Privacy Policy
This page explains how Vantace handles personal information for club admins, players, and prospective clubs, including GDPR rights for UK and EU users.
Company
Vantace is operated by Vantace Limited, a company registered in England and Wales.
Information we collect
We collect account details such as name, email address, password hash, date of birth, gender, phone number, profile image, language and email preferences. We also collect club membership details, ladder and tournament participation, challenges, match results, rankings, messages sent through club email tools, audit logs, support/contact messages, and billing identifiers where a club uses paid subscription features.
How we use information
We use information to create and secure accounts, manage club membership approvals, show ladders, tournaments, match history and rankings, allow members to arrange matches, send service emails and reminders, provide club admin tools, support billing, monitor security and reliability, improve Vantace, and respond to support or contact requests.
Mobile apps and notifications
Vantace is available on the web and through mobile apps. When you use the mobile apps we may process device, platform, app version and push notification token information so the apps can sign you in, keep sessions active, deliver notifications, show badge counts, monitor reliability and support app functionality. Relevant platform and app-store services may also process information under their own terms and privacy notices.
GDPR lawful basis
Where GDPR applies, we process personal information because it is needed to provide the Vantace service, because clubs and members have a legitimate interest in running club competitions and contacting each other for matches, because we must meet legal or billing obligations, or because you have chosen optional settings such as email preferences. You can withdraw optional preferences at any time.
Contact details visible to club members
Approved members of a club you join can see your member profile and contact details, including email address and phone number, so they can arrange matches, respond to challenges, and take part in club competition activity. Junior accounts never expose direct personal contact details to adults. Match coordination is routed through parents, guardians, or club officials. Club admins can see member details for clubs they manage. People outside your approved clubs do not have access to those member details through Vantace.
Sharing and suppliers
We do not sell personal information. We use trusted suppliers for hosting, database storage, email delivery, analytics, payments and operational support. These suppliers only receive information needed for their services to work. Stripe handles club subscription payments and tax details. Resend or another configured email provider handles service emails.
Retention
We keep account, club, match, ranking and audit information while it is needed to operate Vantace, support clubs, resolve disputes, maintain competition history, meet billing obligations, and protect the service. If you ask us to delete your account, we will remove or anonymise personal details where reasonably possible while preserving records that clubs need for competition history, accounting, security or legal reasons.
Your choices
You can update your profile, email preferences, and account details in Vantace. Where GDPR applies, you can ask to access, correct, delete, restrict or receive a copy of your personal information, and you can object to certain processing. Some requests may be limited where information is needed for club records, billing, legal obligations, fraud prevention, or security.
Contact
For privacy questions or GDPR requests, contact Vantace Limited at hello@vantace.co.uk. Please include the email address used for your Vantace account so we can identify it.