Privacy Policy

1. Who we are

Trainer Space Ltd is the operator of Trainer Space.

Company number: 16814946.

Contact: info@trainerspace.co.uk

2. Data we collect

We may collect and process the following types of personal data:

• Account data, including name, email address, phone number, role, profile details, and login information.
• Trainer profile data, including profile images, gallery images, bio, and contact details you choose to provide.
• Venue data, including venue name, contact details, address, rooms, images, availability, access information, and verification details.
• Booking data, including booking time, room, venue, trainer, price, status, cancellation details, and booking history.
• Payment data, including Stripe transaction IDs, checkout session IDs, payment intent IDs, refund IDs, and payout references.
• Support and communication data, including emails or messages you send to us.
• Technical and usage data, including logs needed for security, fraud prevention, debugging, and service reliability.

3. How we use your data

• To create and manage user accounts.
• To authenticate users and protect account security.
• To allow trainers to search venues and book rooms.
• To allow venues to manage rooms, availability, bookings, and payouts.
• To process bookings, cancellations, refunds, and payout records.
• To send service emails, including booking confirmations, cancellation notices, refund updates, and account emails.
• To prevent fraud, misuse, duplicate bookings, and security issues.
• To respond to support requests.
• To improve, maintain, and troubleshoot the platform.
• To comply with legal, tax, accounting, and regulatory obligations.

4. Legal bases for processing

Under UK GDPR, we rely on different legal bases depending on the purpose:

• Contract: to provide accounts, bookings, payments, cancellations, refunds, and venue services.
• Legitimate interests: to keep the platform secure, prevent fraud, improve reliability, and manage support.
• Legal obligation: to keep records required for accounting, tax, compliance, or legal purposes.
• Consent: for optional marketing communications if introduced in future.

Transactional emails about bookings, cancellations, refunds, payments, and account activity are service communications and are necessary to operate Trainer Space.

5. Payments

Payments are processed by Stripe. Trainer Space does not store full card details.

We store payment and refund references needed to operate bookings, refunds, payout records, invoices, and support.

6. Who we share data with

We only share data where needed to operate Trainer Space, including with:

• Trainers and venues: to fulfil bookings and provide relevant booking contact details.
• Stripe: to process payments, refunds, and venue payouts.
• Supabase: for authentication, database, and storage services.
• Resend: to send transactional service emails.
• Vercel: to host and operate the app.
• Professional advisers or authorities: where required for legal, accounting, tax, compliance, or safety reasons.

7. Venue and trainer visibility

Trainer and venue information may be visible to the other party where needed for a booking. For example, venues may see trainer booking/contact details, and trainers may see venue location, contact, access, and booking details.

8. Uploaded content

If you upload images or information to Trainer Space, that content may be displayed as part of your trainer profile or venue listing, depending on how the platform is configured.

You should avoid uploading images that contain sensitive or unnecessary personal data.

9. Cookies

Trainer Space may use essential cookies or similar technologies for authentication, account security, and platform functionality.

If we introduce optional analytics, advertising, or marketing cookies in future, we will implement appropriate consent controls where required.

10. International transfers

Some service providers may process data outside the UK. Where this happens, we rely on appropriate safeguards required by UK data protection law.

11. Security

We use reasonable technical and organisational measures designed to protect personal data. However, no online service can guarantee absolute security.

12. Data retention

We keep personal data for as long as needed to provide Trainer Space, comply with legal obligations, resolve disputes, prevent fraud, and enforce agreements.

Booking, payment, refund, payout, accounting, and tax records may be retained for longer where required.

13. Your rights

Subject to UK GDPR, you may have rights to access, correct, delete, restrict, object to processing, and request portability of your personal data.

To exercise your rights, contact us at info@trainerspace.co.uk.

You also have the right to complain to the UK Information Commissioner’s Office.

14. Changes to this policy

We may update this Privacy Policy from time to time. If changes are material, we will take reasonable steps to notify users.