data while a dispute is resolved.
Objection: to object to processing based on legitimate interests.
Portability: to receive your data in a structured, machine-readable format.
Withdraw consent: where we rely on consent, to withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at info@summitbadminton.com or by post to 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ. We will respond within one month.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Security

We take the security of personal data seriously. Technical and organisational measures in place include:

Passwords are stored using one-way hashing and are never readable by staff or systems.
Role-based access control ensures users see only the data their role permits.
Permissions are scoped to the club: data from one club is not accessible to another.
An under-16 communications firewall routes all coach-to-player contact through a parent or guardian account.
All data in transit is protected by TLS encryption.
Infrastructure is hosted within the EU (Frankfurt) under Render’s enterprise-grade hosting environment.

No system is completely secure. In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, notify affected individuals without undue delay.

9. Cookies

We use a small number of essential cookies required for sign-in and session management. We may also use limited functional cookies. We do not use advertising or tracking cookies. For full details, including how to manage your cookie preferences, please see our Cookie Policy.

10. Changes and contact

We may update this Privacy Policy from time to time. Where changes are material, we will notify you by a prominent notice on the Platform or by email before the changes take effect. The date at the top of this page reflects when it was last updated.

For any questions, requests, or concerns about this policy or how we handle your data, contact us at:

Email: info@summitbadminton.com
Post: Deepdyve AI Technologies Ltd, 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