Privacy Policy | Cover Ninja

Privacy Policy – last updated: August 2022 – v 1.2.1

Cover Ninja (”we”/”us”/”our”) is committed to protecting and respecting your privacy.

Cover Ninja provides a mobile and web application (the “Apps”) which enables fitness venues (“Venues”) and instructors (“Instructors”) to arrange cover instructors (“Cover Instructors”) to cover their group exercise classes (the “Services”).

By visiting www.coverninja.co.uk or using our Apps and the Services, you consent to us processing your personal data in accordance with this Cover Ninja Privacy Policy (the “Policy”).

For the purposes of the Data Protection Legislation and, including GDPR, (EU General Data Protection Regulation 2016/679), (“Data Protection Legislation”), and in respect to visitors to Cover Ninja, the data controller is Cover Ninja Limited, a registered company with number 11023398 and with a registered address at 1 & 2 Ebenezer Cottages, Shortgate Lane, Laughton, BN8 6DE.

This Policy explains:

what information we may collect about you;
how we may use the information we collect about you;
whether we share your information with anyone else;
your choices regarding the personal information you provide to us;
where we store your information; and
how we keep your information secure.

Information you voluntarily provide

Information that you voluntarily provide on our Apps including when you download the Apps, register to receive the Services and create a profile. During the registration process and when creating your profile, you will be asked to provide us with certain information about yourself.
We may also ask you for information when you report a problem with our Apps or Services.
If you contact us (by phone, email or through the Apps), we may keep a record of that correspondence.

The information you give includes your name, password, a photograph, debit/credit card details, telephone numbers, email address, qualifications and insurances. Please see the appendix for details of the categories of information that we may collect and process about you.

Information we collect about you and your Device

When you visit our Apps and interact with our Services, we (and other third party service providers) may use a variety of technologies that automatically or passively collect information about how our Services are accessed and used.

Type of Data	Purpose of Processing	Legal Basis for Processing	Legitimate Interest (where applicable)
The type of mobile device you use (e.g. are you using an Apple or a Samsung Device).	To optimise the app for your use and for customer service purposes.	Legitimate interest.	Provide Users with the best possible app experience.
Your mobile operating system (e.g. are you using an iPhone or an Android?).	To optimise the app for your use and for customer service purposes.	Legitimate interest.	Provide Users with the best possible app experience.

Third parties we work with

We work closely with third parties which provide technical and payment services. We work with advertising networks, analytics providers and payment service providers and we may receive information about you from them. Below is a non-exhaustive list of third parties we work with. We may work with third parties not listed below or stop working with the third parties listed below.

Name of third party	Why we work with them	Legal Basis for Processing
Google Analytics	To monitor Apps performance & user experience.	Legitimate interest – to optimise your experience of the apps.
Firebase	To send push notifications within the Apps.	Legitimate interest – to optimise your experience of the apps.
Mailchimp	To assist in management of emails to users.	Legitimate interest – to optimise your experience of the apps.
Cloudinary	To upload photos within the apps.	Legitimate interest – to optimise your experience of the apps.
Stripe	To provide payment processing services.	Performance of contract.
Google Play	To provide in-app purchases.	Performance of contract.
iTunes & App Store Connect	To provide in-app purchases.	Performance of contract.

What we do with the information we collect about you

We use the information you provide to us to:

provide you with relevant information and enable you to use our Apps and Services.
ensure that content from our Apps is presented in the most effective manner for you and for your Device to achieve the most user-friendly navigation experience;
carry out our obligations arising out of the Terms of Use such as enabling us to use the services of third party providers; and
notify you about changes to our Apps or Services.

Marketing

We may:

Send you promotional messages, marketing, advertising, and other information that may be of interest to you based on your preferences.
Personalise, measure, and improve our advertising.
Administer referral programs, rewards, surveys, contests, or other promotional activities or events sponsored or managed by Cover Ninja or its third party partners.

We will process your personal information for the purposes listed in this section given our legitimate interest in undertaking marketing activities to offer you products or services that may be of your interest. You can opt-out of receiving marketing communications from us by following the unsubscribe instructions included in our marketing communications.

