Privacy Policy

1. Who we are

Seazn Club ("we", "us") operates the tournament management platform at seazn.club. We are the data controller for personal data processed through the service.

2. Data we collect

• Account data: email address, display name, avatar URL, password hash.
• Organisation data: organisation name, slug, member roles.
• Tournament data: player names, results, standings, audit logs.
• Billing data: subscription status, plan. Card details are held by Stripe and never stored on our servers.
• Usage data: product analytics events (e.g. "first tournament created", page views) collected via PostHog, only with your consent. Withdraw anytime by clearing cookies or rejecting the cookie banner.
• Communication preferences: email suppression list (bounces / complaints).
• Consent records: when you create an account or submit a competition registration we record the time and policy version of your acceptance, so we can demonstrate it later.

3. Legal basis (GDPR)

• Contract — processing necessary to provide the service you signed up for.
• Legitimate interests — security logging, fraud prevention.
• Consent — product analytics (PostHog), set only after you accept the cookie banner and withdrawable at any time.
• Legal obligation — tax records, dispute resolution.

4. How we use your data

• Providing, operating, and improving the service.
• Sending transactional emails (verification, password reset, billing receipts).
• Detecting and preventing abuse or fraud.
• Responding to support requests.

We do not sell your data or use it for advertising.

5. Automated grouping when we build a schedule

When we lay out a timetable, player records that carry the same name are treated as one player while a timetable is built, so one person is never booked onto two courts at the same time. It is a scheduling safeguard only. No records are merged: the records stay separate on rosters, results and reports, nothing is written to them, and the grouping is discarded when the run ends. Every grouping we make is listed back to the organiser before they apply the schedule, so a wrong match can be corrected. This is not automated decision-making under Article 22 — it decides only what time a match is played.

6. Sub-processors

We share data with trusted sub-processors to operate the service. See our sub-processors list for details.

7. Data retention

Account data is retained for the life of your account plus 30 days after deletion. Tournament records may be anonymised rather than deleted at your request. Billing records are retained for 7 years for tax compliance.

Scheduling instructions you preview but do not run are deleted within the hour; a preview you did run is kept for 30 days so a disputed plan can be re-checked.

8. Your rights (GDPR)

You have the right to access, correct, or delete your personal data. You can export your data from Settings → Account → Export my data. To exercise other rights, email us at privacy@seazn.club. We respond within 30 days.

9. Cookies

We use essential session cookies plus, with your consent, PostHog analytics cookies. No advertising cookies. See our Cookie Policy.

10. Security

Data is encrypted in transit (TLS) and at rest. Passwords are hashed with bcrypt. Access is controlled by row-level security policies at the database level. Staff access is logged and audited.

11. Changes

We will notify you by email of material changes to this policy at least 14 days in advance.

12. Contact

Privacy questions: privacy@seazn.club