Privacy notice
What we hold, why, and what you can ask us to do with it
BirdBox Coaching Limited, 19 Baggot Street Lower, Dublin 2, D02 X658, Ireland (company number 786123) is the data controller for the personal data described here. Contact us about anything in this notice at info@birdboxcoaching.com.
This covers both our seminars and BirdBox Programming, our online coaching service.
What we collect, and why
If you attend a seminar
| What | Why | Legal basis |
|---|---|---|
| Name, email, phone, country | To register you and contact you about the course | Contract |
| Payment details | To take payment. Card details are handled by our payment processor and never reach us | Contract |
| Health declaration, emergency contact | To keep you safe on the day, and to reach someone if you are hurt | Explicit consent |
| Photographs and video from the course | Teaching materials and marketing | Consent |
| Qualifications and course results | To record what you have completed, and to verify it if asked | Legitimate interest |
If you subscribe to BirdBox Programming
| What | Why | Legal basis |
|---|---|---|
| Name, email, country, time zone | To run your account | Contract |
| Profile — photo, bio, date of birth, height, weight, gender | To programme appropriately for you. All optional except your name | Contract |
| Payment details | To take payment. Handled by our payment processor | Contract |
| Health declaration, emergency contact | To programme safely, and to reach someone if needed | Explicit consent |
| Your training records — what you completed, loads, notes | To coach you and to show you your own progress | Contract |
| Video and photographs you upload | For your coach to review and reply to | Contract |
| Messages between you and your coach | To coach you, and to keep a record of what was advised | Contract |
| What you post in the community | To run the community | Contract |
| Group call recordings, including your camera and voice | So people who could not attend can watch afterwards | Consent |
| Footage used in marketing | Marketing | Consent |
Who else sees it
We use these processors. Each sees only what it needs.
| Who | What they handle | Where |
|---|---|---|
| Stripe | Payments and card details | EU / US, standard contractual clauses |
| Supabase | Your account, training records, messages | EU (Ireland) |
| Backblaze B2 | Video and photographs you upload | EU (Frankfurt) |
| Whereby | Group calls and recordings | EU (Norway) |
| Resend | Email we send you | EU / US, standard contractual clauses |
| Brevo | Our newsletter | EU (France) |
| Netlify | Hosting the website and the app | US, standard contractual clauses |
| Meta | Advertising measurement, where you agree to it | US, standard contractual clauses |
Your coaches see the data of athletes assigned to them, and nothing else. Administrators see everything. The manager who runs the community sees what is posted there.
Other athletes see only what you choose to post in the community, and your camera and voice if you join a group call. They do not see your health data, your training records, your messages, or the footage you send your coach.
We do not sell your data, and we do not share it for anyone else’s advertising.
How long we keep it
| What | How long |
|---|---|
| Account and contact details | While you are with us, then 12 months |
| Health declaration | 12 months after you leave |
| Training records | 12 months after you leave |
| Video you upload | 12 months after you leave |
| Group call recordings | 3 months |
| Messages with your coach | 12 months after you leave |
| Footage you agreed we may use in marketing | While that material is in use, deleted when you withdraw consent |
| Seminar records and qualifications | 5 years, so we can verify what you have completed |
| Payment and invoice records | 6 years, as Irish tax law requires |
You can ask us to delete anything sooner.
Your rights
You can ask us to:
- give you a copy of the data we hold about you;
- correct anything wrong;
- delete your account and everything in it;
- stop using your data for a particular purpose;
- hand over your data in a portable form.
Write to info@birdboxcoaching.com. We will respond within one month.
If you subscribe to BirdBox Programming you can also delete your account yourself, at any time, from the Me tab in the app. That cancels your subscription and removes your data straight away.
Where we rely on your consent — health data, marketing, call recordings — you can withdraw it at any time, in the app under Me or by emailing us. Withdrawing consent does not undo anything we did while it was in place.
Complaints
If you are unhappy with how we have handled your data, tell us first and we will try to put it right. You also have the right to complain to the Data Protection Commission, 6 Pembroke Row, Dublin 2, D02 X963 — dataprotection.ie. If you live elsewhere in the EU you may complain to your own national authority instead.
Cookies
Essential — always on. What is needed to make the site and the app work: keeping you signed in, remembering your place in a form, and letting Stripe process a payment securely. Without these the service does not function, so they do not require your consent.
Advertising — only if you agree. We run advertising on Meta (Facebook and Instagram) and use their pixel to measure whether those adverts work. It tells Meta that a browser visited a page on our site and, where it can, links that to a Meta account.
We ask before it loads. If you decline, it does not run. You can change your mind at any time from the cookie link in the footer.
We do not run analytics that profile you, and we do not sell your data to advertisers.
Changes
We update this notice when what we do changes. The version and date are at the top. Where a change materially affects you we will tell you directly rather than rely on you noticing.