Privacy Policy

1. Who we are

ActiKev is a sports management platform operated by DigiKev Ltd ("we", "us", "our"), a company registered in England and Wales, company number 16539776, registered office 30 Ellenbridge Way, South Croydon, CR2 0EU, United Kingdom.

For the purposes of UK data protection law, DigiKev Ltd is the data controller for the personal information described in this policy. This means we decide what information is collected and how it is used, and we are responsible for protecting it.

You can reach us at any time at hello@actikev.co.uk.

2. What this policy covers

This policy applies to the ActiKev mobile app for iOS and Android, and to the ActiKev website. It covers everyone who uses the platform, including athletes and participants, parents and guardians booking on behalf of a child, coaches, and club or academy administrators.

Clubs and academies using ActiKev may also handle your information under their own policies. Where a club collects information from you directly and decides how to use it, that club is the controller for that use, and you should refer to their own privacy notice.

3. Information we collect

We only collect what the platform needs in order to work. We have set out below exactly what is collected and why.

Account information

When you create an account we collect your name, email address, phone number, date of birth, gender and a password. Passwords are stored only as a secure one-way hash, never as readable text. You may also add a profile photo.

Participant profiles

Parents, guardians and account holders can create profiles for the people they book sessions for, including their own children. For each profile we collect name, relationship to you, date of birth, gender, phone number (optional), a photo (optional), and sporting details such as preferred sports, age group and skill level. See section 5 for how we treat children's information.

Bookings and activity

We record the sessions, programmes and events you book, your attendance, your orders and subscriptions, any coupons you use, and the coaches or clubs you save as favourites.

Payment information

Payments are processed by Stripe. Your full card number, expiry date and security code are entered directly into Stripe's secure systems — we never receive or store your full card details. We keep a record of the transaction itself: amount, date, what it was for, and its status. Apple Pay and Google Pay are handled by Apple and Google respectively.

Photos you upload

If you add a profile or participant photo, the image you choose is uploaded to our image hosting provider. We access your camera or photo library only at the moment you choose a picture, and only the image you select is uploaded. We do not scan or read the rest of your photo library.

Notifications

If you allow push notifications, we store a device push token so we can send booking confirmations, schedule changes and reminders. This token identifies a device, not you personally, and you can turn notifications off at any time in your device settings.

Biometric unlock

Approximate location

When you first register, we work out your approximate location from your IP address using a service called ipapi.co, so that we can set your region correctly and show you clubs, coaches and sessions that are relevant to you. This gives us a general, city-level estimate — typically city, county, country and postcode area.

This is recorded once, when your account is created, and saved to your account. It is not refreshed as you move around.

Technical information

Like any online service, our servers automatically record limited technical data when the app connects — such as device type, operating system version, app version, and the date and time of requests — so we can keep the service running, fix faults and investigate abuse.

4. How we use it

Under UK GDPR we must have a lawful basis for using your personal information. The table below sets out what we do and why we are allowed to do it.

Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights and freedoms. You can object to this use at any time — see section 11.

5. Children and young people

ActiKev is used by sports clubs and academies that coach children, so we take this seriously.

Accounts must be held by an adult aged 18 or over. Children do not create their own ActiKev accounts. A parent or guardian holds the account and creates participant profiles for the children they are responsible for.

When you create a profile for a child, you confirm that you are their parent or legal guardian, or that you otherwise have authority to provide their information. We collect only what is needed to deliver coaching safely: name, date of birth, gender, age group, skill level, sports preferences and an optional photo.

A child's information is shared only with the club or academy delivering their sessions and the coaches assigned to them. It is never used for marketing and never sold.

If you believe a child's information has been given to us without proper authority, contact us at hello@actikev.co.uk and we will delete it promptly.

6. Who we share it with

We do not sell your personal information to anyone. We share it only in the situations below.

Clubs, academies and coaches

When you book a session, the club or academy and the assigned coach can see the information they need to deliver it — typically the participant's name, age group, contact details for the account holder, booking details and attendance.

