Privacy Policy
We're committed to protecting your privacy and being transparent about how we handle your data.
Last updated: January 2025
Row HQ ("we", "our", or "us") operates the website https://www.rowhq.app and provides rowing club management software. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Information We Collect
Personal Information
When you register for Row HQ, we collect information that may include:
- Name and contact information (email address, phone number)
- Club affiliation and role
- Login credentials
- Payment and billing information
- Emergency contact details (for club members)
Usage Data
We automatically collect certain information when you use Row HQ:
- Log data (IP address, browser type, pages visited)
- Device information (device type, operating system)
- Usage patterns and preferences
- Performance data and error reports
Club Data
Information about your rowing club including member lists, training schedules, boat inventories, and event details.
How We Use Your Information
We use your information to:
- Provide and maintain our service
- Process transactions and send billing information
- Send administrative information and service updates
- Respond to your comments, questions, and requests
- Monitor and analyse usage to improve our service
- Detect, prevent, and address technical issues
- Provide customer support and training
- Comply with legal obligations
Information Sharing
We do not sell, trade, or rent your personal information. We may share your information only in these circumstances:
- With your consent: When you explicitly agree to share information
- Within your club: Information shared according to your club's privacy settings
- Service providers: Trusted third parties who assist in operating our service (e.g., payment processors, hosting providers)
- Legal requirements: When required by law or to protect our rights
- Business transfers: In connection with a merger, acquisition, or sale of assets
Data Security
We implement appropriate technical and organisational measures to protect your data:
- Encryption of data in transit (TLS 1.3) and at rest (AES-256)
- Dependency monitoring and timely security patches
- Role-based access controls and authentication
- Daily automated backups and documented restore procedures
- Operational access to production data on a strict need-to-know basis
Data Retention
We retain your personal information for as long as necessary to provide our services and fulfil the purposes outlined in this policy. When determining retention periods, we consider:
- The duration of our relationship with you
- Legal or regulatory obligations
- Statute of limitations periods
- Our legitimate business interests
Your Rights
Under UK GDPR and the Data Protection Act 2018, you have the following rights regarding your personal data:
- Access: Request a copy of your personal data
- Rectification: Update or correct inaccurate data
- Erasure: Request deletion of your personal data ("right to be forgotten")
- Portability: Receive your data in a portable format
- Object: Object to certain processing activities
- Restriction: Request limited processing of your data
- Withdraw consent: Where processing is based on consent, withdraw it at any time
To exercise these rights, please contact us at support@rowhq.app. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been mishandled.
International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including the use of UK International Data Transfer Agreements, EU Standard Contractual Clauses, or transfers to jurisdictions covered by UK adequacy regulations.
Children's Privacy
Row HQ may be used by rowing clubs that include junior members. Our service is not intended for children under 13. For users aged 13 to 17, we rely on clubs to obtain appropriate parental consent for processing junior members' data. If you are under 16 in the UK, please ensure your parent or guardian has consented to your use of Row HQ through your club.
Updates to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "last updated" date. For significant changes, we will provide additional notice via email or through the service.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
Email: support@rowhq.app
Website: https://www.rowhq.app
Address: ROWHQ LTD, 128 City Road, London, EC1V 2NX, United Kingdom. Registered in England and Wales, company number 17341989.
Supervisory Authority: Information Commissioner's Office (ICO), ico.org.uk