Legal
Privacy policy
This explains what personal data OneRep collects, why, who we share it with and the rights you have. We've written it in plain English. If anything isn't clear, email privacy@tryonerep.io.
1. Who we are
OneRep is run by [Company legal name, e.g. OneRep Ltd], a company registered in England and Wales (company number [company number]), whose registered office is [registered office address]. In this policy, "we", "us" and "our" mean [Company legal name, e.g. OneRep Ltd].
We are registered with the Information Commissioner's Office (ICO) under number [ICO registration number].
For anything about your personal data, email privacy@tryonerep.io or write to us at the address above.
2. When we're responsible, and when your coach is
We're the controller of personal data about people who visit this website, join the founding list, contact us, or hold a OneRep account as a coach or studio owner. This policy covers that data.
When a coach uses OneRep to run their business, the information they keep about their own clients (bookings, payments, forms, assessment results and so on) belongs to that coach. The coach is the controller, and we're their processor: we only handle it on their instructions, under our data processing agreement. If you're a client of a coach who uses OneRep, your coach's own privacy notice explains how they use your data, and they're the first person to ask.
3. What we collect
Today, while OneRep is in development
- Founding list. Your email address when you join, and the date you joined.
- Messages. Whatever you send us when you email us or message us on social media.
- Website visits. This site doesn't use cookies, analytics or advertising trackers. Our host, Cloudflare, processes your IP address and basic request details to deliver the page and protect it from attacks.
When OneRep accounts open
- Account details. Your name, business name, email, phone number, studio addresses and the details of any coaches you add.
- Billing. Your subscription, invoices and payment status. Card and bank details are collected and held by Stripe, not by us.
- Support. Messages you send through the support chat or by email.
- Security and usage. Sign-in times, devices, IP addresses and a log of changes made in your account, used to keep your account secure and the service working.
4. Why we use it, and our lawful basis
| What we do | Lawful basis under UK GDPR |
|---|---|
| Email you about OneRep's launch and the founding offer | Your consent, which you can withdraw at any time |
| Reply to your messages | Our legitimate interest in answering people who contact us |
| Provide your account, take payment and give support | Performance of our contract with you |
| Keep the website and service secure, prevent fraud and fix faults | Our legitimate interest in running a safe, working service |
| Keep financial and tax records | Legal obligation |
| Tell existing customers about important changes to OneRep | Performance of our contract, or our legitimate interest |
We don't sell your data, and we don't use it for advertising profiles.
5. Who we share it with
We use a small number of trusted providers to run OneRep. They only process data on our instructions and under written contracts.
| Provider | What for | Where |
|---|---|---|
| Cloudflare | Website hosting, domain and security | Global network, including the UK and EU |
| Kit (ConvertKit) | Founding list and launch emails | United States |
| Google Workspace or Microsoft 365 | Our email | UK, EU and United States |
When accounts open, we'll also use:
| Provider | What for | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage | United Kingdom (London) |
| Vercel | Running the app | UK and EU, with a global network |
| Stripe | Subscription and client payments | UK, EU and United States |
| Resend | Sending booking and account emails | EU and United States |
| Crisp | Support chat | European Union |
| Sentry | Error reports, so we can fix faults | EU and United States |
| Anthropic | The "Ask" feature, which answers questions about your business | United States |
We'll keep this list up to date. We may also share data if the law requires it, or with professional advisers such as our accountant and solicitor.
6. Data sent outside the UK
Some providers are based in, or have support teams in, other countries. When data leaves the UK, we make sure it's protected by a UK adequacy decision (including the UK–US data bridge where the provider is certified), or by the ICO's International Data Transfer Agreement or Addendum.
7. How long we keep it
- Founding list: until you unsubscribe, or 12 months after OneRep launches if you haven't opened an account, whichever comes first.
- Messages to us: up to 2 years after our conversation ends.
- Account data: while your account is open, then up to 90 days so you can export it, after which we delete it.
- Invoices and payment records: 6 years, as UK tax law requires.
- Backups: up to 30 days, after which deleted data drops out of them.
8. Your rights
You can ask us to:
- give you a copy of the personal data we hold about you
- correct anything that's wrong
- delete your data
- restrict or object to how we use it
- give you your data in a format you can take elsewhere
- stop emailing you, using the unsubscribe link in any email or by asking us
Email privacy@tryonerep.io. We'll reply within one month and won't charge you. Some rights have limits, for example where we must keep records by law, and we'll explain if one applies.
If you're unhappy with how we've handled your data, please tell us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
9. Keeping it safe
We use encryption in transit and at rest, two-step sign-in for coaches, access limited to the people who need it, and regular backups. Each studio's data is kept separate so one studio can never see another's.
10. Children
OneRep accounts are for businesses and adults. We don't knowingly collect data from children through this website. Coaches who train under-18s are responsible, as controllers, for having the right consent for their clients' data.
11. Changes to this policy
We'll update this policy as OneRep grows, and change the date at the top when we do. If a change matters, we'll email account holders before it takes effect.