Privacy Notice

What we collect and why

• Account data (name, email, hashed credentials) — to create and secure your account. Legal basis: performance of our contract with you.
• Coaching content (teams, player first names, session notes, reflections, reports) — to provide the service. Legal basis: contract performance; you are responsible for having a lawful basis for the player records you create.
• Usage and product telemetry (pages viewed, features used, anonymous visitor identifiers, device and browser information, IP address) — to keep the service secure and to improve it. Legal basis: legitimate interests.
• Support messages — to answer your questions. Legal basis: legitimate interests.

Protecting young players

• Players are recorded by first name only (with a last initial only where needed to tell two players apart).
• Age group is never sent to AI models, and reports are written about coaching behaviour rather than judgements of children.
• Failure logs record identifiers only, never note content.

AI processing

To generate reflection questions and reports we send the relevant note text to our AI model providers. They process it to return a response and do not use it to train their models. You control what you write into notes; please avoid recording medical, safeguarding or other special-category details.

Who we share data with

• Service providers and subprocessors: hosting, database, authentication, AI model providers, email delivery and support tooling.
• Paddle.com, our Merchant of Record, for the sale of subscriptions, subscription management, payments, tax compliance and invoicing.
• Professional advisers (legal, accounting) where necessary.
• Authorities where required by law.

We do not sell personal data or use it for third-party advertising.

International transfers

Some providers process data outside the UK/EEA. Where that happens we rely on adequacy decisions or Standard Contractual Clauses together with appropriate technical safeguards.

Retention

We keep your account and coaching content for as long as your account is active. If you delete your account, your data is removed after a short 30-day grace period so accidental deletions can be recovered. Aggregate, non-identifying usage statistics may be retained. Anything no longer needed is deleted or anonymised.

Security

We apply appropriate technical and organisational measures, including encryption in transit and at rest, row-level access controls so a coach can only reach their own records, and least-privilege access for administrators.

Your rights

You have the right to access, rectification, erasure, restriction, portability, objection, and withdrawal of consent, and the right to complain to the Information Commissioner's Office. Email hello@reflectivelens.co.uk and we will respond within one month. You can also export your full data at any time from your account.

Cookies

We use essential cookies and local storage to keep you signed in and remember your plan selection, plus first-party analytics to understand how the app is used. We do not use marketing or advertising cookies. You can clear cookies and local storage in your browser at any time.