Privacy policy

Who we are

On The Baize is the app and website for booking pool tables and finding people to play. We are the controller of your personal data: On The Baize Limited, company no. 17260429, registered office 10 Torside Close, Hindley, Wigan, WN2 2QX. You can reach us at support@onthebaize.com.

What we collect

• Your account details: email address, display name, username and date of birth.
• Your home club and playing hand, if you set them.
• Your availability and how far you will travel to play.
• Whether you want marketing emails. This is your choice and you can change it at any time.
• Your follows, favourite venues and reviews.
• Your payments: card details are held by Stripe, not by us.
• Your games, ratings and scores.
• Your bookings.
• Your profile: name, photo and bio, and other players can see them. Your rating is shown to other players unless you hide it in Privacy settings.
• Your home area, if you add a postcode to your profile: we store it (with its approximate map position and town) to show venues and games near you. You can remove it at any time.
• Your device's location, only when you ask for venues near you. It is used for that search and not stored by us.
• Reports you make about other players, and players you block.
• Feedback you send from the app: what you write, the screen you were on, your app version, device type and system version, and any screenshots you attach. If you send it while signed out, we keep a scrambled form of your internet address to stop abuse.
• Website enquiries: the details you give us in a form, plus the same scrambled form of your internet address.
• If notifications are added later, the token your phone gives us so we can send them. The beta app does not collect one today.

Why we use it, and the legal basis

The legal basis for each use is below. This wording is pending legal review.

• Contract: running your account, bookings, payments and matchmaking.
• Legitimate interests: keeping players safe (reports and blocks), stopping abuse (the scrambled internet address), fixing problems (feedback), and showing you venues and players near you.
• Legal obligation: keeping payment and booking records for tax.
• Consent: marketing email, and your phone's location when you ask for venues near you.

Payments

Payments go through Stripe. We never see or store your card numbers.

Who we share it with

• The venue you book.
• Stripe, to take payments.
• Amazon Web Services (AWS), our hosting provider, in London (eu-west-2): hosting, sign-in and email delivery.
• postcodes.io and OpenStreetMap Nominatim, which receive your postcode so we can find its location.

Our processors act only on our instructions and must protect your data to the same standard we do.

Sending data abroad

Stripe may process payment data outside the UK, under UK-approved safeguards (pending legal review).

Keeping and deleting your data

You can delete your account in the app or by email. See how to delete your account for what is deleted and what is kept.

Feedback screenshots are deleted automatically after 90 days. If you delete your account, your feedback screenshots are deleted and the written report is kept without your name, so we can still fix the problem.

If you send us an enquiry through a form on this website (beta access, a league or coaching), we keep the details you give us only to reply about the beta, and delete them if you ask.

Data	How long we keep it
Account and profile	Until you delete your account.
Payment and booking records	Kept for tax and accounting, for at least 6 years (legal obligation).
Match results and ratings	Kept, anonymised, after you delete your account.
Feedback screenshots	90 days.
Backups	Up to 14 days.
Service logs	Up to 1 month.
Website enquiries	Until you ask us to delete them.

If you join a league

This applies once leagues are on. We hold your team and league membership, your results, and the notes you send to the league organiser. Organisers can see their own members. A league's public web page shows team names, fixtures, venue names, scores, standings and any pinned notice, but no player names. If you delete your account, your league results and membership are kept under "Deleted user", not removed. If you run a league yourself, you need to hand it over before you can delete your account.

Your rights

You can ask to see your data, correct it, delete it, object to how we use it, or withdraw your consent at any time. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Asking for a copy of your data

Email admin@onthebaize.com from the email address on your account. We will reply within a month.

Contact

Questions about this page? Email support@onthebaize.com.