Please note that you may, at any time ask Cover Ninja to cease processing your data for these direct marketing purposes by emailing stuff@coverninja.co.uk.

Cookie Policy

Our Website uses cookies to distinguish you from other users of our Website. This helps us to provide you with a good experience when you browse our Website and allows us to improve our Website. A cookie will be stored on your computer. Generally, cookies work by assigning to your computer a unique number that has no meaning outside of the Website. The cookies do not contain any personal information and we use them to only to personalise and improve your experience. For more information on our use of cookies, including how to opt-out, please refer to our Cookie Declaration.

Our use of aggregated and anonymised information

We may combine your data with those of other users of our Apps in an aggregated and anonymised form to help us improve the design and delivery of our software tools, increasing the effectiveness for all users.

This is who we share your information with

We will only share information with other organisations where we have a lawful basis for doing so.

We may disclose your personal information to third parties:

if we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation or request;
to enforce or apply our Terms of Use and other agreements or to investigate potential breaches; or
to protect the rights, property or safety of Cover Ninja or our users.

Retaining and Deleting Your Personal Data

Your personal data shall not be kept for longer than is necessary although it is not possible for us to always specify in advance how long this may be for. Notwithstanding the above, we may retain your personal data if it is necessary for our compliance with certain legal obligations.

Keeping information secure

All information you provide to us is stored on servers owned and operated by Google, using its Google Cloud Services. More information on this providers is available at https://cloud.google.com/security/compliance/#/. Online payments are processed by SPUKL (“Stripe”). Stripe is authorised as an electronic money institution by the U.K. Financial Conduct Authority (reference number: 900461). More information on this providers is available at https://stripe.com/gb/privacy. In-app payments are processed by Google Play (https://policies.google.com/privacy?hl=en-US) and iTunes & App Store Account (https://www.apple.com/uk/legal/privacy/en-ww/).

Where you have chosen a password that enables you to access the Apps, you are responsible for keeping this password confidential. Please do not share a password with anyone.

Please remember that the transmission of information via the internet is not completely secure. We will do our best to protect your information, but we cannot guarantee the security of your data transmitted to the Apps or when you use our Services. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Here are your rights

You have the following rights in relation to your information:

Right to request a copy of your information. You can request a copy of your information which we hold (this is known as a subject access request).
Right to correct any mistakes in your information. You can require us to correct any mistakes in your information which we hold.
Right to request we stop processing your information. In certain circumstances, you may request that we cease processing your information.
Right to request deletion of your information. You can ask us to erase your information (also known as the “right to be forgotten”) in certain circumstances.
Right of data portability. You have the right to transfer your personal data between data controllers in certain circumstances.

If you would like to request any of the above, please contact us as stuff@coverninja.co.ukto make any such requests. We will comply with the Data Protection Legislation in responding to any such requests.

Change of control

If the ownership of our business changes, we may transfer your information to the new owner so they can continue to operate the Apps and provide the Services. The new owner will be obliged to comply with this Policy.

Changes to our policy

Any changes we may make to this Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contacting us is easy and we want to hear from you

We really do welcome any questions, comments and requests you may have regarding this Policy. You can contact us by emailing stuff@coverninja.co.uk.

APPENDIX: The Information that we process about you

Type of Data	Purpose of Processing	Legal Basis for Processing	Legitimate Interest (where applicable)
Contact details – mobile number, email address.	Contacting you, allowing venues/instructors to contact you if need be when you are confirmed to cover.	Performance of contract.
Personal details – name, Photo (optional), bio (optional).	Creating your profile on the app.	Performance of contract.
Payment details –credit/debit card (via payment processor – Stripe)	To access a membership.	Performance of contract.
Qualifications & Insurances.	To build your profile and allow venues/instructors to assess your suitability.	Legitimate interest.	For Cover Ninja to provide a safe, secure and transparent platform for Users. To help you build your profile and gain more work.
Ratings	Venues leave a rating post class cover which will appear on your profile for others to view.	Legitimate interest.	To help you build your profile and gain more work. To boost transparency of the platform.