Service providers

We use trusted providers to run the platform. They may only process your information on our instructions, and may not use it for their own purposes.

Legal and safety

We may disclose information where we are required to by law, court order or a regulator, or where it is necessary to protect the rights, safety or property of a person — including safeguarding concerns involving a child.

Business transfers

If our business is sold or reorganised, your information may transfer to the new owner. They will remain bound by this policy, and we will tell you before anything changes.

7. Device permissions

The app asks for a small number of permissions. Each is optional, each is requested only when the relevant feature is first used, and you can change your mind at any time in your device settings.

Declining a permission does not stop you using the rest of the app — only the feature that needs it.

8. International transfers

Some of our service providers are based outside the United Kingdom, including in the United States. Where information is transferred outside the UK, we make sure it is protected by an appropriate safeguard recognised under UK data protection law — usually UK International Data Transfer Agreements or Standard Contractual Clauses, or a finding that the destination country offers adequate protection.

You can ask us for details of the safeguards that apply by contacting hello@actikev.co.uk.

9. How long we keep it

We keep personal information only as long as we need it.

• Account and profile information — for as long as your account is open. If you delete your account, this is removed as described in section 12.
• Booking and attendance records — retained while the club needs them for its own records and safeguarding obligations.
• Payment and transaction records — kept for at least six years, because UK tax and accounting law requires it. This applies even after you close your account.
• Support messages — kept for up to two years after your query is resolved.
• Technical logs — kept for a short period for security and fault diagnosis, then deleted.

10. How we protect it

We take appropriate technical and organisational measures to protect your information, including encryption of data in transit using HTTPS, one-way hashing of passwords, authenticated access to accounts, storage of sensitive values in your device's secure storage, and restricting staff access to those who need it.

No online service can promise perfect security. If a breach occurs that is likely to put your rights and freedoms at risk, we will notify the Information Commissioner's Office within 72 hours and tell you without undue delay where we are required to.

11. Your rights

Under UK data protection law you have the right to:

• Be informed about how your information is used — which is what this policy is for.
• Access a copy of the personal information we hold about you.
• Rectification — have inaccurate information corrected. Most details can be edited directly in the app.
• Erasure — ask us to delete your information, subject to records we must keep by law.
• Restrict processing — ask us to pause how we use your information while a concern is resolved.
• Data portability — receive your information in a portable, machine-readable format.
• Object to processing we carry out on the basis of legitimate interests.
• Withdraw consent at any time where we rely on it, such as push notifications.

To exercise any of these rights, email hello@actikev.co.uk. We will respond within one month. These rights are free to exercise.

If you are unhappy with how we have handled your information, you can complain to the UK's data protection regulator, the Information Commissioner's Office, at ico.org.uk/make-a-complaint or by calling 0303 123 1113. We would appreciate the chance to put things right first.

12. Deleting your account

Deleting your account permanently removes your account record, including your name, email address, phone number, date of birth, gender, profile photo and saved push tokens. This cannot be undone.

Some information is kept after deletion where the law requires it — principally payment and transaction records, which we must retain for at least six years for tax and accounting purposes. Clubs may also retain their own attendance and safeguarding records independently of your ActiKev account.

If you would rather we deleted your account for you, email hello@actikev.co.uk from the address on your account and we will action it within one month.

13. Cookies and the website

The ActiKev mobile app does not use cookies or third-party advertising trackers.

This website uses only what is strictly necessary to display the site correctly, such as remembering your light or dark theme preference. We do not use advertising or cross-site tracking cookies. The site loads fonts from Google Fonts, which means Google may receive your IP address when a page loads.

14. Changes to this policy

We may update this policy as the platform develops or the law changes. The "last updated" date at the top of this page always reflects the current version.

If we make a significant change — such as collecting a new category of information or using it for a new purpose — we will tell you in the app or by email before it takes effect.

15. Contact us

For any question about this policy, your information, or to exercise any of your rights, please get in touch.