Privacy policy

1. Who we are

This Privacy Policy explains how Fix My Pitch Ltd (“Fix My Pitch”, “we”, “us”, “our”) collects, uses, and protects personal data when you use our website and related services (the “Platform”).

We are the data controller for the personal data described in this policy, except where stated otherwise (see Section 7).

• Registered company: Fix My Pitch Ltd, company number 16902430, registered in England & Wales.
• Registered address: 1 Jesse Green, Lavendon, MK46 4FU.
• Contact for data protection matters: privacy@fixmypitch.co.uk.
• ICO registration number: CSN7771087.

We have not appointed a Data Protection Officer, as we are not required to do so. You can raise any data protection matter using the contact details above.

We are a marketplace and introducer. Fix My Pitch connects customers with sports-turf contractors and suppliers. When you engage a contractor through the Platform, the contract for the work is directly between you and that contractor — we facilitate the introduction and are not a party to it.

2. Who this policy applies to

This policy applies to everyone whose personal data we process, including:

• Customers who use the Platform to find and engage contractors or suppliers.
• Contractors and partners who subscribe to be listed and verified.
• Visitors to our website who do not hold an account.

3. The personal data we collect

We collect the following categories of personal data:

• Account data. Your name and email address. We use passwordless (“magic link”) sign-in, so we do not collect or store passwords.
• Profile and listing data (contractors and partners). Business name, service areas, description, contact details, and any information you choose to add to your public listing.
• Verification data (contractors). Documents and details you provide so we can verify you, including public liability insurance and pesticide/spraying certifications (PA1/PA6).
• Transaction and subscription data. Records of your subscription to the Platform and related billing information. Card payment details are collected and processed directly by Stripe — we do not see or store your full card number.
• Communications and content. Messages you send through our live chat, support emails, and reviews and ratings you submit. We moderate this content (see Section 6).
• Loyalty programme data (“Pitch Points”). Records of points you earn and redeem.
• Technical and usage data. IP address, device and browser information, and information collected through cookies and similar technologies (see Section 10 and our Cookie Policy).

We do not intentionally collect special category data (such as health or ethnicity). Please do not include such information in chat messages, reviews, or profiles.

4. How we collect your data

• Directly from you — when you create an account, build a listing, upload verification documents, subscribe, chat, or submit a review.
• Automatically — through cookies and similar technologies when you use the website.
• From third parties — for example, our payment processor confirms the status of a subscription payment.

5. How and why we use your data

Under UK GDPR we have a lawful basis for each use of your data:

Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights, and you can object (see Section 12). Where we rely on consent, you can withdraw it at any time without affecting processing carried out beforehand.

6. Reviews, ratings, and chat moderation

Reviews and ratings you submit are intended to reflect a genuine experience and may be published publicly alongside your display name. We screen chat and reviews — including by automated means — and may edit or remove content that is unlawful, defamatory, abusive, or in breach of our acceptable use policy. Automated screening does not, on its own, make decisions producing legal or similarly significant effects about you.

7. The customer–contractor relationship

When a customer engages a contractor through the Platform, the customer and contractor share personal data directly with each other (such as contact details and job details) and each becomes an independent data controller of the data they hold for the purpose of carrying out the work. Fix My Pitch is not responsible for how a customer or contractor uses personal data once they deal with each other directly. We encourage you to review the other party’s own privacy practices.

8. Who we share your data with

We share data with the service providers below, who process it on our behalf (or, where noted, as independent controllers). Each is bound to protect your data.

We may also disclose data where required by law, to enforce our terms, or to protect our rights, our users, or others. We do not sell your personal data.

9. International transfers

Some providers process data outside the UK (for example, OpenAI and Stripe in the United States). Where data is transferred outside the UK, we rely on appropriate safeguards, such as UK adequacy regulations, the UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses, as applicable to each provider.

10. Cookies

We use cookies and similar technologies. Some are necessary for the Platform to function, including cookies set by Stripe and Crisp, and others help us understand how the Platform is used. For details and to manage your choices, see our cookie policy.

11. How long we keep your data

We keep personal data only as long as necessary for the purposes set out in this policy.

We retain your account and profile data for as long as your account is active. When you close your account, we anonymise your personal data, except for financial and transaction records (such as invoices and completed jobs), which we retain for 6 years to meet UK tax and accounting requirements. Reviews may remain published after account closure but are anonymised so they are no longer linked to your identity.

This anonymise-but-retain approach is permitted under UK GDPR Article 17(3), which allows retention where necessary to comply with a legal obligation. Once anonymised, retained records can no longer be used to identify you.

12. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you;
• Rectify inaccurate or incomplete data;
• Erasure (“right to be forgotten”) — subject to the retention described in Section 11;
• Restrict processing in certain circumstances;
• Data portability — receive certain data in a portable format;
• Object to processing based on legitimate interests, and to direct marketing at any time;
• Withdraw consent where we rely on it, such as for marketing.

To exercise any right, contact us at privacy@fixmypitch.co.uk. We will respond within one month. There is normally no charge. See also our GDPR & data rights page.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk or on 0303 123 1113. We would appreciate the chance to address your concerns first.

13. Security

We take appropriate technical and organisational measures to protect your data, including passwordless authentication and access controls. No system is completely secure, and we cannot guarantee the absolute security of data transmitted to us.

14. Children

The Platform is intended for users aged 18 and over and is not directed at children. We do not knowingly collect data from anyone under 18.

15. Changes to this policy

We may update this policy from time to time. We will post the updated version here and update the “Last updated” date above. Where changes are significant, we will take reasonable steps to notify you.

16. Contact us

Questions about this policy or your data:

Fix My Pitch Ltd
1 Jesse Green, Lavendon, MK46 4FU
privacy@fixmypitch.co.uk

See also our terms of service.